You did the .Did you actually get paid?
You're the surgeon, the manager, and the owner. You can't audit every transaction every day, and you shouldn't have to. Every day, MiraCore checks what your EMR says you were paid against what your processors actually deposited. One look tells you whether your team handled everything, or whether dollars are missing.
Built for plastic surgery and aesthetic practices.
| Checked out | Payment source | Amount | Processed |
|---|---|---|---|
| Neurotoxin | Visa 4417 | $780.00 | Matched |
| Rhinoplasty deposit | CareCredit | $4,200.00 | Not found |
| Filler, 2 syringes | Allē rewards | $100.00 | Matched |
| Facelift balance | Check #2291 | $12,500.00 | Pending deposit |
| Laser package | Cherry plan | $3,100.00 | Matched |
Small team. Big dollars. No time to check.
You're in surgery all morning and clinic all afternoon. Your front desk handles thousands in cash, checks, cards, and financing every day. If you have a patient care coordinator, they're handling surgical deposits and balances that run into the tens of thousands. You have to trust that all of it is recorded right and all of it arrives. Most of the time it does. But:
- Did you operate on someone whose financing never funded?
- Are you paying your injector commission on revenue that never hit your account?
- Did a check get logged and then never make it to the bank?
In the EMR, all of that looks like it was paid.
Where the money actually shows up
Your EMR is the journal. These are the sources of truth MiraCore checks it against.
- Card processor
- Financing tools
- Rewards points
- Checks
- ACH payments
- Wire transfers
- Cash
How it works
Set up once. Your team works the exceptions every day. You open the dashboard and see how much is off, for today or any period, and whether it's been resolved.
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Connect your EMR
MiraCore reads the financial activity report your EMR already produces. No change to how your team checks patients out.
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Connect your payment sources
Card processor, financing tools, rewards programs, and bank. Each one becomes a source of truth that the EMR entries are checked against.
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Your team works the exceptions
Each day, a staff member opens the detailed view, sees what didn't match, and resolves it: chases the check, reruns the financing, fixes the entry.
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You watch the number
Log in whenever you want. The dashboard shows the amount off today, this week, or this month, and what's still open. Drill in only when you want to.
Your data stays yours.
You're handing a system your patient financial records and your team's daily work. Here's how it's handled.
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Built for HIPAA
MiraCore handles patient financial records the way a covered entity is required to. We sign a Business Associate Agreement with every practice.
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Your own server
Each practice runs in its own isolated environment. Your data is never stored alongside, or processed with, another practice's.
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Encrypted everywhere
Data is encrypted in transit and at rest using current standards, with access limited to the people you authorize.
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Everything is logged
Every login, every change, every resolved exception is recorded with who did it and when. You can review the full trail whenever you want. You're trusting your team, and you can see exactly what they did.
What it catches
Each of these has happened in a real practice. Each one looked fine in the EMR.
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Financing that was never funded
A financing plan (PatientFi, CareCredit, Cherry) is recorded at checkout, but the application stalls or the patient never accepts the terms. The procedure gets done and the practice never gets paid for it.
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Checks recorded but never received
A check is logged as payment on a surgical balance and the patient walks out. It never makes it to the bank.
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Rewards logged but not redeemed
Allē or Aspire points are applied in the EMR, but the redemption is never completed in the rewards portal. Your reimbursement never comes.
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Card payments that didn't settle
A declined or voided transaction that still shows as paid in the journal, or a refund that was issued but never entered.
Why it happens
The checkout process in most practices lives in one or two people's heads, and it only works when those people are there and have time.
Usually it's ordinary.
A busy Friday and the front desk never went back to finish the CareCredit application. A new hire who was shown how to apply an Allē code in the EMR but not how to redeem it in the portal. The one person who reconciles is out sick for a week. A check gets put in a drawer and the drawer gets forgotten.
Sometimes it isn't.
An injector applying rewards in the EMR that the patient never actually had, to close the sale or hit a number. Cash that's recorded at checkout and doesn't make it into the deposit. A check marked received that was never received.
From the EMR, these all look the same.
Every one of them is a completed checkout. The only way to tell the difference is to compare what was recorded against what arrived, every day, so the honest mistakes get fixed the same week and the other kind can't hide behind them.
How much is at risk in your practice?
Most of the money that leaks out of an aesthetic practice never looks like a loss. It looks like a normal checkout. Move the sliders to match your practice and see what's flowing through the three most common gaps.
Rewards codes
Allē and Aspire codes are applied at checkout in the EMR. If the redemption never gets completed in the portal, the reimbursement never comes.
Financing and checks
A surgical deposit is recorded as a financing plan or a check. If the plan never funds or the check never arrives, the case still happens.
Cash
A few hundred a day at the front desk, and every so often a surgery paid in full with cash. If any of it doesn't reach the deposit, the EMR still says it was paid.
And every dollar above is also a dollar you may be paying commission on. These are your assumptions, not ours; MiraCore shows you the real number.
Know the money is real, without doing the checking yourself.
You shouldn't have to choose between running your practice and knowing whether it got paid. Your team does the reconciling inside MiraCore. You open the dashboard, see the amount off, and if it isn't zero you can drill into why and who's on it. Then you pay commissions, plan cases, and trust your team on numbers you know are true.
"I want to open one screen and know whether we got paid. If something's off, I want to see that someone's already on it." Practice owner, plastic surgery
What changes once it's running
You check the dashboard in the morning before clinic. Most days it shows zero and you're done. When it doesn't, you can see which transaction it is and that someone on your team already has it.
When the injector's commission report comes in, you can approve it knowing the revenue on it has already been matched to deposits. You're not paying commission on a financing plan that never funded.
When your coordinator takes a large check, you don't need to remember to follow up on it. If it doesn't clear, it shows up as an exception the next day.
You can be away from the office and not wonder about it.
The point is not that you stop trusting your team. It's that you have something other than trust to go on.
Who built this
Aaron Toly
Before healthcare, Aaron ran operations at Invesco PowerShares, an asset manager with several hundred billion dollars under management. A big part of that job was reconciliation. Every day his team had to confirm that the firm's records matched what the custodians and counterparties actually held, so that each portfolio manager got a daily "good to trade" and could rely on the data without checking it themselves.
When he became COO of a plastic surgery practice, he found the same problem at a smaller scale. The EMR said patients had paid, but there was no easy way to confirm the money had arrived. He built the first version of MiraCore as a spreadsheet with a lot of automation and ran it every morning. In the first few months it found more than $30,000 that had been recorded as paid and never collected. After that he had it built as software so that a practice wouldn't need someone with his background to run it.
Dr. Timothy Minton
Dr. Minton is a facial plastic surgeon and the owner of the practice where MiraCore was built. He was the one in the situation this site describes: operating and seeing patients all day, trusting his team with large amounts of money, and having no practical way to check that it all came in.
He uses MiraCore in his practice every day and is a founding member of the company. He got involved because he thinks other practice owners should have the same information he does now.
Request a demo
Tell us a little about your practice and we'll walk you through the dashboard on a sample practice, using the same kinds of exceptions we catch every day.
Want the number for your practice first? We'll reconcile your last six months free.
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