Once payroll profiles are setup for your practice, the next step to payroll is assigning the profiles to clinicians and assigning pay frequency to clinicians. CareStack enables you to manage Pay Frequency and Payroll Profiles for each clinician. Additionally, users can also lock the Payroll feature using a passcode.
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To assign a Pay Frequency and a Payroll Profile to a Clinician, perform the steps below.
- Navigate to the System Menu > select Payroll under Operations.
- Select Clinicians under the Setup section.
Both the Pay Frequency and Payroll Profile can be set up for a Clinician in two ways:
i. Individual setup for a single clinician.
ii. Bulk Setup for multiple clinicians.
If you are setting up for a single or multiple clinicians, choose the appropriate workflow.
Setup for a Single Clinician
- You will be navigated to a grid with the Clinician list.
- Select Setup at the right end of the intended clinician's profile. Or,
- You can use the search bar to search for the clinician and select Setup.
- In the Setup Clinician modal, select the drop-down to set the Pay Frequency as:
- Weekly
- Biweekly
- Monthly
- You can then set a Payroll Profile against a Clinician for each location they work at.
- Within Allowed Location(s), you can access the list of locations the clinician practices.
- Choose the desired Payroll Profile for the locations.
- The Minimum Guarantee will populate based on what is set in the profile.
- Click the Pencil icon to edit the Minimum Guarantee Amount.
- Make the required changes.
- Click the checkmark.
- After making the necessary changes, click Save.
- A toast notification will appear on the top-right stating, 'Clinician Setup successful'.
- Once the process is completed, the assigned Payroll Profile(s) and Pay Frequency will be reflected on the grid.
| Note: Different payroll profiles can be assigned to a clinician for different locations. If no payroll profile is assigned to a clinician’s location, the default clinician profile will be used to calculate the final amount. The default profile must be explicitly set for the clinician. |
Setup for Multiple Clinicians
You can also assign Pay Frequency and Payroll Profile to multiple clinicians as well.
- Select the intended profiles from the grid.
- Use the dropdown filters or search for clinicians to get the list of clinicians you want to setup.
- Click the Bulk Setup at the top right of the Clinician section.
To set a payroll profile against all the selected Clinicians,
- Select the Payroll Profile box.
- Choose a Profile.
- You can also select Set as default profile, if needed.
To set pay frequency against all the selected Clinicians,
- Select the Pay Frequency.
- Choose a Frequency (Weekly, Biweekly, or Monthly). This frequency will be applied to the selected Clinicians across all locations.
- Click Apply.
On the Confirm Bulk Setup modal,
- Review and confirm the pay frequency details.
- To proceed, click Confirm & Setup.
- The new Payroll Profile and Pay Frequency will be assigned to the selected clinicians and their tagged/selected locations.
Configure Payroll Access Control
Users can create a passcode and lock the Payroll feature to restrict access. To set up the lock code for the first time,
- Click Set Up Now on the bottom left.
- Enter the 4-digit PIN and confirm it.
- Click the eye icon to reveal the code and verify.
- Once done, click Set PIN.
To enable or disable the Screen Lock,
- Click Lock Screen.
- Click the Enable/Disable Screen Lock toggle button to enable or disable it.
- Click Update on the Screen Lock modal to change the PIN,.
- Enter the Old PIN, New PIN and Confirm PIN.
- Click Save.
- When the Screen Lock is enabled, the payroll feature locks after a specified period of inactivity.
- Enter the PIN to unlock it.
Practices can use this guide to understand how to assign a pay frequency, set up a payroll profile for a clinician, and configure a screen lock for secure access to payroll.