Bookkeeping for therapy and counseling practices in Columbus, OH
Self-pay, insurance and EAP income kept apart — so you can see which one is actually funding the practice.
A counseling practice usually gets paid three different ways, and they behave nothing alike. Self-pay arrives the day of the session. Insurance arrives weeks later, for less than the fee, and sometimes not at all. EAP contracts arrive on their own schedule entirely. Added together into one income line, they hide the thing you most need to know: which of them is worth the administrative weight it carries.
We keep them separate, record sliding-scale reductions as the discount they are rather than as bad debt, and reconcile what associate clinicians are paid against the sessions they actually delivered.
It is a small practice's books done seriously — closed monthly, reconciled, and readable in the time between two clients.
What your books actually need
- Self-pay, insurance and EAP income on separate lines, so you can see which one funds the practice
- Sliding-scale reductions recorded as a discount off the full fee, not written off as bad debt
- Associate clinicians classified deliberately — W-2 or 1099 — with pay reconciled to sessions delivered
- No-show and late-cancellation fees tracked apart from session income
- Room rent, supervision hours, licensure and continuing education where a clinician looks for them
- Superbills and insurance remittances reconciled to what actually reached the bank
What it costs
Or $124/month billed month to month. One flat fee. No setup fee.
Get a quoteQuestions
Do you work with my CPA?
Yes. Most practices keep the accountant they already have. We keep the books through the year and hand over a clean, reconciled file at year end — so they file from it rather than rebuilding it in March.
Do you see anything about clients or sessions?
No, and we ask you not to send them. We work from bank, card and merchant feeds and the summaries your practice software already produces — dollars, not charts. We are not a HIPAA business associate, so please keep patient-identifying documents out of anything you upload to us.
Should my associates be W-2 or 1099?
It depends on how much you direct their work — who sets the schedule, the fee and the method. We will not guess it for you, but we will show you what the current arrangement costs either way and tell you plainly when what is on paper does not match what is happening, so you can take it to an employment adviser with figures in hand.
We're behind. How far back can you go?
As far back as you need. Catch-up work is quoted separately from the monthly fee, once we've seen how many months are open and how many accounts are involved — it is a one-off project, and pricing it as one keeps your monthly number honest.
I'm a solo practitioner. Is this overkill?
A solo practice is exactly where this pays off, because the bookkeeping is otherwise done at ten at night by the person who also saw six clients. The monthly close is the same work either way — the difference is who does it.