Financial fitness strategies to help medical providers build thriving healthcare practices
As a doctor or healthcare facility manager, your top priority is and always will be your patients. But as you know all too well, delivering exceptional patient care isn’t enough to keep your practice running—the financial side of your business demands attention too.
At James Moore, our experienced healthcare CPAs specialize in accounting for healthcare and medical providers. We understand the unique financial challenges that come with running a medical practice, and we know how to stay on top of industry regulations and spot issues early to save you time, money, and stress in the long run.
This healthcare accounting guide draws on our more than 50 years of experience helping medical providers in hospitals, doctor’s offices, urgent cares, home health agencies, and more streamline their operations, maximize their profitability, and build solid foundations for long-term success and growth.
Whether you’re running a large healthcare organization or an independent physician-owned practice, this guide is designed to help you take control of your finances so you can continue doing what matters most: caring for your patients.
Unique Challenges in Accounting for Healthcare Providers
Healthcare practices face a distinct set of financial challenges that set them apart from other businesses. Understanding them is the first step toward developing effective strategies to mitigate or avoid them entirely.

Challenge 1: Time Constraints
Physicians who own their practices often face significant time constraints, as they must balance their primary role of patient care with the demands of running a business.
For example, a busy family practice physician who sees over 20 patients a day may have little to no time for financial oversight. This can result in neglected accounting tasks and missed opportunities for financial optimization. Given these constraints, practice owners need to develop efficient ways to manage their finances without compromising patient care.
Practical tips for managing time constraints
- Delegate financial tasks: Hire a trusted practice manager or financial administrator to handle day-to-day financial operations.
- Schedule brief, regular financial reviews: Set aside 15-30 minutes weekly for a concise overview of key financial metrics with your financial administrator.
- Use technology to streamline processes: Implement integrated practice management and EHR systems that provide real-time financial data alongside clinical information.
- Outsource complex financial tasks: Consider partnering with a healthcare-focused accounting firm like James Moore to handle tasks like bookkeeping, payroll, and tax preparation.
- Prioritize critical financial decisions: Focus your limited time on making important strategic decisions, and allow your staff to handle routine financial tasks.
Partnering with an experienced healthcare accounting firm like James Moore can alleviate many of the burdens of running a successful practice. Outside experts can provide an objective assessment of your business processes and help you optimize your financial management.
At James Moore, we can even handle day-to-day accounting tasks on your behalf through outsourced accounting and controllership services. This allows you to focus on patient care while ensuring your practice's financial health is professionally managed.

Challenge 2: The Complexity of Healthcare Regulations
The healthcare industry is governed by numerous regulations, including HIPAA and Medicare guidelines that can complicate financial reporting and compliance. For a small specialty clinic, this could mean struggling to keep up with changing Medicare reimbursement rules and risking claim denials.
Practical tips for navigating healthcare regulations
- Stay informed: Regularly attend workshops or webinars on healthcare regulations and their financial implications. Provide similar training opportunities for your practice staff.
- Implement compliance systems: Invest in software that helps track and manage regulatory compliance requirements.
- Designate a compliance officer: Assign a team member to oversee compliance efforts and ensure all staff are trained on relevant regulations.
If time constraints make it difficult to stay up to date on regulatory compliance, enlisting outside experts may be helpful. James Moore’s team of experienced healthcare accountants has the resources and bandwidth to stay current on the latest requirements to keep your practice compliant.

Challenge 3: Medical Billing Intricacies
The medical billing process is often complex and rife with challenges like claim denials and delayed payments. In fact, it’s not uncommon for a multi-physician practice to have 10-15% of their claims initially denied due to coding errors, and that impacts cash flow.
If this is the case for your practice, these are some immediate steps we recommend to reduce your claim denials:
- Analyze denied claims to identify common errors.
- Implement a claim scrubbing system to catch errors before submission.
- Provide training for billing staff on coding and documentation practices.
To further address these challenges, practice owners should also focus on optimizing their billing processes through a revenue cycle enhancement process.
Practical tips for optimizing the medical billing process
- Investing in advanced billing software: Use software that flags potential errors before claims are submitted.
- Monitoring key performance indicators (KPIs): Track metrics such as claim denial rates and days in accounts receivable to identify frequent issues.
- Providing staff training on coding and billing: Frequent refreshers on the latest updates in medical coding and billing can keep staff sharp and mitigate potential issues.
By implementing these strategies, medical practices can enhance their revenue cycle management, streamline billing processes, and improve overall financial performance.

Challenge 4: Balancing Patient Care with Financial Management
Striking a balance between delivering quality patient care and managing financial responsibilities can be challenging. Solo practitioners might find themselves working late into the night to catch up on financial paperwork, leading to burnout.
Practical tips for balancing patient care and finances
- Delegate financial tasks: Consider hiring a part-time financial manager or outsourcing to a healthcare accounting firm to handle day-to-day financial operations.
- Implement efficient systems: Use practice management software that automates routine financial tasks to save time and streamline your processes.
- Schedule regular financial planning: Set aside time for strategic financial reviews to align financial goals with patient care priorities.
If you struggle to balance financial management with patient care, outsourcing your accounting functions might provide that balance. With our expert medical practice accountants handling day-to-day financial management, you’ll be able to focus on your patient care priorities while still providing leadership in strategic financial decisions.


