The Bookkeeping Challenge For This Surgery Practice
AOMS is a leading oral and maxillofacial surgery practice that operates a shared services model, supporting a group of independent surgeons under one central administration.
Prior to engaging ClockworX, the bookkeeping and payroll were managed internally by the Practice Manager – a very experienced operator in healthcare administration and management, but not a trained bookkeeper. As the practice management demands grew, the financial workflows became increasingly time-consuming and stressful. It was clear this vital function needed specialist support.
Key challenges included:
- Bookkeeping being handled manually and reactively by someone without a financial background.
- Delays and pressure around payroll, accounts payable, and month-end reporting.
- Lack of visibility and consistency in profit share reporting for the surgeons.
- Practice Manager time being absorbed by finance admin rather than operational leadership.
The Solution End-To-End Bookkeeping
ClockworX took over the end-to-end bookkeeping function, bringing clarity, structure, and consistency to AOMS’s financial operations. Our tailored service model included:
- Weekly processing of supplier payments and accounts payable.
- Fortnightly payroll processing, with full compliance and clear reporting.
- Month-end reconciliations, journals, and Xero management.
- Preparation of detailed monthly profit share analysis for each surgeon, providing transparent reporting on income and costs.
- Regular liaison with the Practice Manager and external accountants to ensure alignment and ease.
Given the uniqueness of healthcare practices, ClockworX can provide bookkeeping support in areas specific to the sector, including:
- Managing multiple Xero files across practice entities, dentists and surgeons
- Implementing processes to support smooth data flow between practice management software and Xero
- Ensuring clean, timely data flow to year end accountants — particularly important in dental practices, where financial records are often incomplete without dedicated support
By acting as a dedicated financial back office, we enabled AOMS to regain time, reduce stress, and operate with greater financial clarity.
The Result With ClockworX Outsourced Bookkeeping Service
The transition to ClockworX has delivered measurable benefits:
- Freed up the Practice Manager to focus on managing the practice, team, and patients.
- Improved accuracy, timeliness, and reliability of financial data.
- Surgeons receive consistent, easy-to-understand profit share statements each month.
- Reduced internal stress and increased confidence in compliance and reporting.
- AOMS now enjoys the structure and scalability of a professional finance function, without the cost of building one in-house.
What AOMS Have to Say (Testimonial)
“Outsourcing our bookkeeping to ClockworX has taken a lot of pressure off our team. We were juggling finance admin on top of everything else, and it wasn’t working. They’re responsive, straightforward to deal with, and have helped us get better structure around reporting. Things are now a lot more manageable day to day.”
— Holly, Practice Manager, AOMS
