If you’re a dentist, you’ve probably seen this play out in your own clinic — the insurance company sends a direct deposit, the funds hit your bank, but somehow, they never make it into the patient ledger.
It’s no one’s fault. Your front desk is juggling patients, insurance calls, CDAnet logins, and Instream errors. Remittance reports fail to download, and before anyone catches it, your reports are showing thousands in “unpaid” balances that were actually paid weeks ago.
At Stellar Accounts, we see this every day — and we fix it before it becomes chaos.
Each month, we perform a full bank reconciliation, identifying every insurance deposit with the amount, insurer name, and exact deposit date. Then, we send your office a detailed summary so your team can easily record those payments in Tracker, Dentrix, or Cleardent.
When you record them promptly, everything aligns — your A/R drops to what it truly is, your associates are paid correctly, and month-end reports stop turning into all-nighters.
If your clinic’s ever felt buried under confusing numbers or short associate payouts, keep reading — this could completely change the way you look at your collections.
Most clinics aren’t missing money — they’re missing time to record it.
Here’s how to fix that.
Stop Surviving Month-End
Start Understanding it.
Let’s Turn Your Collections Into Clarity
Our team at Stellar Accounts helps clinic owners uncover the truth behind their numbers — aligning reports, deposits, and associate payments with precision and care.
From reconciliation to year-end prep, we help you feel in control, confident, and ready for whatever comes next.
1. When Insurance Pays… but Your Books Don’t Show It
If your clinic receives direct deposits from insurance companies — and nearly every one does — you’ve likely run into this.
Picture this: your clinic receives $18,000 in direct deposits from Sun Life, Manulife, and Canada Life. The money’s in your account, but no one posted it to patient ledgers because Instream timed out, CDAnet locked out, or the front office was swamped with calls.
A month later, your A/R report still shows that $18,000 as outstanding.
By the next month, it moves into the 90+ days column.
By year-end, your accountant writes it off as “uncollectible.”
But it was never missing — it just wasn’t recorded.
And that small gap snowballs:
- The doctor or associate who did the work isn’t paid for those procedures.
- Your cash flow looks weaker than it really is.
- Your financials become unreliable for tax and growth planning.
When your books don’t tell the truth, it’s not just frustrating — it’s risky.
That’s why we take the time each month to do full reconciliations and report back exactly which insurers made deposits, when, and for how much.
You post them, your A/R clears up, and everyone gets paid for what they’ve earned.
Have you ever seen your A/R report show unpaid claims you already got paid for? You’re definitely not alone — and it’s easier to fix than you think.
2 – When Missing Entries Start Hurting Your Team — Not Just Your Books
When unposted payments start piling up, it’s no longer just a bookkeeping issue — it becomes a people issue.
Your associate starts asking, Why is my payout short again this month?
Your front desk spends hours digging through bank statements, matching deposits to names, trying to fix numbers that don’t add up.
And you — the clinic owner — feel the stress of inflated receivables and reports that don’t reflect the truth.
We recently helped a multi-chair dental clinic in Vancouver facing this exact problem. Their books showed over $32,000 in overdue receivables that supposedly hadn’t been paid.
After reviewing their deposits, we found every single dollar had already been received — it just hadn’t been posted into patient ledgers.
The fix wasn’t complicated — just consistent. Once we reconciled those deposits:
✅ Every associate was paid correctly.
✅ The A/R balance dropped overnight.
✅ Month-end reporting became fast, easy, and accurate.
It wasn’t magic. It was process — the kind of reliable, repeatable system that brings calm back to your business.
When your deposits and ledgers speak the same language, everything else — from team trust to financial clarity — finally falls into place.
When your deposits and ledgers speak the same language, everything else — from team trust to financial clarity — finally falls into place.
Wondering if your clinic might be sitting on “lost” insurance payments?
We’ll help you reconcile every claim and capture every dollar owed
3 How to Stay in Control of Your Collections — Practical Steps for Every Dental Office
If you want to keep your books accurate and your doctors confident, here’s how to stay ahead
Reconcile monthly — no exceptions.
Every deposit must link to a patient ledger in the same month, even if the remittance comes later.
Maintain your portal access.
CDAnet, Instream, and TELUS eClaims logins often expire — check them before month-end.
Save your remittances.
Keep PDF or screenshot copies. They’re your proof and make next month’s posting faster.
Cross-match deposits to claims.
Make sure every dollar connects to the right treatment, date, and provider.
Review your A/R aging monthly.
Don’t let balances sit in 90+ days — flag them before they pile up.
Communicate with your bookkeeper.
If you’re missing a remittance or can’t access a portal, tell us — we’ll track it together.
At Stellar Accounts, we align with your office every month — sending you a reconciliation report that lists each insurance deposit, insurer name, and date.
You simply post them into Tracker, Cleardent, or Dentrix, and everything stays accurate.
No rework. No chasing missing claims. No awkward payout corrections. Just clarity.
4: How Stellar Accounts Simplifies This for You
Running a dental clinic is a full-time commitment — and then some.
Between treatment plans, insurance calls, staffing, and patient care, your front desk rarely has the breathing room to chase missing remittances or reconcile ledgers.
That’s where we step in.
At Stellar Accounts, we don’t just “do the books.”
We bring calm, clarity, and consistency to your finances — so you can focus on your patients and your practice.
Here’s what happens when we’re on your team:
🧾 Every collection is recorded and matched — every insurance payment, every deposit, every patient ledger.
💻 Remittances are reconciled automatically, even when portal access is delayed or reports go missing.
🔍 Unposted deposits are caught early, before they distort your A/R or your associate payouts.
💰 Doctors are paid correctly, every time — no missed fees, no rework
📊 Reports are clean, accurate, and audit-ready, giving you the confidence to make smart business decisions.
We do this month after month — quietly, precisely, and proactively — so your books tell the truth, your team trusts the numbers, and your year-end feels effortless.
Because at Stellar Accounts, our mission isn’t just to balance your books — it’s to build trust, transparency, and financial calm in every clinic we work with.
The Real Value of Accurate Ledgers
When your books are accurate, your whole clinic runs smoother — and everyone feels the difference.
Your associates trust that every procedure has been posted and every payment recorded correctly. They don’t have to triple-check reports or wonder if they’ve received their full payout — they know it’s right because your system works
Your team feels proud, knowing they’ve done their job well — everything is up to date, nothing is missed, and month-end doesn’t mean panic.
And best of all, your patient ledgers are clean and honest. There are no hidden or “fake” A/R balances sitting in the background, no outdated entries showing unpaid claims that were actually covered by insurance.
So when that patient walks in for their next visit, your staff doesn’t have to awkwardly ask them to pay a balance that was already settled — because the posting was done on time, and the records tell the truth.
So, here’s a question to think about:
Have you ever discovered insurance payments that were already in your bank but missing from your ledger?
What would your next month look like if every deposit, every claim, and every payout lined up perfectly?
If that vision feels like a relief — it’s exactly what we do every day for clinics like yours.
Ready to stop chasing payments and start feeling confident in your numbers?
You’ve worked too hard to keep guessing. Let’s bring order, insight, and confidence to every dollar.
