Managing payroll is an imperative facet of a practice's overall operation. Just as the initial setup of payroll is important, it is equally essential to conduct regular management, whether on a monthly, weekly, or biweekly basis, to ensure smooth operation. Also, every piece of information related to payroll should be meticulously handled, prioritising the security and confidentiality of that data to protect both the organization and its employees.
To access the Payroll Generation, perform the steps below:
- Navigate to the System Menu > select Payroll under Operations.
- Select Payroll Generation under Payroll.
- Click + Generate New Payroll.
On the Generate New Payroll slide-out that appears,
- Choose the Generation Criteria.
- Select the Location to filter Clinicians at a location and generate payroll for that location.
- Select the Pay Frequency, you can choose from Monthly, Weekly, Biweekly, or a custom date range.
- Select the Start Date.
- For Weekly, Biweekly, or Monthly pay frequencies, the system will automatically set the End Date for you.
- For Custom pay periods, you can choose both the Start and End Dates.
- Select Include Lab Case in Payroll to pay lab costs even if lab case deduction is enabled. This option appears only when profiles have lab case deductions. Lab cases received within the selected date range are considered by default.
- To customize for another date range,
- Click Edit.
- Choose the custom date range to define the cost.
Note: Lab costs are considered based on the lab cases entered in the system (System Menu > Lab Cases based on received date). |
- To generate the payroll, select the checkbox next to the Clinician(s) Name header to select all listed Clinicians. OR,
- Select the individual checkboxes for the specific Clinicians.
- Click Generate.
| Tip: Only one active payroll can remain for a Clinician on a specific date range. To generate a new payroll, you must first void the previously generated payroll. |
- A new payroll batch will be generated, where you can view the criteria used, such as Pay Frequency, Date Range, Total Location(s), Total Clinician(s), and Total Estimated Payout.
You can also view Payroll Statuses Status:
- Pending Review: Payrolls that include lab cases will show this status, requiring your approval.
- Published: Payrolls without lab cases will be published directly. Payrolls with reviewed lab cases also show as published.
- Partially Published: Batches containing a mix of both types will display this status.
To Publish a generated Payroll,
- Click Review.
- Select the individual location from the summary.
- You can review the payroll values generated here. You also have the option to manually edit the Lab Case Cost.
To Edit the Lab Case Cost,
- Click the pencil icon to edit the lab cost.
- Enter the Total Lab Case Cost.
- Click the check mark to save.
- Review the entire summary.
- Click Publish.
- The status will be changed to Published.
- Click on Payroll History to view and access previously generated payroll batches.
- Select the batch to view the details of a specific payroll.
To view the payroll of Clinicians.
- Select View to see the payroll breakdown of a Clinician.
Once you click View, you can:
- View the Summary of the payroll.
- Click on the Amount against the individual entry to view detailed data.
- For Clinicians with multiple locations, the payroll will include a summary section showing payouts per location, along with a detailed breakdown of how each individual location's payout was calculated.
You can view more information on the payment details of the entry.
- The Payroll Summary includes Gross Production, Production Adjustments, Net Production, Payroll Additions, Payroll Deductions,and Gross Amount.
- The Payroll Summary newly includes Earned Share, Minimum Guarantee, Estimated Gross Amount, Total Lab Case Cost, Lab Cost Percentage, and Estimated Lab Cost. An M next to the Estimated Gross means the Clinician is getting the Minimum Guarantee.
- Click View History to view the lab cost history.
- Click on the Payroll Profile to view the calculations that define the Payroll Profile.
- To download a specific payroll, select Download on the very right.
- To download a batch, select Download All on the top right.
- Select Void, if you want to nullify the entire batch of payroll.
- A Void Payroll modal will appear,
- Click Void to proceed.
Practices can use this comprehensive guide to understand and generate payroll for Clinicians.