How it runs for medical practices and clinics
You release every payment; we never move money. Early-pay discounts and rebate deadlines are tracked so the practice does not pay more than it should.
What is accounts payable outsourcing?
Accounts payable outsourcing means a remote specialist runs the process from vendor invoice to approved payment run: capturing bills, coding them to the ledger, matching them to purchase orders and receipts, chasing approvals and preparing payments for release. The business keeps control of the bank account and the final release. The provider works in the company's own software.
What we handle for medical practices and clinics
- Capture and code vendor bills by location and category from Bill.com or a shared inbox
- Match vaccine and supply invoices to packing slips and flag pricing changes
- Track distributor early-pay discounts and manufacturer rebate deadlines
- Schedule malpractice, license and equipment-lease payments on a calendar
- Route a weekly approval batch to the administrator; you release all payments
The KPI that matters here
Every bill coded and awaiting approval within two business days of receipt, with discounts captured before they expire.
Medical practices compliance notes
HIPAA
Claims, remittances and patient statements are protected health information. We sign a BAA, staff are HIPAA-trained, access to your practice-management system is role-limited with MFA, and ledger entries carry claim or batch numbers rather than patient names or diagnoses.
Payer rules and timely filing
Every payer contract sets timely-filing limits, appeal windows, coordination-of-benefits rules and refund procedures. Medicare allows 12 months from the date of service to file; many commercial payers allow less. We log deadlines per payer so unpaid claims are worked before they age out.
Overpayment refunds
Identified Medicare and Medicaid overpayments must be reported and returned within 60 days of identification under the Affordable Care Act. We age credit balances by payer, prepare refund batches for your approval, and document the dates so the practice can show it acted in time.
Patient credit balances and unclaimed property
Patient overpayments that go unrefunded may become reportable unclaimed property under state law after a dormancy period. We list patient credits monthly, prepare refunds for your approval, and keep records that support any state filing your counsel advises.
Medical practices software we work in
- Kareo (Tebra)
- AdvancedMD
- QuickBooks Online
- Gusto
- Bill.com
- Stripe
- athenahealth
- eClinicalWorks
- All 50 platforms
More for medical practices and clinics
Other services for medical practices
Frequently asked questions
How do you handle vaccine distributor invoices?
Each invoice is matched to the packing slip and the order, priced against the last invoice for the same product, and coded to cost of services. Early-pay discount dates are logged and included in the approval batch notes so you can choose to pay early. Credits for returns or manufacturer rebates are matched to the original purchase when they arrive.
Can you code bills by location or by provider?
Yes. Bills are coded with a class or tracking category for each location, and shared costs such as EHR subscriptions are allocated using a rule you approve, usually by visits or by provider count. Provider-specific costs such as malpractice premiums, CME and licensing are tagged to the provider so compensation calculations can reflect them where your agreement requires.
Who approves and pays vendors?
You do. We capture, code and prepare each bill, then route it inside Bill.com or your accounting software to the administrator or physician you designate. Payment is released from your bank or payment tool by your authorized signer. This separation keeps the practice in control and gives a clean approval trail for your CPA and any payer or lender review.
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