Role: Bookkeeper (Hands-on NetSuite experience is required)
Contract: Full-time Remote Contractor
Business Hours: Monday to Friday, 9 AM to 5 PM EST
Rate: $1,600 - $2,200 USD monthly
Preferred Location: Philippines, India, or Kenya
What You'll Do:
Revenue Capture & Integrity
- Prepare checks for patient refunds and other required payments.
- Monitor patient financing platforms (CareCredit, Alphaeon, PatientFi, Cherry, etc.), reconcile disbursements against expected amounts, and report discrepancies.
Payment Billing & Collections
- Gather and verify billing information for self-pay cosmetic procedures across the plastic surgery practice, med spa, and surgery center, including treatment plans, quotes, and deposits.
- Maintain accurate patient refund records, secure required approvals before processing refunds, and submit supporting documentation to the client’s accounting team.
Clinical Staff Payroll & HR Coordination
- Calculate and process provider variable compensation, including productivity bonuses, retail sales commissions, and surgical case fees. Prepare production reports and maintain supporting documentation for all calculations.
- Submit payroll registers and allocations to the client for NetSuite journal entries, and reconcile payroll liabilities, 401(k) contributions, and related fees.
Client Interface Financial Reporting
- Serve as the main financial contact between the practice and the client’s accounting team, responding promptly to requests from the Accounting Manager and CFO.
- Gather and reconcile P&L and balance sheet data, including revenue, COGS, payroll, and operating expenses.
- Communicate operational changes that may affect financial reporting, such as staffing, new services, promotions, equipment purchases, and vendor transitions.
- Prepare monthly operations and financial summaries covering revenue by division, patient volume, expense variances, and potential risks or opportunities.
- Support annual financial and insurance audits, as well as tax preparation, by providing documentation and coordinating access to practice records.
- Oversee sales tax reporting and filing requirements.
Accounting Operations, Practice Data & NetSuite
- Reconcile financial activity across practice systems, banks, payment processors, payroll, inventory, and NetSuite, investigating discrepancies.
- Record accounting transactions and journal entries, including revenue, refunds, fees, accruals, payroll, COGS, and intercompany activity.
- Complete bank, credit card, intercompany, and balance sheet reconciliations.
- Process vendor invoices, verify coding and approvals, reconcile accounts, and prepare payments.
- Support payroll processing, reconciliations, allocations, and related NetSuite entries.
- Manage inventory and COGS accounting, including purchases, adjustments, and reconciliations.
- Support month-end close through journal entries, reconciliations, accruals, and financial reporting.
- Maintain audit-ready records and document SOPs, escalating unusual transactions and accounting issues to the Controller.
Vendor & Contract Management
- Maintain updated vendor records across all three divisions, including contact details, contract terms, pricing, and renewal dates.
- Track contract renewals and notify the practice administrator and CFO at least 60 days before expiration, including current terms and potential alternatives.
- Coordinate vendor setup and payment terms with accounting, ensuring all new vendors are onboarded in NetSuite before services begin or invoices are submitted.
- Manage equipment leases and service agreements, track payment schedules, and communicate lease obligations for accurate balance sheet reporting.
What You Should Have:
- 7+ years of U.S. bookkeeping experience and 2+ years of direct remote work with North American companies.
- 5+ years of hands-on NetSuite experience, including troubleshooting, allocations, and dashboards.
- Experience with payroll, patient billing, vendor invoices, sales tax, audits, and full-cycle invoicing.
- Proficiency in QuickBooks, PatientNow or similar EMR systems, Square, Cherry, and banking platforms.
- Strong Excel, Google Workspace, Microsoft Office, and English communication skills.
- Highly organized, detail-oriented, dependable, and discreet with sensitive financial and patient information.