Bookkeeping for pediatric practices
A pediatric practice is paid by insurers and families, and carries vaccine stock that is bought up front. Reconcile insurance deposits to remittances, keep patient balances separate and give vaccine purchases their own account so margin is not guessed.
Best for: Independent pediatric offices billing insurers and patient families.
Reviewed
Insurance deposits
Reviewed
Patient balances
Reviewed
Vaccine stock
Reviewed
Provider compensation
Where pediatric practice books usually go wrong
- Insurance deposits booked as one lump: contractual adjustments and write-offs vanish and income looks higher than it is.
- Patient balances mixed with payer receivables, though they need different follow-up and age very differently.
- Vaccine purchases expensed as ordinary supplies, so stock on hand and margin are never reviewed.
- Provider compensation tracked in the bank instead of the payroll system, so totals disagree at year-end.
- Refunds to payers and families paid without matching the original claim.
- Write-offs recorded only at year-end, so the receivable total looks healthier than the collectable amount.
What the books need to show
Industry-specific accounts and categorization, with the reporting scope agreed before work starts.
Insurance deposits
Match payer deposits to remittance advice, keeping contractual adjustments out of income.
Patient balances
Keep family balances separate from insurer receivables and review aging.
Vaccine and supply stock
Track vaccine purchases and supplies separately so stock cost is visible.
Provider compensation
Record provider pay by the agreed method, with payroll handled in the payroll system.
Billing service fees
Separate outside billing or clearinghouse fees from other administrative costs.
Refunds to payers and families
Link overpayment refunds to the original claim or visit.
Reports a practice can use
- Payer deposit reconciliation to remittance advice, by month.
- Patient balance aging, kept separate from insurer receivables.
- Vaccine and supply purchases against visit volume from your own records.
- Provider compensation summary tied to the payroll reports.
- Adjustment and write-off summary by payer for the quarter.
A simple, predictable process
From kickoff to your first clean close, here is exactly what happens.
Start with remittances
We read a sample of remittance advice and bank deposits to learn how payers pay and what gets adjusted.
Set up receivable accounts
Payer and patient receivables get their own accounts, and adjustments are kept visible.
Track stock and supplies
Vaccines and clinical supplies get their own lines so cost trends are clear.
Close with aging and exceptions
Statements arrive with receivable aging, unmatched deposits and open refunds listed.
Illustrative example
A payer remits a lump sum for many visits. Matching it to the remittance advice shows which claims are paid and which are pending. This is an illustration of the method, not a customer case or a guarantee.
Pediatric Practices bookkeeping — your questions
Why separate payer and patient receivables?
They age differently and need different follow-up.
How do I track vaccine costs?
Use a dedicated supply account and compare purchases to administered volume from your records.
Can bookkeeping replace billing software?
No. It reconciles the money your billing system reports to the bank.
Do you handle patient health data?
Bookkeeping needs financial data. Share only what is needed and confirm your privacy requirements with your compliance advisor.
Do you replace our practice management system?
No. We reconcile what it reports to the bank and the books. Clinical and billing decisions stay with your team.
How do you handle capitation or per-member payments?
They are recorded as a separate income line from fee-for-service, with remittances matched to the payer.
Can you separate vaccine program income?
Yes, if it is billed separately, it gets its own income line.
What affects the bookkeeping quote for pediatric practices?
Plans start at $229/mo. Transaction volume, account count and the records and reporting needed determine the agreed scope and final quote. Catch-up work is discussed separately.
Customers slow to pay?
Our in-house collections team calls and emails customers who owe your company money, so you can stay focused on the work.