Bookkeeping Services
Focus on care while we keep your agency's finances healthy, compliant, and ready for growth.
As a homecare provider, you juggle caring for clients and managing a business. Ontrack Bookkeeping helps lighten that load by taking charge of your agency’s finances — from Medicaid billing reconciliation to payroll and reporting — all with an expert eye on compliance and efficiency. With our specialized homecare bookkeeping services, you gain peace of mind and more time to focus on what matters most: delivering excellent care.
Our Homecare Bookkeeping Services Include
Medicaid Billing Reconciliation
We ensure all your Medicaid claims are accurately recorded and matched with payments. Our team identifies and resolves any discrepancies or unpaid claims so you receive every dollar your agency has earned, without revenue slipping through the cracks.
Payroll Tracking & Management
Handling the intricacies of caregiver payroll, including timesheet tracking, overtime calculations, and tax withholdings. We make sure your staff are paid correctly and on time, relieving you of the administrative burden and reducing payroll errors.
Regulatory Compliance
Keeping your financial records aligned with healthcare regulations and payer requirements is our priority. We maintain detailed documentation and implement checks to ensure your books meet Medicaid, Medicare, and state guidelines — helping you avoid penalties and stay in good standing with auditors.
Audit Readiness
Be prepared for audits at any time. We organize your records and transactions so they’re audit-ready, and we support you through any financial inspections or Medicaid audits. With Ontrack’s meticulous bookkeeping, you can face reviews with confidence, knowing everything is properly documented.
Real-Time Financial Reporting
Stay on top of your agency’s financial health with up-to-date reports. We provide monthly financial statements, cash flow reports, and custom dashboards tailored for homecare metrics. Get the insights you need at a glance — from tracking reimbursements to monitoring expenses — so you can make informed decisions in real time.
Accounts Payable & Receivable
We manage your outgoing bills and incoming payments to keep cash flow steady. From recording vendor invoices and ensuring timely payments, to tracking client, Medicaid, or insurance receivables, we handle the full cycle. Your agency’s finances stay organized and current without you chasing down payments or due dates.
Why Choose Ontrack for Homecare Bookkeeping
Homecare Industry Expertise
We have experience working with homecare and home health agencies, so we understand your unique financial challenges. From Medicaid waiver programs to private pay services, our team knows the nuances of homecare billing and accounting. This expertise means we catch details that general bookkeepers might miss, and we tailor our approach to fit your operations.
QuickBooks Pro Advisors
OnTrack Bookkeeping is a certified QuickBooks ProAdvisor firm. We leverage the full power of QuickBooks and other accounting tools to streamline your bookkeeping. That means accurate records, efficient processes, and the ability for you to access your books anytime via secure cloud-based software. You get real-time visibility into your finances without having to maintain the system yourself.
Compliance & Accuracy Focus
In the healthcare industry, compliance is non-negotiable. Our bookkeeping processes include built-in compliance checks for Medicaid, Medicare, and state regulations. We double-check entries and reconciliation for accuracy. The result? Audit-ready books and financial reports you can trust. You’ll be prepared for any scrutiny, which safeguards your funding and reputation.
Personalized Support
We know that every homecare business is different. Our team takes the time to learn about your agency’s operations and funding sources. Whether you run a small homecare agency or a large home health agency, we tailor our services to your needs. You’ll have a dedicated point of contact who provides clear communication, answers your questions, and even works with your in-house staff or accountants seamlessly.
More Time for Your Mission
By outsourcing your homecare bookkeeping to Ontrack, you free up valuable time and reduce stress for your team. No more wrestling with spreadsheets or worrying about accounting errors late at night. We handle the day-to-day financial tasks so you and your caregivers can focus on providing high-quality care to patients. With accurate books and timely reports, you’ll also have the financial clarity to plan ahead and grow your services.
Common Questions
What makes bookkeeping for homecare agencies different from other businesses?
Homecare agencies deal with unique factors like Medicaid billing, insurance reimbursements, and strict regulatory requirements. They often handle large volumes of timesheets for caregivers and must ensure compliance with healthcare laws. This means bookkeeping for a homecare provider is more complex than for a typical business. Our experience in the homecare industry means we understand these complexities — from tracking billable care hours and mileage to reconciling Medicaid payments — and we make sure nothing falls through the cracks.
Will I still have control and access to my financial information if I outsource to OnTrack?
Absolutely. We use secure, cloud-based accounting software (such as QuickBooks Online) to manage your books. This means you retain full access to your financial information at all times. You can review real-time financial reports, monitor transactions, and see the status of your billing and payroll whenever you want. Outsourcing your bookkeeping doesn’t mean losing control — instead, you gain a partner who keeps your data organized and accessible, while you stay informed and in charge of decision-making.
Can OnTrack help us prepare for audits or compliance reviews?
Yes, and this is one of our specialties. We keep your records thoroughly organized and compliant with Medicaid and other regulatory guidelines. If your homecare agency is subject to an audit or review, we will have your financial documentation ready to go. Our team can assist in gathering reports and explaining the numbers, making the audit process far smoother. With Ontrack, you’ll be audit-ready year-round, which means fewer surprises and less stress if an inspector comes knocking.
Client Highlight
“Ontrack Bookkeeping has been a lifesaver for our homecare agency. They handle our Medicaid billing and payroll flawlessly, taking a huge burden off our shoulders. Thanks to their accurate record-keeping and guidance, we passed our state compliance audit with flying colors. Now we can focus more on providing quality care, knowing that Ontrack has our finances covered.”
— Abe D., Director of Operations, Caring Hands Home Care
Ready to Simplify Your Homecare Bookkeeping?
Contact OnTrack Bookkeeping today to schedule a free consultation and see how our expertise can support your homecare agency. Let us handle the complex bookkeeping tasks while you stay focused on caring for your clients. With Ontrack as your partner, you’ll have clarity, confidence, and more time to devote to what you do best.