Contract and Work Schedule

Contract: Full-time Remote Contractor (40 hours weekly / 160 hours monthly)

Business Hours: Monday through Friday, 9 AM to 5 PM EST

Availability to Start: Immediately

Client's Profile

A US-based management services company that supports independent medical aesthetics and wellness practices with financial, administrative, and operational services. The company helps practices improve efficiency, manage costs, and grow their businesses while maintaining control over their brand and patient care.

What You'll Do

As the Bookkeeper, you will support the client's accounting operations by managing day-to-day general ledger bookkeeping, payment reconciliation, and payroll processing. You will be responsible for administering NetSuite and integrated medical software, troubleshooting NetSuite configurations, setting up automated allocations, and building custom operational dashboards. Working under direct supervision during EST hours, you will help maintain accurate financial records across NetSuite, QuickBooks, Patient Now (EMR), Square, Cherry, and Chase banking systems, ensuring data integrity and month-end readiness. Your core responsibilities will include the following:

Revenue Capture & Integrity:

• Prepare checks for refunds and any other checks that need to be posted for payment.
• Monitor patient financing platform activity (CareCredit, Alphaeon, PatientFi, Cherry, or similar); reconcile funding disbursements to expected amounts and report discrepancies to the client.

Payment Billing & Collections:

• Gather data from the front-end billing process for all self-pay cosmetic procedures across the plastic surgery practice, med spa, and surgery center; ensure treatment plans, quotes, and deposits are accurate to provide to the client.
• Maintain accurate records of all patient refunds; obtain required authorizations before any refund is processed, and submit documentation to the client for recording.

Clinical Staff Payroll & HR Coordination:

• Calculate and process variable compensation for clinical providers, including productivity-based bonuses, commission on retail product sales, and surgical case fees; compile production reports from the practice management system to support each calculation and maintain supporting documentation for every variable pay component.
• Submit completed payroll registers and prepare allocations; provide the data to the client to record payroll journal entries in NetSuite, reconcile payroll liability accounts, 401(k) contributions, and fees.

Client Interface Financial Reporting:

• Serve as the primary day-to-day financial liaison between the practice and the client’s accounting team; respond to information requests from the Accounting Manager and CFO promptly and completely.
• Gather and reconcile data as it relates to each of the line items on the P&L and balance sheet, including but not limited to revenue, COGS, payroll, overhead expenses, etc.
• Communicate operational context to the client that affects the financials, staffing changes, new service lines, promotional pricing, equipment purchases, or vendor transitions, so that accounting entries reflect practice reality.
• Prepare and submit a monthly practice operations summary to the practice administrator and the client covering revenue by division, patient volume, key expense variances, and any financial risks or opportunities identified during the period.
• Support the client’s annual audit (including insurance audits) and tax preparation process by providing requested documentation, confirming asset lists, and coordinating access to practice-level records.
• Manage and oversee sales tax reporting and filing of necessary reports.

Accounting Operations, Practice Data & NetSuite:

• Gather, validate, and reconcile financial activity across practice systems, banking platforms, merchant processors, patient financing platforms, payroll, AP, inventory systems, and NetSuite; research and resolve discrepancies.
• Prepare and record routine accounting transactions and journal entries in NetSuite, including revenue, refunds, merchant fees, accruals, allocations, prepayments/deferred revenue, payroll, COGS, inventory, and intercompany activity.
• Complete assigned bank, credit card, intercompany, and balance sheet reconciliations and maintain the related supporting schedules.
• Process invoices, review coding and approvals, enter activity into the AP system/NetSuite, reconcile vendor accounts, and prepare approved invoices for payment.
• Support payroll processing and, once trained, potentially manage payroll preparation, quality checks, allocations, reconciliations, approvals, funding activity, and related NetSuite entries.
• Support inventory and COGS accounting, including purchases, product usage, adjustments, physical count results, reconciliations, and related NetSuite entries.
• Complete assigned month-end close responsibilities, including journal entries, reconciliations, accruals, variance analysis, supporting schedules, and workpapers within established deadlines.
• Maintain organized, audit-ready accounting support and document SOPs for all assigned processes during training and thereafter. SOPs should support cross-training and backup coverage, with material variances, unusual transactions, and accounting judgment matters escalated to the Controller.

Vendor & Contract Management:

• Maintain a complete and current vendor file for the practice: contact information, contract terms, pricing schedules, and renewal dates for all active vendors across all three divisions.
• Monitor vendor contract renewal dates and alert the practice administrator and the client CFO at least 60 days in advance of expiration; provide a summary of current terms and any market alternatives.
• Coordinate with the client’s accounting team on vendor setup and payment terms; ensure all new vendors are properly onboarded in NetSuite before services begin or invoices are submitted.
• Manage equipment lease and service agreements for the practice; track payment schedules and ensure lease obligations are communicated to the client for accurate balance sheet treatment.

What You Should Have

Must-haves:

• At least 7 years of relevant Bookkeeping experience for U.S.-based companies.
• At least two years of experience working directly in a global remote setup with a company based in North America.
• At least 5+ years of hands-on NetSuite experience, specifically with fixing system issues, building dashboards, and setting up auto-allocations.
• Direct experience managing pre-payroll tracking, compensation reconciliations, and general ledger payroll entries.
• Hands-on experience with patient billing, vendor invoice processing and management, sales tax preparation, and audit documentation support.
• Demonstrated proficiency using QuickBooks for executing all invoicing workflows.
• Background in using EMR platforms (e.g., Patient Now) to track patient billing, quotes, deposits, treatment plans, and revenue capture across plastic surgery, med spa, and surgery center divisions.
• Background in using Merchant & Patient Financing platforms (e.g., Square, Cherry) for merchant fee reconciliations and funding tracking.
• Background in using banking platforms (e.g., Chase Now) for standard online banking portal functions (downloading statements, tracking ACH/wire disbursements).
• Strong proficiency in Google Workspace and Microsoft Office for data filing and organization.
• Exceptional spoken and written English communication skills to interact seamlessly with medical practice personnel and accounting teams.
• High level of dependability, organizational skills, attention to detail, and absolute discretion with sensitive financial and patient data.

