Doctor Share
Many clinics pay doctors a share of each session instead of, or as well as, a salary. The system works the share out for you on every session, keeps a balance for each doctor, and records the payout in the books.
- A doctor earns on a session when they are its performer and the patient attended.
- The share is worked out on the doctor's rate on the session's date, so changing a rate never changes past sessions.
- Each doctor is paid either directly, from a balance on their record, or with payroll, as one line on their payslip.
Where to Find It
| Screen | Address |
|---|---|
| A doctor's rates and dues | /view-user/{id} — tabs Doctor share and Dues |
| A session's share | /patient/{id}/treatment/sessions/{id} — tab Doctor share |
| The calculation base | /user-settings |
| The doctor shares report | /doctor-shares-report |
Setting a Doctor's Rate
Open the doctor's record and the Doctor share tab. The tab appears only for staff marked as doctors.
| Part | What it does |
|---|---|
| Paid how | Directly: the share builds up a balance under Dues. With payroll: the month's total goes on the payslip. |
| Calculation base | Follows the clinic setting unless you pick one for this doctor. |
| Default rate | What the doctor earns on every service, as a percentage or a fixed amount per session. |
| Service exceptions | A different rate for one service, for example 30 % on laser while the default is 40 %. |
Each rate starts from a date. To change a rate, add a new one from the day it should apply. Older rates stay in the history, and every past session keeps the rate it was worked out on. You can delete a rate only before its start date.
A doctor with no rate earns 0, and the report lists them so the gap is seen.
The Calculation Base
In Employee → Staff Settings, choose what a percentage is taken on:
| Base | Example: a 1000 service, 100 off, 30 % |
|---|---|
| Price after discount | 30 % of 900 = 270 |
| Price after discount, less materials | With 150 of materials used: 30 % of 750 = 225 |
Materials are the session's consumed lines at their cost. When a session has several services, materials are shared out over them in proportion to their price. The base never goes below zero.
A change applies to sessions recorded from then on.
How the Share Is Worked Out
- Who earns: the service line's own performers, or the visit's performers when the line has none. Assistants earn nothing.
- Two performers on one line split its base equally. A fixed amount is split between them too.
- Which sessions: only attended ones. Marking a session as no-show or cancelled removes its share.
- Later discounts: a discount given on the patient's dues later does not reduce the share.
On the Session
The session's Doctor share tab shows each service line, its performer, the price after discount, the materials, the rate and the share. A bar shows how the money splits between the doctor, the materials and the clinic.
- A doctor sees only their own share, never the clinic's.
- The receptionist doesn't see the tab at all.
- Whoever has "See every doctor's share" sees every doctor and the clinic's share.
Changing a share by hand
With the Change a doctor's share on a session permission, click Change share on a row and enter the new amount and a reason.
- The reason is required.
- Nobody can change their own share.
- The row then shows Set by hand with the calculated figure beside it, and the log records who changed it and from what.
- A share that has already been paid can't be changed by hand. Correct the session itself instead (see below).
Dues and Paying a Doctor
For a doctor paid directly, the Dues tab on their record shows:
- Earned, Paid and Balance owed, worked out from the sessions and the payouts, never typed;
- the ledger: each session, correction and payout with the running balance, for this month, the last 3 months, this year or everything;
- Doctor statement, which prints the ledger for the chosen period.
To pay, click Pay dues (it needs the Pay doctors their dues permission):
- Enter the amount. The whole balance is filled in for you, and you can't pay more than the balance.
- Pick the payment method and the date.
- The journal entry to be posted is shown before saving.
- Click Confirm payout.
A cash payout is taken from the open cashier shift's drawer, like any expense.
Correcting a session after it was paid
Once a share is part of a payout, it no longer changes. If you then correct the session's price, cancel it or delete it, the difference is recorded as an adjustment dated that day, and it appears in the doctor's ledger and their next payout.
Doctors Paid With Payroll
When you prepare a payroll for a doctor paid with payroll, it includes a read-only line, Session shares: everything they earned up to the end of that month that no earlier payroll carried. You can't type it; it is worked out from the sessions.
- Approving the payroll locks those shares to it. A session corrected later lands on the next month's payslip.
- Switching a doctor from direct to payroll keeps what they were already owed payable directly. Sessions from the change onward go to payroll.
The Report
Reports → Financial → Doctor shares report shows, for a period and a branch:
- By doctor: sessions, shares, adjustments and the total, which matches the doctor's statement for the same period;
- By service: what each service paid out.
Under it, Not covered lists attended sessions with services but no performer, and doctors who performed sessions with no rate set.
In the Books
| Event | Entry |
|---|---|
| A session is held | Dr 5200 Doctor commission / Cr 2300 Doctors payable |
| An adjustment | The same, or reversed when it lowers the share |
| A doctor is paid | Dr 2300 / Cr the payment method's account |
| A payroll with session shares is paid | Dr 2300 for the shares, Dr 5100 for the rest / Cr cash |
Permissions
| Permission | Allows |
|---|---|
| Manage doctor rates, how they are paid and the base | Rates, exceptions, paid how, the base setting |
| See every doctor's share and the clinic's | Every doctor's share, the clinic's share, the report |
| Change a doctor's share on a session | Changing one session's share, with a reason |
| Pay doctors their dues | The payout |
A doctor needs no permission to see their own share and dues.
Offline
Sessions are still recorded offline, and the share is worked out when they sync, on the session date's rate. The share tabs, the payout and the rates need a connection.