--- title: "Invoicing & billing for medical practices & clinics" description: "Invoicing & billing for medical practices & clinics: outsourced invoicing and billing: invoice creation, recurring and progress billing, credit notes and." url: https://ledgerbpo.com/industries/medical-practices/invoicing-and-billing/ updated: 2026-09-11 publisher: LedgerBPO (SS Support Network LLC) language: en-US --- # Invoicing & billing for medical practices & clinics Invoicing for medical practices & clinics means claims to payers and statements to patients, and both come from the same encounter. Our HIPAA-trained billing agents scrub and submit claims from Kareo/Tebra, AdvancedMD or your clearinghouse, attach the modifiers and documentation each payer expects, and track acknowledgments so a rejected claim is corrected the same day. - Since 2020 - US · UK · CA · AU - Named accountant plus backup - Your software, no lock-in [Book a billing audit](https://ledgerbpo.com/book-a-call/?topic=billing-audit) [Book a 20-minute call](https://ledgerbpo.com/book-a-call/) Updated September 2026 ## How it runs for medical practices and clinics Patient statements go out on a fixed cycle once the ERA has set the patient's responsibility, with clear language and a portal payment link. Self-pay and cosmetic or non-covered services are invoiced at the practice's fee schedule. Every claim batch and statement run is posted to the ledger when issued. ## What are outsourced invoicing services? Outsourced invoicing services mean a remote billing team prepares, checks and sends your customer invoices instead of your office staff doing it between other tasks. The team works inside your accounting or billing software, follows your rate cards and contract terms, and issues credit notes and corrections. You keep control of pricing, approvals and the customer relationship. ## What we handle for medical practices and clinics - Scrub and submit claims daily with payer-specific modifiers and attachments - Track clearinghouse acknowledgments and correct rejections the same day - Issue patient statements on a fixed cycle after the ERA sets responsibility - Invoice self-pay, cosmetic and non-covered services at the practice fee schedule - Post each claim batch and statement run to the ledger on the day issued ## The KPI that matters here Claims submitted within two business days of the encounter closing, with rejections corrected inside one business day. ## 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)](https://ledgerbpo.com/software/kareo-tebra/) - [AdvancedMD](https://ledgerbpo.com/software/advancedmd/) - [QuickBooks Online](https://ledgerbpo.com/software/quickbooks-online/) - [Gusto](https://ledgerbpo.com/software/gusto/) - [Bill.com](https://ledgerbpo.com/software/bill-com/) - [Stripe](https://ledgerbpo.com/software/stripe/) - athenahealth - eClinicalWorks - [All 50 platforms](https://ledgerbpo.com/software/) ## More for medical practices and clinics Other services for medical practices - [Bookkeeping](https://ledgerbpo.com/industries/medical-practices/bookkeeping/) - [Accounts receivable](https://ledgerbpo.com/industries/medical-practices/accounts-receivable/) - [Accounts payable](https://ledgerbpo.com/industries/medical-practices/accounts-payable/) - [Bank reconciliation](https://ledgerbpo.com/industries/medical-practices/bank-reconciliation/) - [Month-end close](https://ledgerbpo.com/industries/medical-practices/month-end-close/) - [Financial reporting](https://ledgerbpo.com/industries/medical-practices/financial-reporting/) - [All medical practices services](https://ledgerbpo.com/industries/medical-practices/) Invoicing and billing in other industries - [Marketing agencies & consultancies](https://ledgerbpo.com/industries/agencies/invoicing-and-billing/) - [Auto repair shops & dealerships](https://ledgerbpo.com/industries/auto/invoicing-and-billing/) - [Behavioral health practices](https://ledgerbpo.com/industries/behavioral-health/invoicing-and-billing/) - [Daycares, schools & education](https://ledgerbpo.com/industries/childcare-education/invoicing-and-billing/) - [The full invoicing and billing page](https://ledgerbpo.com/services/invoicing-and-billing/) ## Frequently asked questions ### How soon after a visit should a claim go out? Within a day or two of the provider closing the note. Charge lag is the most controllable delay in the revenue cycle, and each day a claim waits adds a day to the payer's own timeline. We work the unbilled-encounter report daily, list notes that are not yet signed for the office manager, and submit everything that is ready. ### When do patient statements go out? After the payer's remittance has set the patient's responsibility, so the statement shows the correct balance rather than an estimate that later changes. Statements run on a fixed monthly or biweekly cycle from the practice-management system, carry a portal link, and are followed by our DunningDesk reminder cadence under your practice's name if the balance ages. ### Do you handle claims for practices that are out of network? Yes. Out-of-network claims and superbills follow the same submission discipline, with the patient's assignment of benefits and any Good Faith Estimate documentation on file. Because the payer may pay the patient directly, we track those claims separately and reconcile any payments the patient forwards. Fee-schedule and network decisions remain with the practice. Next step ## Books closed. Invoices paid. Every month. Tell us what is going on with your books or billing. You will hear from a named person within 1 business day, with a custom quote and a plan for the first close. - Reply from a named person within 1 business day - No setup fee, month-to-month - Your software, your data, no lock-in Start with a custom quote [Book a billing audit](https://ledgerbpo.com/book-a-call/?topic=billing-audit) [Book a 20-minute call](https://ledgerbpo.com/book-a-call/) Or call [+1-657-777-0006](tel:+16577770006) during US, UK or Australian business hours. --- Source: https://ledgerbpo.com/industries/medical-practices/invoicing-and-billing/ · Contact: https://ledgerbpo.com/contact/ · Full site map for agents: https://ledgerbpo.com/llms.txt