Built around the practice
Clinical work may be the priority. The business still needs a clean close.
A healthcare practice can receive money from patients, insurers, benefit administrators, provincial programs and other third parties. Deposits rarely explain themselves, and clinic owners still need to understand payroll, associate payments, rent, supplies, equipment and cash.
The bookkeeping workflow connects those records to the accounting file without turning financial reporting into another front-desk project. Scope is shaped around the practice's systems, payment sources, team structure and reporting needs.
What the service can include
The financial records behind a well-run clinic.
Revenue reconciliation
Match patient payments, insurer or administrator remittances, provincial-program records where applicable, and deposits to the accounting file.
Card and processor deposits
Reconcile terminal batches, online payments, fees, refunds and grouped deposits from the payment systems the clinic uses.
Payroll and team records
Keep payroll entries, source-deduction records, benefits and year-end information aligned with the general ledger.
Associates and contractors
Organize agreed contractor, associate or revenue-sharing records without deciding employment status or legal classification.
Clinic costs and equipment
Track rent, supplies, labs, software, professional fees, equipment purchases, loans and repairs in useful accounts.
HST records
Separate revenue and expenses clearly so the practice's tax professional can review exempt, taxable and mixed activities.
Ontario HST nuance
Not every healthcare-related dollar has the same tax treatment.
Some qualifying healthcare services may be exempt from GST/HST. Products, cosmetic services, administrative charges, room rentals or other revenue can have different treatment depending on the facts. The bookkeeping should preserve the distinction rather than placing every receipt into one broad income account.
We organize the supporting records and accounting categories. The clinic's tax professional should confirm the treatment of each service and the availability of input tax credits.
This page provides bookkeeping information, not a tax ruling for a particular clinic or service.
Privacy-aware bookkeeping
Keep clinical detail out of the bookkeeping file.
Financial records should contain the information needed to reconcile revenue and expenses, not a duplicate clinical chart. The workflow can use approved summaries, remittance reports, settlement records and limited transaction references while avoiding unnecessary patient or treatment detail.
- Collect only the financial information required for the agreed bookkeeping work.
- Use secure document handling and approved access methods.
- Do not send banking passwords, patient charts or clinical notes through the contact form.
- Keep the practice responsible for its PHIPA and professional records obligations.
A practical monthly close
Bring the clinic's revenue and costs into one reviewable month.
- Collect the financial records
Receive approved bank, credit-card, processor, payroll, remittance and clinic-expense records.
- Reconcile revenue sources
Match deposits and settlement records, then identify differences, missing batches or unclear entries.
- Review operating accounts
Reconcile payroll, contractors, payables, equipment, loans, HST and other accounts included in scope.
- Close and report
Deliver the agreed reports and a short list of material questions for the owner or clinic manager.
Useful clinic reporting
See what the practice earns, spends and needs next.
Review revenue and operating costs for the month and year to date.
Use supported categories or locations to compare meaningful payment streams.
Understand team costs in relation to clinic revenue and capacity.
See bank balances, credit cards, loans, taxes and upcoming payables together.
Healthcare bookkeeping FAQ
Questions Ottawa practice owners ask.
What does bookkeeping for a healthcare practice include?
The scope can include payment reconciliation, clinic expenses, payroll and contractor records, equipment and loan accounts, HST records, month-end checks and financial reporting. A review defines the exact responsibilities.
Are healthcare services exempt from HST in Ontario?
Some qualifying services may be exempt, while products, cosmetic services, administrative charges or other revenue may have different treatment. The books should separate revenue streams and supporting records so the tax professional can confirm the result.
Can you reconcile insurer and provincial-program payments?
Bookkeeping can reconcile approved remittance reports, settlement records and deposits from patients, insurers, benefit administrators and provincial programs where applicable. Available detail and scope determine the process.
How are patient records protected during bookkeeping?
The workflow should collect only required financial information, use secure handling and avoid placing clinical details in bookkeeping records. The practice remains responsible for its privacy and professional obligations.
What if the clinic's books are behind?
Overdue periods can be scoped as catch-up and cleanup work first. Once reconciled, the practice can move into a repeatable monthly close.
Start with a practice review
See what a cleaner monthly close would require.
Tell us how the clinic gets paid, which systems hold the records and where the monthly process is getting stuck.