How it runs for home care and home health agencies
Every bank and card statement is reconciled month by month, uncategorized deposits are traced to claims or families, and the aging is rebuilt by payer. You get a clean opening balance and a clear list of anything we could not resolve.
What is catch-up bookkeeping?
Catch-up bookkeeping is a one-time project that records and reconciles months or years of transactions that were never entered. The goal is a set of books where every bank, card and loan balance agrees with the statement and every period can be reported on. It ends when the backlog is current and reconciled, usually followed by ongoing monthly bookkeeping.
What we handle for home care and home health agencies
- Rebuild revenue by payer from visit history rather than from bank deposits
- Reconstruct paid, denied and recouped claims from the MCO remittance archive
- Re-post payroll journals from the provider's historical registers by department
- Reconcile every bank and card statement in date order with an exception list
- Deliver a clean opening balance and a year-end package for your tax preparer
The KPI that matters here
Every back month reconciled and reviewed, with unresolved items listed by amount and owner before the handover.
Home care compliance notes
EVV
The 21st Century Cures Act requires electronic visit verification for Medicaid personal-care and home-health visits, captured through state aggregators such as HHAeXchange or Sandata. We bill only from verified visits and keep an exception log for visits that need a manual correction before they can be claimed.
HIPAA
Client names, diagnoses and authorizations are protected health information. We sign a BAA, our staff are HIPAA-trained, access is limited to the roles that need it, and PHI never appears in ledger memos or emailed spreadsheets.
State Medicaid and MCO rules
Each state waiver and each managed-care organization sets its own authorization limits, unit rounding, timely-filing window and recoupment process. We track authorizations against billed units and record recoupments as reductions to the original claim, not as unexplained bank debits.
FLSA Home Care Rule
Most agency caregivers are entitled to minimum wage and overtime, and travel time between clients counts. Your payroll provider computes the pay; we make sure the ledger and the labor-cost reports reflect it correctly and that live-in and sleep-time arrangements are coded as your counsel directs.
Home care software we work in
- QuickBooks Online
- Gusto
- ADP
- Bill.com
- AxisCare
- WellSky
- Alora
- HHAeXchange
- All 50 platforms
More for home care and home health agencies
Other services for home care
Catch-up bookkeeping in other industries
Frequently asked questions
Where do you start when the books are more than a year behind?
With the last month that reconciled, or with the tax return if none did. From there we rebuild in date order: bank and card statements, payroll registers, then revenue from the billing platform's visit and claim history. Working chronologically means each month's opening balance is trustworthy before the next begins, and it avoids re-doing work later.
Can you recover revenue during a catch-up?
Often, yes. Rebuilding the aging by payer usually exposes claims that were never submitted, denied and never corrected, or paid short. Those still inside the payer's timely-filing window are handed to our billing agents for resubmission under your BAA. We cannot promise an outcome, but the list itself is a common by-product of the rebuild.
How long does a catch-up take?
It depends on the number of months, bank accounts, payers and how complete the source data is. A single-state agency with clean portal access moves faster than a multi-state one with missing remittances. We scope it after reviewing your data, then run the rebuild as a fixed project with weekly progress notes so you always know which months are done.
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