How it runs for dental practices
Every balance-sheet account is reconciled and a team lead reviews under Two-Tier Review before the package goes out by the fifth business day.
What is month-end close outsourcing?
Month-end close outsourcing means an external accounting team performs the steps that turn a month of transactions into finished financial statements: reconciling every account, posting accruals, prepaids and depreciation, checking cut-off, reviewing and locking the period. You keep your software and your accountant. The provider runs the checklist on an agreed calendar and hands you reviewed statements.
What we handle for dental practices
- Cut off production and collections from the practice-management system at month-end
- Accrue lab cases seated but not yet invoiced and reverse when bills arrive
- Accrue payroll and hygiene bonuses for days after the last pay period
- Release membership and prepaid treatment revenue as visits are delivered
- Sign off every close with a maker-checker review and a written log
The KPI that matters here
Close released by the fifth business day with collections tied to the bank and overhead ratios reported.
Dental compliance notes
HIPAA
Dental claims, EOBs and patient ledgers are protected health information. We sign a BAA, staff are HIPAA-trained, access to your practice-management system is role-limited with MFA, and the accounting file carries batch totals and claim numbers rather than patient names.
PPO and payer contracts
Each PPO agreement sets the fee schedule, what can be billed to the patient, coordination-of-benefits rules and how overpayments are returned. We record adjustments according to the contract and keep the fee schedules current so underpayments can be identified and refunds are handled the way the contract requires.
Patient credits and unclaimed property
Prepaid treatment that is not completed and insurance payments that arrive after the patient paid create credit balances. We age them monthly and prepare refunds for your approval, because unrefunded credits may become reportable unclaimed property under state law after a dormancy period.
Card data and patient financing
Our agents never take or store card numbers; patients pay through your terminal, portal or financing partner. Financing payouts from CareCredit, Sunbit or similar programs are reconciled net of the merchant discount, and promotional-plan terms are recorded so the cost of financing is visible.
Dental software we work in
- QuickBooks Online
- Gusto
- Bill.com
- Square
- Dentrix
- Open Dental
- Eaglesoft
- Dentrix Ascend
- All 50 platforms
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Frequently asked questions
Why accrue lab cases at month-end?
Lab invoices usually arrive a few weeks after the case is seated, so without an accrual a heavy crown month shows high production and low cost, and the following month shows the reverse. We accrue known cases from the lab log at the lab's usual price and reverse when the invoice posts, so lab cost as a percent of production is comparable month to month.
How is membership plan revenue recognized?
An annual membership fee is recorded as deferred revenue when received and released evenly each month over the plan year, or as the included visits are delivered if your plan is structured that way. The same logic applies to prepaid orthodontic or implant cases. This keeps good cash months from looking like great revenue months and shows the obligation on the balance sheet.
What does the close package contain for a dental practice?
A P&L with overhead by category and location, collection ratio and adjustments by plan, a balance sheet with every account reconciled, an insurance aging tied to the ledger, a deferred revenue and patient credit summary, and a short note on what moved. The CloseTrack log shows who prepared and reviewed each step, which partners and lenders appreciate.
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