---
title: "Remote Bookkeeping for Medical and Dental Practices | MCC"
description: "Online monthly bookkeeping for small medical, dental and therapy practices in any state: insurance vs patient payments, write-offs, payroll and supplies."
url: "https://mcc-solutionsnj.com/bookkeeping/for/remote-medical-and-dental-practices"
---

Independent medical, dental and therapy practices

# Remote monthly bookkeeping for medical and dental practices

Insurance payments arrive weeks after the visit, net of adjustments, while payroll and supply orders arrive on schedule. Books built from your practice reports show what was billed, what was collected and what is still out.

Done online for businesses in any US state. From $450 a month.

[Get a written quote](/bookkeeping/#interest)

[![Intuit ProAdvisor Gold tier badge](/img/credentials/intuit-proadvisor-gold.png)](https://proadvisor.intuit.com/app/accountant/search?searchId=matthew-coleman77)Gold tier in Intuit's ProAdvisor program. [See my Intuit listing](https://proadvisor.intuit.com/app/accountant/search?searchId=matthew-coleman77)

![Matthew Coleman, founder of MCC Solutions](/img/matthew-coleman.jpg)

**Matthew Coleman**, QuickBooks ProAdvisor, accounting and finance degree. Cranford, NJ. Start with a free health check of your books. You get a quote after we review your books, before any work starts.

## Where medical and dental practices books go wrong

Insurance deposits combine many claims, and the practice management system knows the detail while the bank only sees a lump sum. Booking the deposit as income without the remittance report hides adjustments and write-offs.

Patient copays and balances come through the front desk, a card terminal and an online portal. Each needs to tie to a daily report.

Dental and medical supplies, lab fees and equipment leases are large and irregular, which makes month-to-month margin hard to read without consistent accounts.

## Accounts we set up for medical and dental practices

Your chart of accounts is reviewed during onboarding. These are the lines that usually matter most in this kind of business:

| Account | Why it is separate |
| --- | --- |
| **Insurance collections** | deposits matched to remittance reports |
| **Patient payments** | copays and balances from the desk, terminal and portal |
| **Contractual adjustments and write-offs** | tracked from practice management reports, not guessed |
| **Lab fees** | dental and medical lab charges by month |
| **Clinical and office supplies** | kept apart so supply cost per visit can be watched |
| **Equipment loans and leases** | split into interest and principal from lender statements |
| **Provider compensation and staff payroll** | tied to payroll reports each month |

## Records the IRS describes

Form 1099-MISC lists medical and health care payments among the payments it reports, and Publication 1099 sets a $2,000 threshold for tax years beginning after 2025. Practices often receive these from insurers; the books should tie them to collections. Source: [IRS: About Form 1099-MISC](https://www.irs.gov/forms-pubs/about-form-1099-misc).

The IRS says to keep employment tax records for at least four years after the tax becomes due or is paid, whichever is later. Practices with several staff accumulate those records quickly. Source: [IRS: How long should I keep records?](https://www.irs.gov/businesses/small-businesses-self-employed/how-long-should-i-keep-records).

For equipment, the IRS lists purchase and sales invoices and proof of payment as asset records. Source: [IRS: What kind of records should I keep](https://www.irs.gov/businesses/small-businesses-self-employed/what-kind-of-records-should-i-keep).

How long to keep them: the IRS says three years in most cases, longer in some situations, and at least four years for employment tax records ([IRS: How long should I keep records?](https://www.irs.gov/businesses/small-businesses-self-employed/how-long-should-i-keep-records)).

## Cash through the year

Many practices see collections lag visits by a month or more, and deductibles resetting in January can shift more of the bill to patients early in the year. The monthly report shows collections against production so a slowdown in payments is visible.

Equipment purchases and annual license, insurance and association renewals tend to land in a few months. Seeing them in last year's books helps plan cash.

## Contractors, employees and year-end forms

Hygienists, assistants and front-desk staff are usually on payroll. Associate providers and locum coverage are sometimes paid as contractors. The IRS decides worker status by behavioral control, financial control and the relationship of the parties; we record the arrangement you have and flag questions for your tax professional.

We work from summary reports: deposits, remittance totals, production and collections. We don't need patient records, and we do not ask for them.

## What the monthly service includes

Every month, the same close the [bookkeeping page](/bookkeeping/) describes: transactions categorized, bank, card and loan balances reconciled to statements, a profit and loss and balance sheet delivered, and a short list of questions instead of guesses. The books stay ready for your tax preparer at year end. For medical and dental practices, that close also covers:

- Insurance deposits matched to remittance totals, with adjustments recorded
- Patient payments tied to the daily payment report
- Collections shown beside production from your practice reports

Need more than the books? The [service levels page](/bookkeeping/plans) describes a monthly review and CFO-style planning on top of the same close.

