Medical and allied health

Xero bookkeeping and training for medical practices

Managing finances in a healthcare practice is not simple, especially when you are juggling EFTPOS, Medicare and NDIS payments. We specialise in medical bookkeeping and in the software integrations that connect your clinical systems directly to Xero. We set it up and automate reconciliation across every payment type, so you get a clean, manageable system instead of a folder of spreadsheets.

Book a Call Today Cliniko integration

What this sector gets wrong in Xero

Spend less time untangling practitioner payments

Can you clearly separate what your practice has earned from amounts payable to practitioners? Where your practice collects payments on their behalf, your records need to distinguish those collections, your service fees and the amounts still to be paid out.

Practitioner collections and practice fees mixed together Coding every deposit the same way can blur the distinction between the practice's own revenue and money collected for practitioners. That makes revenue reports and practitioner statements harder to reconcile.

Medicare deposits banked in bulk One deposit covering dozens of claims, reconciled as a single line, so no individual claim can be traced when one is queried.

Practice software and Xero disagreeing Cliniko or Clinic to Cloud says one number, Xero says another, and nobody is sure which to believe at the end of the quarter.

What we do

The practice numbers, finally agreeing

1 Separate practice fees from practitioner balances We review how your practitioner agreements work, then configure Xero to distinguish fees earned by the practice from amounts collected and payable on practitioners' behalf. The setup reflects your arrangements and the applicable accounting and GST treatment.

2 Medicare deposits broken back down Bulk deposits matched to the claims that make them up, so a queried claim can be found in minutes.

3 Practice software connected properly Cliniko, Clinic to Cloud or HealthKit pushing appointments and payments into Xero, with billing reconciled rather than re-entered.

4 Practitioner statements you can hand over Clear statements per practitioner, produced from the file rather than assembled in a spreadsheet each month.

Diagram of payments the practice collects dividing into two parts: fees earned by the practice, and amounts payable to practitioners, collected on their behalf and still to be paid out — The practice's own revenue, kept separate from money collected for practitioners.

The tools this sector actually uses

The tools clinics actually run

Clinical software already knows who was seen and what was paid. Connected correctly, that is an afternoon a week you stop spending on data entry.

Cliniko Appointments and payments into Xero, with Medicare and private billing reconciled rather than retyped. The connection we are asked about most.

Clinic to Cloud Billing and receipting into Xero for practices running specialist or multi-site clinics.

HealthKit Practitioner billing and payments flowing through to the accounts without manual reconciliation.

How we handle integrations

In their own words

Working with medical practices

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Before and after

From admin overload to reconciliation that runs itself

Managing a practice's finances can feel like a second job. This is the move from manual work to systems that keep the records right on their own.

Before Invoices and data handled twice. Cash flow and reporting nobody quite trusts. Staff paid incorrectly, and found out later. Hours spent reconciling payments across three or four channels.

After Cliniko, Xero and payroll in sync, with fees and GST landing correctly. Reporting current enough to make a decision on. Payroll set up once, so the same corrections stop coming back. Reconciliation in minutes, because the data arrives already coded.

Integration focus

Seamless integrations for medical practices

We connect Xero to the clinical and payment platforms a practice already runs, so nothing is handled twice and the financial picture is current.

Practice management Cliniko, Clinic to Cloud, HealthKit and Halaxy, connected so appointments and billings become accounts without re-entry.

Payments and terminals Square, Stripe and Tyro, with merchant fees and GST separated out rather than buried in a net deposit.

Rostering and payroll Deputy into Xero payroll, so hours worked and hours paid are the same number.

Where a platform has no Xero connector, or the one it has cannot code a transaction properly, we build the connection ourselves.

Proof

A practice we work with

NN Accountability has been more than just a bookkeeping service.

The real value they bring? Peace of mind. We know our books are accurate, our systems are compliant, and we have a responsive, knowledgeable team in our corner.

Puremedic Health Medical

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Questions from this sector

Questions we are asked most

Do you work with Cliniko? Yes, and it is the connection we set up most often. Appointments and payments flow into Xero on their own, and Medicare and private billing reconcile instead of eating an afternoon a week. There is a dedicated page on it.

How do you handle practitioner service fees? We first check what the fee represents and how your practitioner agreements operate. A fee earned by the practice for providing facilities or administration is different from money collected on a practitioner's behalf. We keep those amounts separate and reconcile the practitioner statements to the accounts.

Can you fix a file another bookkeeper set up? Yes. That is what a Tune-Up and Repair session is for, and with practice files it is usually the first thing worth doing before anything else changes.

Do you do the practitioner statements as well? Yes, produced from the file rather than rebuilt in a spreadsheet each month, so the statement and the accounts cannot drift apart.

Do you act as our accountant as well, or only the bookkeeper? Both. A medical practice accountant who has not seen the file all year is working from whatever arrives in June. We keep the file through the year and prepare the returns from it, so the practitioner statements, the payroll and the return all come from the same reconciled numbers.

Book a Call Today Cliniko integration

The free Xero Health Check from NN Accountability

The free checklist

Download Your FREE Xero Health Check

Identify common bookkeeping errors and discover simple fixes for smoother financial management, written in plain English.