What bookkeeping records do optometry practices need to maintain?
Optometry practices operate as hybrid businesses. You’re running a medical practice and a retail optical shop under one roof. Your bookkeeping records need to reflect both sides of the operation.
Revenue records should separate patient payments from insurance reimbursements. Vision plans like VSP and EyeMed work differently than medical insurance for conditions like glaucoma or diabetic eye exams. Track these payment sources separately so you understand where your revenue actually comes from. Optical sales deserve their own breakdown by category. Frames, lenses, and contact lenses each have different margins, and you should be able to see what’s selling and what’s sitting on the boards.
Insurance documentation requires more attention than most practices give it. Keep copies of claims submitted, explanations of benefits received, and records of denied claims with appeal outcomes. Vision plan fee schedules vary significantly, and reconciling what you billed against what you received reveals underpayments you might otherwise miss. Medical and dental practices often struggle with this reconciliation, and optometry is no different.
Inventory records matter more for optometry than most healthcare settings. Frame inventory represents thousands of dollars on display boards. Contact lens stock needs tracking for reorder purposes and to compare against patient purchases. If you do in-house lens edging, track your lens blanks as well. Without accurate inventory records, you’re guessing at your actual cost of goods.
Lab costs should be tracked per job whenever possible. The margin on a basic single vision lens is completely different from a progressive with premium coatings. When lab fees are lumped into general expenses, you lose visibility into whether your optical pricing actually works.
Standard operating expenses need proper categorization: rent, utilities, equipment maintenance, malpractice and liability insurance, licensing fees, continuing education costs. Equipment depreciation matters because autorefractors, OCT machines, and phoropters represent significant capital investments.
Payroll records follow standard requirements: wages, withholdings, employer taxes, benefits. If your opticians earn commissions on optical sales, track those separately.
Working with Macomb, MI bookkeepers who understand the medical and retail mix can help you set up a chart of accounts that actually reflects how your practice operates. The goal is seeing real profitability on both the professional services side and the optical side.
Retain all records for at least seven years. This includes bank statements, credit card records, EOBs, vendor invoices, and payroll reports. An IRS audit or insurance audit years later will require documentation you can actually produce.
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