Your Dental Practice Likely Has New, Complicated, and Rapidly Approaching Reporting Obligations Under The Federal Corporate Transparency Act

Jordan Uditsky • February 22, 2024

Dental practices already have a long list of regulatory obligations that require their compliance, from those related to licensing to billing to patient privacy to employment policies and practices. But as of January 1, 2024, practice owners now have a new, non-negotiable, and complicated disclosure requirement to add to the pile.

 

That is because almost every dental practice is considered a covered “Reporting Company” under the federal Corporate Transparency Act (CTA). Under this law, dental practices will need to provide the federal government with detailed information about their ownership and identify any other individuals who exert control over their practice.

 

With mandatory reporting deadlines approaching, and with steep penalties awaiting practices that fail to comply, practice owners need to act now to ensure that they understand and comply with the CTA’s disclosure mandates.

 

What Is The CTA?

 

The CTA was signed into law in 2021 as part of the federal government’s efforts to combat illegal money laundering and "the use of shell and front companies by illicit actors who use them to obfuscate their identities and launder ill-gotten gains through the United States."

 

Accordingly, the focus of the CTA is on revealing the identities of the individuals and entities that actually own or control a business. This is accomplished by requiring all covered companies to disclose "Beneficial Ownership Information" (BOI) to the Financial Crimes Enforcement Network (FinCEN) division of the U.S. Treasury Department.

 

While dental practices may seem like unlikely vessels for money laundering and similar nefarious activities, it does not matter. In fact, the CTA is focused on smaller businesses like individual practices since most larger companies already have ownership reporting obligations under various federal regulatory schemes. That is why the government estimates that approximately 90% of all businesses and organizations in the U.S. will need to comply with the CTA’s reporting requirements. 

 

Almost Every Dental Practice Is a Covered "Reporting Company" Under the CTA

 

As defined in the CTA, a "Reporting Company" that must comply with the CTA is any corporation, limited liability company, or any other entity created by filing a document (e.g., Articles of Incorporation) with a secretary of state or equivalent agency. This includes “professional corporations” established under most state laws, the corporate form that most dentists choose for their practices. Entities like general partnerships or sole proprietorships that can be created without such filings are not subject to the CTA's disclosure and reporting requirements (but any dentist who practices as such should remedy that dangerous and ill-advised situation immediately).

 

While the CTA includes a long list of entities exempted from the CTA, it is unlikely that any active small or mid-size dental practice will fall into any of these categories. Unless your counsel determines that your practice is exempt, you should presume that you will need to provide FinCEN with your practice’s BOI. 

 

What Is The “Beneficial Ownership Information” Practices Must Disclose?

 

In addition to basic corporate information such as name, address, and tax ID number, Reporting Companies must provide FinCEN with BOI about two groups of individuals: "Company Applicants" and "Beneficial Owners."

 

A "company applicant" is "the individual who directly files the document that first creates the domestic reporting company" and "the individual who is primarily responsible for directing or controlling such filing if more than one individual is involved in the filing of the document." Effectively, the person who filed the documents with the secretary of state forming the practice entity is a "Company Applicant" whose BOI must be reported.

 

Notably, the reporting of applicant information only applies to Reporting Companies created from and after January 1, 2024. Such new Reporting Companies need not provide FinCEN with updates regarding Company Applicant information after their initial disclosure.

 

"Beneficial Owners"

 

All Reporting Companies must also disclose information about their "Beneficial Owners." As defined in the Final Rule implementing the CTA, a "Beneficial Owner" is any person who, directly or indirectly, either:

 

  • Owns or controls at least 25% of a reporting company's ownership interests; or
  • Exercises “substantial control” over a reporting company.

 

Who Has "Substantial Control" Over a Dental Practice?

 

Determining whether a person exercises "substantial control" over dental practice such that they are considered a "Beneficial Owner" involves an analysis of the person's actual authority and the actions they are empowered to take on behalf of the practice. Under the Final Rule, an individual has "Substantial Control" over a practice if they:

 

  • Serve as a senior officer of the practice;
  • Have authority over the appointment or removal of any senior officer or a majority of the board of directors (or similar body) of the practice; or
  • Direct, determine, or have substantial influence over important decisions made by the practice, such as:
  • Entry into and termination of contracts.
  • Acquisition, sale, or lease of the practice's principal assets.
  • Reorganization, dissolution, or merger.
  • Amendment of any governance documents of the practice.

