Spooky Scams and Scare Tactics: How Practice Owners Can Avoid Getting Tricked Out of Their Hard-Earned Profits

Happy (almost) Halloween, practice owners! 🎃 The candy bowls are out, the skeletons are hanging in your neighbor’s yard, and everywhere you turn, someone’s in costume—sometimes even in your inbox.

But did you know that the spookiest tricks this season might not be coming from little goblins at your door, but from scammers looking to grab a piece of your hard-earned business profits? Nope, this isn’t a ghost story—it’s just good business sense!

Today, we’re walking through some of the most chilling scams that practice owners need to watch out for. So grab your flashlight, lock the doors (metaphorically), and let’s shine a light on the monsters under the bed—so you can keep every dollar safe and sound.

Scam #1: The Payroll Portal Poltergeist

Picture this: It’s a typical Thursday afternoon, and your inbox dings with an innocent-looking request. An employee wants to update their direct deposit information. No big deal, right?

But wait...

A client of ours recently found themselves in a nightmare scenario when a scammer disguised as an employee submitted a form to change direct deposit info. Two paychecks went straight into the scammer’s hands, and the real employee still had to be paid. Ouch! The result? The practice owner was out $8,000—and left with a seriously bad case of financial whiplash.

How to Banish This Ghost:

• Empower employees to use self-service payroll portals for all banking changes. If someone calls or emails with a change, direct them to the portal—scammers are usually stopped at the login screen!

• Double check directly with your employee if anything seems odd. A quick text, call, or face-to-face “Hey, did you request this?” can stop a scam in its tracks.

• Limit who has access to payroll info and make sure staff know not to share sensitive information.

  
  

In short: Trust, but verify. And never assume a request is real just because it lands in your inbox wearing a familiar name tag.

Scam #2: The Phantom Invoice and the “Call Us Now!” Curse

Have you ever opened your email to find a mysterious receipt from a company you definitely don’t recognize?

You’re not alone! The email usually says something like, “If you didn’t authorize this charge, call us at 1-800-SCAMMER.” (Okay, maybe not that obvious, but you get the idea.)

Here’s how the curse works:

• You call the number because you’re a diligent practice owner who doesn’t want surprise charges.

• The “customer service” rep just needs your credit card details to “reverse the charge.”

• And poof—your card is compromised, and there was never any real transaction to begin with.

  
  

How to Break the Spell:

• Never call the number in the email. Instead, check your credit card or bank portal directly for pending charges.

• Contact your bank or credit card company using the official phone number (yep, the one on the back of the card).

• Ask the vendor to verify the last four digits of the card charged—don’t share your full card number with anyone who calls you first.

This trick is all about creating panic and urgency. Slow down, take a breath, and remember: No legitimate company will ever need your entire card number to “fix” a charge.

Scam #3: The Master of Disguise—Business and Government Impersonators

Not all scammers come wrapped in a creepy mask. Some are much sneakier, slipping into your day disguised as someone you trust—like a government official, a utility company, or even your tech provider.

Some classic scenarios:

• You get a call saying your electricity, water, or website will be shut off due to a “late payment.” Pay now, or the consequences will be dire!

• Someone threatens your business license, demanding payment for “overdue taxes” or “registration fees.”

• They try to sell you official compliance posters, business grants, or trademark renewals you never asked for—always for a fee.

• Sometimes, a “tech company” claims your domain or website will disappear if you don’t cough up a payment right now.

The unifying theme? They all want you scared and rushed—so you won’t stop to think.

How to Unmask the Trickster:

• Hang up and call back using the number on your official paperwork or website (never the one they give you).

• Research the requirement—many of these “fees” are free, or handled elsewhere.

• Never pay or share sensitive info on the spot. Real government agencies and utility companies never threaten or demand immediate payment over the phone.

When in doubt, take five minutes, call a friend (or your accountant!), and check before you act.

Keep Your Practice Profitable (and Scam-Free!)

As a practice owner, you work way too hard to let some trickster walk off with your hard-earned profits. The good news? A little awareness, some skepticism, and a dash of healthy paranoia are the best shields you can have against these financial vampires.

• Set up systems (like payroll portals) that make life easy for your team—and hard for scammers.

• Take your time, ask questions, and always double-check before handing over information or money.

• If something seems “off,” it probably is.

Remember, protecting your business isn’t just about numbers—it’s about keeping your practice healthy, profitable, and thriving for the long haul.

Want even more tips on safeguarding your practice finances? Book a free consultation with GreenOak Accounting and we’ll help you make your business scam-proof.

Wishing you a safe, spooky, and scam-free Halloween season!

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This article is designed to provide information only and should not be considered legal or tax advice. Because of the complexity of the law and the variables in your own personal tax situation, you can’t rely on our advice specifically related to your unique circumstances. In order to get the best tax savings and legal advice available to you, you should consult with your own accountant, attorney, or advisor regarding your particular facts and circumstances.

GreenOak Accounting specializes in working with private practice owners across the United States. For more information on our services, visit our website.

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