Challenge 5: Keeping Up with Technological Advancements
The rapid evolution of technology in healthcare requires practices to adapt continuously. For instance, a mid-sized practice may struggle to decide whether to invest in a new EHR system as they weigh the potential efficiency gains against implementation costs.
Practical tips for keeping up with technology advancements
- Audit your tech stack: Regularly assess your current systems and set aside time to learn about emerging technologies that align with practice goals.
- Pilot new technologies: Test new systems on a small scale before full implementation to evaluate their impact. This can increase your confidence in a new tool before making a commitment to it.
- Allocate budget for training: Ensure staff members receive adequate training on new technologies to maximize their benefits.
When in doubt, enlist an experienced consultant to evaluate your practice’s technological opportunities. At James Moore, we can assess your overall financial management systems and recommend process and technology improvements to streamline your practice.

9 Best Practices for Healthcare and Medical Accounting
Implementing a healthy and robust healthcare accounting function may seem intimidating, especially if you’re a physician with little to no financial management experience. But doing so could be the difference maker when it comes to the overall success and health of your practice.
At James Moore, we suggest that healthcare businesses implement these best practices:
1. Establish robust internal controls:
Implement checks and balances to prevent errors and fraud. This includes segregating duties among staff and conducting regular audits.
2. Use specialized accounting software:
Invest in healthcare-specific software that integrates billing and compliance tracking. Look for features like automated billing and real-time reporting to enhance efficiency.
3. Regularly review financial statements:
Conduct monthly reviews of profit and loss statements, balance sheets, and cash flow statements to identify trends and make informed decisions.
4. Implement a comprehensive budgeting process:
Develop a detailed budget that accounts for expected revenue and expenses. Regularly update forecasts to adapt to changes in patient volume or operational costs.
5. Optimize your revenue cycle:
Streamline processes from patient registration to collections. Focus on verifying insurance eligibility and managing claims efficiently to reduce delays in payment.
6. Enhance patient communication:
Clearly communicate financial policies and provide cost estimates for services upfront to improve patient satisfaction and facilitate timely payments.
7. Monitor KPIs:
Track metrics such as days in accounts receivable and claim denial rates to identify areas for improvement.
8. Provide ongoing staff training:
Regularly educate your team on coding changes, billing practices, and compliance requirements to reduce errors and enhance overall efficiency.
9. Plan for future growth:
Consider long-term financial planning, including potential expansions or investments to ensure sustainability.
By adopting these best practices, you can not only strengthen your practice's financial management but also enhance your operational efficiency and ultimately improve patient care.

How to Maximize the Value of Your Practice
Get actionable strategies to enhance healthcare practice value, from optimizing revenue cycles to improving patient satisfaction.
Key Financial Management Strategies for Healthcare Practices
It’s undeniable that effective financial management is a key aspect of the success and sustainability of your healthcare practice. In this section, we explore strategies to manage and optimize your practice’s financial health.
Revenue Cycle Management
Revenue cycle management (RCM) is the process of creating and improving your financial processes to boost your ability to generate revenue. It encompasses all financial processes related to patient care, from appointment scheduling to final payment collection.
While the specifics vary by situation, here’s a breakdown of what it typically looks like for healthcare practices.
Cost Control and Financial Planning
While maximizing revenue is crucial, controlling costs and planning for the future are equally important if you want your practice to remain profitable long-term. Effective financial planning allows you to make informed decisions about investments, expansions, and day-to-day operations while also planning for potential challenges down the road.
Compensation and Reimbursement Models
High-quality compensation and reimbursement models should be a cornerstone of your practice’s growth. Why? Together, they enable you to attract and retain top talent for your practice without compromising your financial security. This in turn improves your patient care and makes your practice more attractive to potential buyers when you’re ready to move on.
Why Choose James Moore for Your Healthcare Accounting Needs?
Healthcare practices operate in a complex financial environment, requiring a deep understanding of industry-specific regulations, billing intricacies, and reimbursement models. At James Moore, our healthcare CPAs have more than 5 decades of experience ensuring the financial health and compliance of medical practices throughout the U.S. Here are just some of the ways we can help:
Navigating regulatory compliance
Healthcare providers must adhere to numerous regulations, including HIPAA and Medicare guidelines. Our specialized healthcare accountants are well-versed in these regulations and can help ensure your compliance, reducing the risk of costly penalties.
Optimizing revenue cycle management
The revenue cycle in healthcare involves various stages from patient registration to final payment. Our expertise in this area helps medical practices like yours streamline processes, minimize claim denials, and improve your cash flow.
Understanding unique financial metrics
Healthcare practices have specific financial metrics that differ from other industries. Our specialized medical accountants provide insights into KPIs that are crucial for your financial health. We can also provide benchmarking information for additional context for your performance.
Tailored financial strategies
Each healthcare practice has unique financial needs based on its specialty, size, and patient demographics. We develop tailored financial strategies that align with your practice's goals and challenges.
By partnering with our healthcare accounting professionals who understand the healthcare landscape and can advise on matters such as choosing the right entity structure and optimizing revenue, you can enhance your financial management and focus more on delivering quality patient care.