## How remote onboarding works

- **Tell us about your books.** The [short form](/bookkeeping/#interest) asks what your books live in today, how many transactions you have a month, how many bank, card and loan accounts, how far behind the books are and what you need. You can ask for a 15-minute call instead of an email reply.

- **Written quote and engagement letter.** We review what you sent and reply with the scope and monthly price in writing before any work starts.

- **Access, without passwords.** QuickBooks Online: you invite us as an accountant user. Xero: you invite us with the Advisor role. Excel or Google Sheets: you share the workbook and we send a folder for statements. Nothing yet: we recommend QuickBooks Online or Xero and set it up in your name. You keep ownership and can remove our access.

- **Opening balances and a close day.** We confirm your accounts, collect recent statements and your prior-year return or financial statements, check opening balances, and agree the day each month's books are delivered.

What helps most for medical and dental practices:

- Monthly production, collections and adjustments reports from your practice management system
- Payroll provider reports
- Equipment loan and lease statements

## Price

These are the starting prices the quote form uses. Your written scope sets the final price before any work begins.

| Transactions a month | Monthly bookkeeping | Catch-up |
| --- | --- | --- |
| Up to 100 transactions a month | From $450 a month | $300 per month behind |
| 100 to 300 transactions a month | From $750 a month | $450 per month behind |
| 300 to 600 transactions a month | From $1,200 a month | $700 per month behind |
| Over 600 transactions a month | Custom quote | Custom quote |

- 2 bank, card or loan accounts are included; each additional account is $35 a month.
- Books kept in Excel or Google Sheets add $100 a month; starting from nothing adds a one-time $400 software setup.
- Reconciling the payroll your provider runs adds $100 a month.
- A monthly financial report and KPI summary is $125 a month on top of current books.
- Receivables follow-up, with invoice reminders and an aging review, is $100 a month on top of current books.

Prices shown are starting estimates, not quotes.

## Do it yourself, or hand it off

Do it yourself

### Month-End Close Workbook

We do not sell a practice-specific kit. Office managers who keep the books in-house use this workbook to run a month-end close and check that every reconciliation ties.

[Get the kit ($19)](/toolkits/month-end-close-workbook)14-day full refund

Hire us monthly

### We keep the books for you

We do the monthly close in your own software and send the reports and a short list of questions. Already using one of our workbooks? Say so on the form; we can keep it up for you or move it into accounting software.

[Get a written quote](/bookkeeping/#interest)

## Common questions

**Do you need access to patient records?**

No. We work from summary reports such as deposits, remittance totals, production and collections. We don't need patient records.

**Do you do medical billing or claims?**

No. Billing and claims stay with your billing team or service. We record the results in the books.

**Can you track collections by provider?**

Yes, if your practice reports show collections by provider. Each provider can be a class in the books.

**Do you work with practices outside New Jersey?**

Yes. The work is done online for practices in any US state.

**Do you prepare the practice's tax return?**

No. MCC Solutions is not a CPA firm. We keep the books ready for your CPA.

## Related

- [Based in New Jersey? Our NJ practice page](/bookkeeping/for/medical-dental-and-therapy-practices)
- [Guide: bookkeeping for medical practices](/bookkeeping/guides/bookkeeping-for-medical-practices)
- [Guide: bookkeeping for dental practices](/bookkeeping/guides/bookkeeping-for-dental-practices)
- [Guide: bookkeeping for therapists and counselors](/bookkeeping/guides/bookkeeping-for-therapists-and-counselors)
- [Remote bookkeeping for restaurants and food trucks](/bookkeeping/for/remote-restaurants-and-food-trucks)
- [Remote bookkeeping for cleaning businesses](/bookkeeping/for/remote-cleaning-businesses)
- [Remote bookkeeping for trucking and owner-operators](/bookkeeping/for/remote-trucking-owner-operators)
- [All industries](/bookkeeping/for/remote-monthly-bookkeeping)

## Sources

- [IRS: About Form 1099-MISC](https://www.irs.gov/forms-pubs/about-form-1099-misc)
- [IRS: How long should I keep records?](https://www.irs.gov/businesses/small-businesses-self-employed/how-long-should-i-keep-records)
- [IRS: What kind of records should I keep](https://www.irs.gov/businesses/small-businesses-self-employed/what-kind-of-records-should-i-keep)
- [IRS Topic no. 762, Independent contractor vs. employee](https://www.irs.gov/taxtopics/tc762)
- [IRS Publication 1099, General Instructions for Certain Information Returns](https://www.irs.gov/publications/p1099)

IRS pages checked November 6, 2026. MCC Solutions is a bookkeeping firm, not a CPA firm. Tax returns are a separate service (see /tax-preparation); this guide is not tax or legal advice and does not decide how a rule applies to you. The IRS statements on this page are summaries with links to the source; your tax preparer decides what they mean for your return.

## Want your medical and dental practices books done every month?

[Get a Quote](/bookkeeping/#interest)[Call (908) 444-6373](tel:+19084446373)