Insurance reimbursement reconciliation, provider compensation tracking, HIPAA-aware processes, and compliance-ready reporting — bookkeeping built for the complexity of healthcare.
Who We Serve
From solo physicians to multi-location group practices, we understand the financial complexity of healthcare.
Solo and group primary care practices dealing with insurance billing, multi-payer reconciliation, and overhead cost management.
General and specialty dental offices with complex insurance billing, lab cost tracking, and provider compensation structures.
Orthopedics, dermatology, OB/GYN, cardiology, and other specialty practices with high revenue volume and complex payer mixes.
Psychiatric practices, therapy groups, and behavioral health organizations — including cash-pay, insurance, and hybrid billing models.
Why It Matters
Medical practices operate under a financial framework unlike almost any other business. Revenue flows from dozens of insurance payers, each with different fee schedules, denial rates, and reconciliation timelines, alongside self-pay and co-pay collections.
Add in provider compensation models, complex payroll with benefits and malpractice insurance, equipment depreciation, and strict compliance requirements — and it's clear why medical practices need a bookkeeping partner who understands the healthcare landscape.
At VarStan, we bring dedicated healthcare bookkeeping expertise to your practice — keeping your books accurate, your cash flow visible, and your financials ready for your CPA and compliance reviews.
What We Do
A complete financial back-office so you can focus on patient care, not spreadsheets.
We reconcile payments from all payers against billed charges, tracking adjustments, denials, and write-offs — giving you a true picture of collected revenue.
We produce profit and loss reports by provider, department, or location — so practice owners can clearly see which services and physicians drive the most revenue.
We maintain aging AR reports, track outstanding balances by payer, and flag slow-paying insurers — giving your billing team the data it needs to follow up effectively.
We handle payroll integration for clinical and administrative staff, and track productivity-based provider compensation with accuracy across all models.
We categorize all practice expenses — medical supplies, equipment, malpractice insurance, rent, and staffing — to give you precise overhead cost visibility.
We produce monthly cash flow statements that reflect the lag between services rendered and insurance payments received — helping you plan ahead with confidence.
Behind on your practice's books? We can complete a full year of backlogged medical practice bookkeeping in 3–4 weeks, ready for audit or CPA review.
We configure accounting software with a healthcare-specific chart of accounts and integrate with your practice management system's financial data exports.
We handle 1099-Misc filing for independent contractors, maintain vendor records, and prepare organized year-end financials for your CPA's tax preparation.
Getting Started
We fit around your practice's workflow — not the other way around.
We assess your billing setup, payer mix, and current bookkeeping gaps.
We configure your chart of accounts by provider, location, and service line.
Reconciliation, reporting, and cash flow statements delivered every month.
Organized financials delivered to your CPA — clean, complete, and on time.
Compliance & Reporting
Medical practices face scrutiny from payers, regulators, and lenders. We keep your financials prepared for all of it.
We understand the sensitivity of healthcare financial data and operate with HIPAA-aware data handling practices — protecting your practice and your patients.
Insurance payer audits require organized, detailed financial documentation. We keep your books structured so you can respond to audits quickly and confidently.
Whether you're seeking practice financing, bringing in a partner, or preparing for a sale, we produce clean, lender-ready financials on demand.
We handle bookkeeping for group practices structured across multiple entities — including MSOs, PCs, and LLCs — with consolidated and entity-level reporting.
No matter which plan you choose, every medical practice client receives:
Client Stories
VarStan gave us the financial clarity we desperately needed. Our insurance reconciliations are always current, our provider reports are clean, and we finally stopped dreading year-end.
— Practice Administrator, Multi-provider primary care group, US-based
Common Questions
Yes. We reconcile payments from all major payers against billed charges, tracking adjustments, contractual write-offs, denials, and co-pay collections so your revenue is accurately recorded.
Yes. We work with financial data exports from most major systems including Kareo, Athenahealth, AdvancedMD, and Dentrix. If you use a different system, we can assess compatibility.
Absolutely. We produce provider-level P&L reports and handle complex compensation tracking for practices with two to dozens of providers across multiple locations.
We operate with HIPAA-aware financial data handling practices. All client communication and data transfer uses 256-bit SSL/TLS encryption — the same level used by online banking.
Yes. We typically complete a full year of backlogged medical practice bookkeeping in 3–4 weeks, ready for your CPA or audit review.
Yes. We work with psychiatric practices, therapy groups, and behavioral health organizations — including those with cash-pay, insurance, and hybrid billing models.
Schedule a free consultation with a VarStan medical practice bookkeeping specialist. No pressure, no jargon — just a clear plan tailored to your practice's specific needs.