HIPAA Compliant Accounting Software

Get the best HIPAA compliant accounting software for your business. Compare product reviews, pricing below. Read our buyer’s guide for more help.

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Cliniko is a complete medical practice management solution for clinics and allied health practioners. Cliniko provides scheduling, invoicing, payments, treatment records, online bookings, and more. Cliniko provides an entire…
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Better Clinics is a clinic management software providing appointment scheduling, online booking, customer management, invoices, marketing, and team management. Better Clinics is an online solution intended for use by health…
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NetSuite ERP is a cloud-based, developer-hosted, cloud ERP software platform offered on a software-as-a-service (SaaS) basis. NetSuite advertises its ERP solution as “the world’s most deployed cloud ERP” solution. NetSuite…
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Lytec 2019 is a medical practice management solution providing medical billing and office workflow optimization. Lytec Practice Management is ANSI 5010 compliant, and can manage the scheduling, billing, and revenue management…
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Xledger Is a Finance, Project and Business Information System That Gives Customers Tighter Control of Their Business A fully integrated system. Role-based access allows you to decide which modules you want to use…
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Welcome to NueMD, your complete Internet-based medical billing software solution. The easy-to-use, affordable online medical billing software will help you better serve your clients by shortening their reimbursement cycles…
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Sage Business Cloud Enterprise Management is the most powerful and flexible business management solution offered by Sage. It empowers mid-sized and larger companies within the manufacturing and distribution industries with…
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Kareo Billing is a medical billing software and practice management solution. The system is designed to support all your in-house billing with a web and mobile application that lets you easily manage patients and take care of…
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SAP Business One provides comprehensive business management capabilities for small and medium sized companies. This system provides integrated departmental support for finance, sales, supply chain, production, project…
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Designed to support small, independent physicians, Medisoft is a proven practice management system that delivers streamlined scheduling and billing functionality along with complete revenue management capabilities. Medisoft’s…
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Xero
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Xero is an online accounting solution for small businesses that is known for its ease of use. See your cashflow in real-time with online billing, banking and accounting. Just login anytime, anywhere. Free trial, pay nothing…
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AdvancedMD PM is a complete practice management and medical billing software for private practices and billing services. The solution provides front office functionality, billing software, and reporting capabilities…
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CollaborateMD is a cloud-based medical billing software that helps your claims get to the medical insurance payer as quick as possible. The solution works best for small to medium sized practices due to the affordable price…
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HIPAA Compliant Accounting Software Buyer’s Guide

Applications found in HIPAA compliant accounting software will provide compliance to ensure you can provide accurate and timely medical billing. This includes end-to-end claim tracking, checks and balances, patient scheduling, insurance billing, and ICD-10 compliance.

HIPAA compliant accounting systems are mostly used by small to mid-sized medical practices, clinics, and allied health professionals. These systems may be marketed as generic accounting systems that are HIPPA compliant, medical practice management solutions, or medical billing software. To decide which one will work best for your organization, you’ll need to decide which additional features beyond core accounting are important to you.

What Is HIPAA Compliant Accounting Software?

HIPAA compliant accounting software provides audit trail capabilities for protected health information (PHI), sets user permissions, and includes a Business Associate Agreement (BAA) from a vendor which guarantees compliance with HIPAA standards. To maintain HIPAA compliance in an accounting system, it needs to adhere to HIPAA rules for handling PHI and withstand a 3rd party audit for adherence to HHS’s OCR audit protocol.

HIPAA compliant accounting software can be a medical accounting software (either on-premise or cloud-based) that was created for the healthcare industry and can handle any liabilities involved in managing protected health information. It can also be a generic accounting solution that has been successfully implemented into medical environments and has vendor-backing that reassures the ability to handle PHI in a compliant manner.

Accounting features found in HIPAA compliant accounting software are typical with those found in standard accounting systems, such as accounts payable (AP) for buying medical supplies, accounts receivable (AR) for medical billing (billing both insurance and patients), and a general ledger to evaluate the company’s income and expenses in real-time.

Cliniko Transactions HIPAA Compliant Accounting Software
Some medical practice management solutions such as Cliniko operate their invoicing and expenses in a HIPAA compliant manner.

Features of HIPAA Compliant Accounting Software

  • Medical Billing: Includes claims management, handle remittances, patient payments, insurance payments, payment processing via credit card or ACH.
  • Audit Trail Management: Monitor when members log in, failed login attempts, software update history, downloads of records, password management, information accessed, what ePHI was changed and by whom, and more.
  • User Permissions: Limit the roles of specific users so that only the correct personnel have access to sensitive medical data. Make sure any data that is received, processed, or transmitted is only accessed by the correct users.
  • Accounts Payable: Invoice processing, payables approvals, and executing payments made by the organization for medical office supplies or other business expenses
  • Accounts Receivable: Manages customer debt collection. Includes customer database management, invoice creation, interest and late fee application, recurring billing support, and more.
  • General Ledger: Reports on the company’s assets, liabilities, revenue, and expenses.
  • Medical Practice Management: Includes scheduling and appointment management and tracking patient communication.
Kareo Billing Insurance Collections HIPAA Compliant Accounting Software
Kareo Billing can manage collections from insurance agencies.

Benefits of HIPAA Compliant Accounting Software

Some of the top benefits of HIPAA compliant accounting software include:

Meet New Regulatory Standards

Health regulations and standards are constantly changing. On top of that, new accounting challenges may appear within your organization that leaves you curious about how you can stay compliant while still providing the financial management your practice deserves.

You’ll want to have a strong relationship with your HIPAA compliant accounting software vendor. Anytime a new software functionality is developed or an update occurs to your accounting system, you know you’ll have a dependable person you can rely on to explain how it affects your compliance concerns.

