Staff Accountant

Employment Type: Full-Time (Exempt / Salaried)

Position Summary: The Practice Staff Accountant / Full-Charge Bookkeeper serves as the day-to-day operational engine of our business office. This individual will maintain daily ledger integrity in QuickBooks Online, execute end-to-end accounts payable via modern automation (Bill.com), perform daily 3-way cash and merchant reconciliations against our Practice Management/EHR system, and assist clinical leadership with timely monthly performance metrics and cost tracking.3. Key Responsibilities & Core WorkflowsA. Daily Reconciliations & Revenue Cycle Tie-Out

• Daily Three-Way Cash Matching: Reconcile daily clinical collections reported by our Practice Management / EHR system (patient copays, merchant card settlements, cash/checks, and commercial/Medicare insurance EFT deposits) against QuickBooks Online operating bank feeds.
• Clearing & Merchant Verification: Ensure credit card batch settlements, patient portal receipts (e.g., Stripe), and merchant processing discount fees tie out to the exact penny daily, using clearing accounts rather than lump-sum deposits.
• Refund & Deposit Accounting: Accurately account for patient cosmetic pre-payments, procedural deposits, chargebacks, and cancellations without distorting gross revenue. B. Accounts Payable & Vendor Management (Paperless AP)
• Full-Cycle Automated AP: Ingest, verify, and code all vendor invoices using digital OCR tools (Bill.com / Dext), ensuring a clean, paperless approvals pipeline.
• General Ledger & Departmental Class Tracking: Accurately split and code invoices across distinct business segments (Medical/Surgical, Mohs & Pathology, and Cosmetic/Aesthetic). Appropriately segregate clinical operating supplies from direct inventory/COGS (e.g., neurotoxins, dermal fillers, and biologics).
• Disbursements & Vendor Relations: Prepare weekly payables batches for physician/leadership authorization, monitor cash outflow requirements, manage vendor terms, and resolve vendor inquiries promptly. C. Month-End Close, Balance Sheet Integrity & Reporting
• Timely Month-End Close: Reconcile all bank accounts, credit card accounts, practice loans, lines of credit, and payroll clearing liabilities by the 10th business day of each month.
• Prepaid & Amortization Schedules: Maintain accurate amortization schedules for annual prepaid expenses (such as medical malpractice insurance and software licenses) and clinical equipment depreciation.
• Clinical Metrics & Management Dashboards: Compile monthly operational key performance indicators (KPIs)—including provider-level collections, overhead ratios, clinical supply cost trends, and product margin analyses—using automated Excel models or plug-and-play reporting tools (e.g., Fathom, LiveFlow).
• Payroll Journal Allocation: Record bi-weekly payroll journal entries in QBO, segregating physician base, mid-level providers, clinical nursing/MA staff, and administrative payroll, while assisting with monthly provider productivity bonus calculations.4. Candidate Qualifications & Requirements
• Experience: 3 to 6+ years of full-charge bookkeeping or staff accounting experience. Direct prior experience in a medical practice, outpatient surgical center, dental group, or specialized healthcare setting is strongly preferred.
• QuickBooks Online Mastery: Advanced hands-on proficiency in QuickBooks Online, including complex chart of accounts maintenance, automated bank rules, class/location tracking, undeposited funds clearing discipline, and sub-ledger reconciliation.
• Tech-Forward Mindset: High comfort level with modern accounting technology. Experience with automated AP software (Bill.com, Dext), modern spreadsheet tools (Excel Power Query, dynamic formulas), and plug-and-play reporting connectors.
• Medical Billing Nuance Understanding: Working knowledge of healthcare revenue flows, clearinghouse insurance EFT remittances, patient copays, credit card batch settlement delays, and clinical product inventory costing.
• Education: Associate or Bachelor's degree in Accounting, Finance, or Business Administration preferred; equivalent hands-on full-charge accounting experience highly valued.
• Professional Attributes: Extreme attention to detail, discretion with confidential financial and clinical data, proactive communication, and ability to prioritize in an active clinical practice.5. Compensation, Benefits & Work Environment
• Base Salary: $72,000 – $82,000 annually (commensurate with healthcare experience and QBO expertise).
• Health & Wellness: Comprehensive medical, dental, and vision insurance coverage options.
• Retirement Plan: Retirement plan with practice contribution/matching.
• Paid Time Off: PTO package plus paid national practice holidays.
• Work Schedule & Location: On-site presence at our Deerfield, IL clinic for smooth cross-team coordination with Team. Full-Time Role with Long-term Mindset.