Dental Practices
We reconcile your practice management software to your bank so every dollar earned is accounted for. This catches collection gaps and keeps the numbers honest.
The Revenue Challenge
Dental revenue doesn’t work like other businesses. You perform a procedure and bill the insurance company one amount. Insurance pays a different amount based on the contracted rate. The patient owes the remainder minus whatever adjustment gets written off. Tracking what you actually earned versus what you billed requires constant reconciliation between your practice management software and your bank account.
Most practice owners check the bank balance and assume things are fine. But the bank only shows what got deposited. It doesn’t show the insurance claim that was denied, the patient balance that went to collections, or the write-off that was applied incorrectly. Without matching clinical records to actual cash, you’re making decisions with incomplete information.
Who This Covers
Who This Covers
General dentists, specialists, and group practices in Santa Fe and Northern New Mexico dealing with insurance billing, patient collections, and the complexity that comes with dental revenue.
The Complexity
The Complexity
Insurance payments arrive weeks after the service. Patient portions often go unpaid. Adjustments and write-offs create gaps between production and collections. A busy front desk means paperwork can fall through the cracks without anyone noticing.
What We Handle
We reconcile your day sheets against your bank deposits. This verification process catches missing payments, posting errors, and collection gaps before they become old problems. Your practice management software tracks what should have been collected. We make sure it matches what actually was collected.
We also track financial data at the provider level. If you have associates or partners, knowing who produced what and who collected what matters for compensation discussions. Supply costs and lab fees get monitored monthly so you can spot unusual spending before it becomes a pattern.
Day Sheet Verification
Day Sheet Verification
Your front desk posts payments in the practice software. We verify those payments made it to the bank. This catches errors whether they’re honest mistakes or something more concerning. It’s the basic financial control every practice needs but few actually have.
GRT and Tax Preparation
GRT and Tax Preparation
New Mexico Gross Receipts Tax applies to dental services. We handle your GRT returns and organize everything your CPA needs at year end. Equipment purchases, supply costs, and provider-level data are all documented and ready when tax season arrives.
Common Problems
Most dental offices have one person handling patient payments, insurance posting, and bank deposits. This concentration of responsibility creates risk. A simple posting error can look like theft. Actual theft can look like an insurance company error. Without an external review of the numbers, you have no way to distinguish between the two until the damage is significant.
Partnership disputes often come down to money. When two dentists split the overhead but one produces significantly more, questions arise. We’ve seen practices operate for years without clear data on individual production and collections. When the compensation conversation finally happens, there’s no foundation of reliable numbers to work from.
Adjustment Confusion
Adjustment Confusion
Write-offs and adjustments are necessary but easily abused or misapplied. An insurance adjustment based on contracted rates is legitimate. Writing off a patient balance without proper approval is a problem. Without review, both look the same in the system.
Aging Receivables
Aging Receivables
Patient balances age quickly. Insurance claims get denied and forgotten. A receivables report that nobody reviews means money sitting uncollected while you wonder why cash is tight despite a full schedule and productive days.
What Changes
You get verified numbers. When you look at the monthly financials, you know they’ve been reconciled against actual deposits. The guessing stops. You can make decisions about equipment purchases, associate compensation, or a second location based on data you trust rather than assumptions.
The anxiety around internal controls fades. Someone outside the daily chaos is checking that the money matches the records. Your front desk team operates with oversight, which protects both you and them. You spend your mental energy on patient care instead of worrying whether the numbers add up.
Partner Clarity
Partner Clarity
Production and collections tracked by provider removes ambiguity from compensation discussions. Whether you’re splitting profits, paying associates on production percentage, or just want to understand where revenue comes from, the data exists and it’s reliable.
Growth Planning
Growth Planning
Buying a CBCT machine, hiring an associate, or expanding your facility requires confidence in your financial position. Clean books reviewed with an auditor’s eye give you and your bank that confidence when the opportunity presents itself.
Santa Fe's Small Business Bookkeeper
The Next Step:
A Quick Conversation
Tell us about your business and what you're dealing with. We'll listen, ask a few questions, and give you a straightforward quote.