Medisoft Transaction Entry HIPAA Compliant Accounting Software
Software such as Mckesson Medisoft are developed to meet regulatory standards in recording transactions.

Stay Within The HITECH Act Guidelines

The Health Information Technology for Economic and Clinical Health (HITECH) Act was signed into law back in 2009 after the American Recovery and Reinvestment Act of 2009. In the health industry, the Recovery Act, or ARRA, works as a stimulus package to invest in infrastructure. Its purpose is to promote the use of technology, which led to many health organizations looking to improve their current EHR systems.

The goal of HITECH is to promote meaningful use, which in part established some rules and regulations:

  • It set up four categories of violations
  • It set up four tiers of penalty amounts that increase with each violation
  • It capped the maximum penalty at $1.5M for all violations of an identical provision

In terms of HIPAA compliant accounting software, HITECH sets forth punishment that organizations can face for wilful neglect when it comes to handling sensitive medical information. Many organizations look to make sure they are HIPAA compliant to avoid having to deal with any imposition of penalties as laid out from the HITECH Act.

Sage Intacct Financial Report Editor HIPAA Compliant Accounting Software
Some industry-neutral accounting software such as Sage Intacct have value added resellers that are specialized in implementing in a healthcare setting.

HIPAA Compliant Accounting Software vs. Medical Billing Software

In the medical community, there is much debate as to whether you should pursue a HIPAA compliant accounting software, or go with a medical practice management software that includes medical billing as a primary feature. Some software professionals argue that any confidential patient information relevant to HIPAA should not be stored in accounting software, and even go as far as to suggest using specialized software developed specifically for medical billing.

Without a dedicated accounting system tied into your medical practice management tool, standard accounting workflows may be difficult to accomplish at your organization. Health offices need to bill both insurance agencies and the patient, or even collect co-pays with cash in hand. All of your patient information can be stored in practice management solution, but how do we easily transfer their billing info into the accounting program? This situation can lead to many cases of duplicate entry which can be a loss of time for your organization.

Many software programs can be used in a compliant manner. By definition, any software that avoids HIPAA violations is technically HIPAA compliant. There is no governing body that will officially stamp a software as being HIPAA compliant. Whether the software is marketed as HIPAA compliant accounting software or as medical billing software, you can rest easy knowing they are providing you with the same functionality.

You’ll want to make sure your accounting software provider is a covered entity, which means they are handling your ePHI in a compliant manner. This means any invoice you are sending out to your patients or the insurance companies will not be in any sort of violation.

Is QuickBooks HIPAA Complaint?

While QuickBooks Online does provide adequate online security on par with accounting industry standards, it is not compliant with HIPAA standards for privacy.

Many smaller medical practices may find comfort in the familiarity, ease-of-use, and inexpensive price of QuickBooks. When it comes to patient billing and refunds, it’s natural to want to use your core accounting program of QuickBooks. However, patient names, addresses, and medical record numbers are PHI and should not be used within QuickBooks.

While QBO can do invoicing, it was not designed to handle medical billing. Things like insurance invoices, cash payouts, deductibles, and co-pays are best used by your HIPAA compliant accounting software or medical billing solution.

Can QuickBooks Online Be Used At All In My Medical Office?

If you are creating an invoice for a customer that includes their name, address, and account number with a non-HIPAA compliant cloud-based solution, that can be considered to be violating HIPAA regulations via federal law. There are workarounds that can prevent you from facing HIPAA violations, which include:

  • Using a unique identifier for a patient: Rather than using the medical record number or their account number, you can use a unique customer ID. Your staff will have to do a bit of extra work to match the unique customer ID with their medical record number, but as long as anything considered PHI is not recorded in QuickBooks, you won’t be in violation of HIPAA.
  • Avoid account numbers altogether: If you are printing a refund check or an invoice that will be mailed to your patient, you can simply choose to include their name and address. The issue isn’t even about the information that is on the invoice or refund check. The issue lies in what information is stored digitally in your QuickBooks program itself. As long as no PHI is stored in the program (mainly their medical record numbers) then you won’t be in violation.
  • Summarize your revenue: By using sales summary receipts or invoices to record revenue by service, by the insurance company, or by patient type, as long as you avoid using any PHI you are free to categorize this information into QuickBooks Online.

While you may not be able to look up patient records and check their personal care history in QuickBooks Online, you can still monitor the ongoing financial performance of your clinic on a month-to-month or year-to-year basis. You can break down revenue that is brought in from insurance companies, cash-paying patients, and monitor expenses that were specifically for performing treatments.

The bottom line is while it is possible to use QuickBooks Online in your medical practice, patient health information must be de-identified and protected.

What Does My Medical Practice Need?

No matter what size your healthcare organization may be, you’ll want to make sure you have the right set of functionalities to meet your most pressing needs.

  • Small medical practices will want to be able to handle their medical billing, have notifications for patients that are late on payments, track which suppliers require payment, and monitor the contact attempts to collect on these debts (or pay on your own debts). Usually, a system with only one-user license is sufficient if you will only have one accountant or bookkeeper accessing the software.
  • Mid-sized medical practices will want to look into software that lets you set user permissions. These practices likely have more users needing access to the software, so you will want to limit what type of access they have and the information they can readily view. With increased users in the system, you’ll also want a quality audit trail that records log-in times, changes made to files, who made these changes, etc. In the case of any information breach, you should be able to track down any involved individuals.
  • Large medical practices may need to integrate with electronic health record systems (EHR software) or look into fully integrated hospital management software to ensure they have all of their functionality under one solution. This can limit the exchange of information between programs and ensure all of your data is secure within one system.