How it runs for home care and home health agencies
Our ReconBot workflow pulls the payout report, matches each payout to a deposit, ties the underlying transactions to statements, and posts fees, refunds and disputes to their own accounts. Held or delayed payouts are flagged so a portal problem does not read as a family who stopped paying.
What is payment processor reconciliation?
Payment processor reconciliation is the work of proving that the money a processor or marketplace deposits equals your gross sales less its fees, refunds, chargebacks, reserves and adjustments for the same settlement period. Each payout is broken into its parts and posted so revenue, fees and sales tax are correct and the bank deposit matches to the cent.
What we handle for home care and home health agencies
- Match each Stripe, Square or portal payout to a bank deposit and its transactions
- Post processor fees, refunds and chargebacks to separate accounts every month
- Tie autopay and card-on-file charges to the private-pay statements they settle
- Flag held, delayed or reversed payouts before they distort the aging
- Reconcile the processor balance to the ledger clearing account monthly
The KPI that matters here
Every processor payout matched to a deposit and its statements within two business days, with fees posted separately.
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
Payment processor reconciliation in other industries
Frequently asked questions
Why does the deposit not equal the statements we marked paid?
Processors deposit in batches, net of their fees, often a day or two after the family paid, and refunds and disputes are deducted from later payouts. A payout can therefore include parts of several days and subtract items from weeks earlier. Reconciling the payout report line by line is the only way to make the bank, the statements and the fee expense agree.
Do you handle chargebacks from families?
We record the chargeback against the family's statement, post the dispute fee, and gather the evidence you need to respond, such as the signed service agreement and visit records. Responding to the processor is your decision and your action; we make sure the accounting is right whichever way the dispute goes and that the balance reappears on the aging if it is lost.
Can you reconcile the processor inside our scheduling platform?
Yes. Many home care platforms embed a card processor and show payments as applied to statements, but the payout to the bank is still net of fees and on the processor's schedule. We reconcile the platform's payment report to the processor payout and the payout to the bank, so all three agree and the fee expense is complete.
Ask an AI assistant to summarize this page
Opens the assistant with a prefilled prompt so you can check our claims against the page yourself.