 

BOI That Dental Practices Must Be Report to FinCEN

 

Non-exempt dental practices must provide FinCEN with the following information regarding individuals who qualify as Company Applicants or Beneficial Owners:

 

  • Full legal name.
  • Date of birth.
  • Street addresses (identified as a current residential or business street address).
  • Non-expired state identification document or passport.

 

Reporting Deadlines Depend On When Practice Was Established

 

The CTA's compliance deadlines largely depend on when the "Reporting Company" was formed.

 

  • Entities Formed in Calendar Year 2024: Covered Reporting Companies created or registered on or after January 1, 2024, and before January 1, 2025, must submit their BOI report within 90 days after the date of the entity's formation (i.e., the filing date of its Articles or Certificate).

 

  • Entities Formed Before January 1, 2024: Covered Reporting Companies formed before 2024 must report their BOI on or before January 1, 2025.

 

  • Entities Formed on or After January 1, 2025: Covered Reporting Companies formed after 2024 must file their BOI within 30 days after its date of formation.

 

Penalties for Non-Compliance

 

Covered dental practices that fail to comply with the CTA's reporting requirements face significant penalties. Any entity or person that "willfully provides, or attempts to provide, false or fraudulent information or willfully fails to report when required" faces civil penalties of $500 per day, criminal fines of up to $250,000, and a maximum of five years in federal prison.

 

While this new federal obligation may be another annoyance for practice owners, the consequences of failing to comply are far more than an inconvenience. For questions and assistance with your practice’s reporting under the Corporate Transparency Act, please contact Grogan Hesse & Uditsky today. 

 

We focus a substantial part of our practice on providing exceptional legal services for dentists and dental practices, as well as orthodontists, periodontists, endodontists, pediatric dentists, and oral surgeons. We bring unique insights and deep commitment to protecting the interests of dental professionals and their practices and welcome the opportunity to work with you.

 

Jordan Uditsky, an accomplished businessman and seasoned attorney, combines his experience as a legal counselor and successful entrepreneur to advise dentists and other business owners in the Chicago area. Jordan grew up in a dental family, with his father, grandfather, and sister each owning their own dental practices, and this blend of legal, business, and personal experience provides Jordan with unique insight into his clients’ needs, concerns, and goals.  


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This structure enables talented but liquidity-challenged associates to become owners without initial financial strain. It also incentivizes them to grow the practice and stay long-term. Shadow Account (a/k/a Phantom Equity) As I discussed in detail in this post , a shadow account (also known as a phantom equity plan) is an increasingly popular buy-in model, especially when the owner is not yet ready to transfer real equity but wants to reward the associate as if they were an owner. In this model, the associate receives the right to cash payments equal to the value of the shares at a specified later date or distribution event. That value can be established through an appraisal or an agreed-upon formula. The selected events that give an associate a right to a payout can include such things as achieving performance goals, termination, or retirement. There are two types of shadow account/phantom stock plans. In an "appreciation only” plan, the cash payout upon vesting does not include the value of the underlying shares, only the increase in value of that stock since it was granted. In a “full value” plan, the practice pays both the underlying value of the stock and the amount the stock has appreciated while held by the associate. Like actual stock, phantom stock has a defined value and tracks the practice’s performance, but an associate holding phantom stock typically does not have either minority shareholder rights or voting rights in the practice. This makes phantom stock plans attractive for owners who want to provide associates with a sense of equity ownership without giving up any actual control. The practice has broad discretion and flexibility in designing the plan, including valuation formulas and vesting conditions, and the administrative burdens are less than for traditional stock option plans. As noted, the “best” buy-in structure depends on the unique goals of both parties. No matter which model is ultimately adopted, well-crafted documentation, preceded by careful consideration and consultation with counsel, is essential. That is because these deals do more than just transfer ownership - they can lay the foundation for a stable, profitable partnership that preserves the practice’s legacy and rewards everyone’s investment, financial or otherwise. We Focus on You So You Can Focus on Your Patients At Grogan Hesse & Uditsky, P.C., we focus a substantial part of our practice on providing exceptional legal services for dentists and dental practices, as well as orthodontists, periodontists, endodontists, pediatric dentists, and oral surgeons. We bring unique insights and deep commitment to protecting the interests of dental professionals and their practices and welcome the opportunity to work with you. Please call us at (630) 833-5533 or contact us online to arrange for your free initial consultation. 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