In many clinics, a doctor's monthly pay comes down to a sheet of paper, a calculator and memory. The doctor says they saw a certain number of patients, the accountant has a different number, and in the end someone gives in just to close the subject.
Kashfy gives each doctor a fee plan and a monthly screen that shows their numbers, what has been paid and what you still owe. Here is how it works in order: building the plan, reading the month, paying out, and where the limits are.
The problem: every doctor has a different deal
One doctor takes a fixed amount, another takes a percentage of what was collected, a third gets a fee per visit plus something extra on procedures. In many clinics the percentage is calculated after lab costs and materials are taken off. When all of that is done by hand, one forgotten visit or one wrongly recorded procedure changes the total, and that gap becomes friction between you and the doctor.
How you build a fee plan
In Payroll, under Pay and fees, each doctor gets a fee plan made of parts you can mix:
- A fixed amount per month.
- A fee per visit, per new patient, per follow-up or per procedure (any procedure, or one in particular).
- A percentage of money collected or of work billed, with lab costs and materials used in procedures taken off first if that is your agreement.
- Tiers on money or on counts, with each band at its own rate or the rate of the band reached applied to everything.
- A monthly minimum, so a slow month is topped up to it.
A preview shows this month so far with the doctor's real numbers, so you can check the plan gives the figure you have in mind before you save it.
Collected versus billed
This question comes up a lot. Collected is money actually paid for the doctor's work: payments on their visits and on their treatment plans. Billed is work done: the prices of plan lines they marked done, plus what was paid for their other visits. Pick the basis you agreed on and Kashfy calculates on it.
The monthly screen
The Doctor share tab shows each doctor's month: visits, new patients, follow-ups, procedures, collected, billed, lab and materials, every fee line, the total, what has been paid out and what is still owed. The doctor sees the same numbers for themselves under My share in the doctor portal, and never anyone else's. So when they ask how a figure was reached, you are both looking at the same screen.
If a doctor has no plan, their row says No fees set yet and they get no share until you press Set fees and add one.
Paying out
Next to each doctor there is a Pay out button. The amount starts at what you owe and cannot go above it. You pick cash, InstaPay, transfer or card, and it is recorded as a Doctor shares expense in Finance. You can pay in instalments, say half mid-month and the rest at the end.
Once the month's payroll is approved, payouts are locked. When you mark payroll as paid, the rest of the doctors' fees are booked under Doctor shares after taking off what was already paid out, so nobody is paid twice.
How it reaches your profit
Payouts to doctors count as a direct cost in the income statement, next to labs and supplies, and then you see gross profit and net profit. The details of the income statement are on the Finance page. Doctor share is not a number floating outside your books: it is part of the same ledger.
Limits to know about
- Payroll and doctor fees are on the Team plan and up. The Solo plan does not include them.
- It is for the owner and anyone the owner gives See and pay salaries to. Reception does not see it.
- Kashfy calculates from what was recorded. A visit that never entered the system, or a procedure that was not logged, will not be counted, so the work has to be recorded in the visit.
- You make the actual payment outside the system (cash or transfer). Kashfy records it and does the math.
Where to start
Start with one doctor: write their agreement as a plan, look at the preview, and compare it with last month's figure. If it is close, carry on with the others. You can see plans on the pricing page and the feature details on the Doctor Share page.