Technology Specifications:

• Minimum 100 Mbps Internet Speed
• Windows 11 or macOS 15 Sequoia
• Minimum Intel i5 8th gen with 8GB RAM or Apple M1 chip with 8GB RAM
• Webcam and Headset
• Designated Office Space in your Home

Nice-to-haves:

• NetSuite Certification (highly preferred).
• QuickBooks Certification (highly preferred).
• Prior experience handling financial workflows within medical practices or healthcare organizations.
• Formal degree in Accounting, Finance, or Business Administration (extensive hands-on experience is fully accepted in lieu of a degree).

Who You Are

We are hoping you are someone who:

• Has a problem-solving mindset and takes initiative in identifying transaction discrepancies and resolving technical NetSuite issues.
• Collaborates effectively with clinical staff, back-office administration, and corporate accounting teams to ensure smooth daily operations.

• Prepare checks for refunds and other checks that need to be posted for payment.
• Monitor patient financing platform activity, reconcile funding disbursements to expected amounts, and report discrepancies.
• Gather and verify billing data for self-pay cosmetic procedures, including treatment plans, quotes, and deposits.
• Maintain patient refund records, obtain authorizations, and submit documentation for recording.
• Calculate clinical provider variable compensation and maintain supporting production reports and documentation.
• Submit payroll registers, prepare allocations, and reconcile payroll liability accounts, 401(k) contributions, and fees.
• Serve as the day-to-day financial liaison between the practice and the client’s accounting team.
• Gather and reconcile P&L and balance sheet data, and communicate operational context affecting financials.
• Prepare monthly practice operations summaries covering revenue, patient volume, expense variances, and financial risks or opportunities.
• Support annual and insurance audits and tax preparation by providing documentation and coordinating access to records.
• Manage sales tax reporting and filing.
• Reconcile financial activity across practice systems, banks, merchant processors, financing platforms, payroll, AP, inventory systems, and NetSuite.
• Prepare and record routine accounting transactions and journal entries in NetSuite.
• Complete bank, credit card, intercompany, and balance sheet reconciliations and maintain supporting schedules.
• Process invoices, review coding and approvals, reconcile vendor accounts, and prepare approved invoices for payment.
• Support payroll processing and potentially manage payroll preparation, quality checks, allocations, reconciliations, approvals, funding, and NetSuite entries.
• Support inventory and COGS accounting, including purchases, product usage, adjustments, physical counts, reconciliations, and NetSuite entries.
• Complete assigned month-end close responsibilities, including journal entries, reconciliations, accruals, variance analysis, schedules, and workpapers.
• Maintain audit-ready accounting support and document SOPs for assigned processes.
• Maintain current vendor files and monitor contract renewal dates, notifying the practice administrator and client CFO at least 60 days before expiration.
• Coordinate vendor setup and payment terms and ensure vendors are onboarded in NetSuite.
• Manage equipment lease and service agreements, track payment schedules, and communicate lease obligations for balance sheet treatment.

• Hands-on NetSuite administration, troubleshooting, dashboard building, and automated allocations
• Bookkeeping and general ledger accounting
• QuickBooks invoicing workflows
• Payroll processing, pre-payroll tracking, and compensation reconciliation
• Patient billing and revenue capture using EMR platforms such as Patient Now
• Merchant and patient financing reconciliations, including Square and Cherry
• Banking portal operations, including statement downloads and ACH/wire tracking
• Vendor invoice processing and management
• Sales tax preparation and reporting
• Audit documentation and support
• Financial reconciliations and month-end close
• Google Workspace and Microsoft Office
• Spoken and written English communication
• Organization, attention to detail, discretion, and problem-solving

• At least 7 years of relevant bookkeeping experience for U.S.-based companies.
• At least two years of experience working directly in a global remote setup with a company based in North America.
• At least 5+ years of hands-on NetSuite experience, specifically with fixing system issues, building dashboards, and setting up auto-allocations.
• Direct experience managing pre-payroll tracking, compensation reconciliations, and general ledger payroll entries.
• Hands-on experience with patient billing, vendor invoice processing and management, sales tax preparation, and audit documentation support.
• Demonstrated proficiency using QuickBooks for executing all invoicing workflows.
• Background using EMR platforms to track patient billing, quotes, deposits, treatment plans, and revenue capture across plastic surgery, med spa, and surgery center divisions.
• Background using merchant and patient financing platforms for merchant fee reconciliations and funding tracking.
• Background using banking platforms for online banking functions, including downloading statements and tracking ACH/wire disbursements.
• Strong proficiency in Google Workspace and Microsoft Office.
• Exceptional spoken and written English communication skills.
• High level of dependability, organizational skills, attention to detail, and discretion with sensitive financial and patient data.
• NetSuite Certification and QuickBooks Certification are highly preferred.
• Prior experience handling financial workflows within medical practices or healthcare organizations is a plus.
• A formal degree in Accounting, Finance, or Business Administration is a nice-to-have; extensive hands-on experience is accepted in lieu of a degree.
• Minimum 100 Mbps internet speed, Windows 11 or macOS 15 Sequoia, a specified computer with at least 8GB RAM, webcam, headset, and designated home office space.