Home Health Agency Bookkeeping and Payroll, Done So the Numbers Hold Up
Booxmax is a bookkeeping, payroll, and advisory firm.
Accurate monthly books reconciled to your billing and EVV, payroll for a high-turnover caregiver workforce, and financials your cost report can stand on. So when a Medicare or Medicaid review comes, your numbers are already current and reconciled.
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Your cost report is only as good as the books under it
Medicare and Medicaid pay on your numbers, and they can review those numbers at any time. A cost report built on messy or months-behind books is how a small documentation gap becomes a payment suspension or an audit. The bookkeeping is the foundation: get the numbers right, every month, and the report your preparer files starts from solid ground. We keep the books accurate and current. Your cost report is filed by your cost-report preparer. Our job is to make the numbers under it right.
Delivered care you did not get paid for
Under Section 12006 of the 21st Century Cures Act, Medicaid personal-care and home-health visits run through Electronic Visit Verification, which captures six data points for every visit: the service, the patient, the date, the location, the caregiver, and the start and end time. A mismatch in any of them can stop the claim from validating. Layer on the payer’s own checks, an authorization window, a caregiver’s enrollment, and a visit you actually delivered can simply go unpaid. As you grow, the same error rate quietly scales into real lost revenue. We reconcile your books to your billing and EVV data so the revenue you earned actually lands, and so you can see what is stuck before it ages out.
Payroll a home health agency cannot run on autopilot
A caregiver payroll runs many pay rates at once: visit-based pay, travel time, mileage, and the constant onboarding and offboarding that comes with high turnover. And the classification question carries real exposure: paying caregivers as 1099 contractors when they are employees invites back-wage findings and back taxes. We run payroll for that workforce and keep it current, so the labor numbers in your books are right the first time.
What we keep, every month
- Accurate operating books reconciled to your billing and EVV data, kept current.
- Revenue tracked to remittances (Medicaid, Medicare, private pay), with A/R aging on slow payers.
- Caregiver payroll with multiple pay rates, visit-based pay, travel, and mileage, plus new-hire and termination tracking for a high-turnover roster.
- Cost-report-ready, accrual financials, so year-end starts from clean books rather than a scramble.
- Operating reports in QuickBooks Online by Certified ProAdvisors, monthly.
The data we touch is billing, not the chart
The EVV and billing data we reconcile against is visit and payment metadata, not the clinical note. Bookkeeping and payroll do not need your patients’ health information, and we do not take it. Clinical records stay in your EHR.
What we do, and what we don’t
We are a bookkeeping, payroll, and advisory firm. We do not prepare or file your Medicare or Medicaid cost report, submit EVV records or bill Medicaid, prepare tax returns, or give legal advice. We reconcile to what your billing team submits. The cost report routes to your cost-report preparer. Income tax routes to your tax preparer. Clinical records and PHI stay in your EHR. We keep the numbers those filings rely on.
Local, secure, QuickBooks-based
Certified ProAdvisors, a secure 256-bit SSL/TLS client portal, based in Burbank and serving the LA metro.
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FAQ
Do you prepare our Medicare cost report? No. We keep the books accurate, accrual, and current so your cost-report preparer files a report that starts from solid numbers. The filing is theirs; the numbers under it are ours.
Can you reconcile our books to EVV and our billing system? Yes. That tie-out is how you catch revenue you earned but have not been paid for, before it ages out.
Do you run caregiver payroll? Yes, including multiple pay rates, visit-based pay, mileage, and the constant new-hire and termination churn that comes with home care.
Do you handle our patients’ health information? No. Bookkeeping and payroll work from financial and payroll data only. PHI stays in your clinical systems.
Are you local? Yes. Booxmax, Inc., Burbank, CA, serving the LA metro.
This page explains general bookkeeping and payroll mechanics. It is not legal, tax, or cost-report-filing advice. Medicare and Medicaid cost reporting routes to your cost-report preparer; tax matters route to your tax preparer; clinical records stay in your EHR.
Booxmax, Inc. · 224 E Olive Ave, Ste 217, Burbank, CA 91502 · (818) 485-2669 · Info@booxmax.com · booxmax.com