Weekly Wrap Up

1. In QuickBooks, select 'New Pay Run'

2. Ensure end date of pay cycle is correct and the pay date is correct

3. Approve leave in the 'Leave Request' tab (tick all leave requests and click 'Bulk Apply')

4. Add KPI bonus hours to each Occupational Therapist

   1. On the Dashboard, highlight the two most recent Billable Hours figures and read the total/sum at the bottom right of the screen.

   2. Calculate if this is over 52 (billable target for 2 weeks) and note the amount it is over 52

   3. In Quickbooks, click on the clinician's name

   4. Find the row that says 'KPI Bonus'

   5. Under 'Units' enter the amount over 52 that the Billable Hours totalled.

   6. Must click save 

   7. Repeat for each occupational therapist who has a bonus

5. Calculate the sum of: (the total is usually between 5000 and 6500 ish)

   1. Pre-Tax Deductions

   2. PAYG

   3. STSL

   4. SG

6. Transfer the calculated sum to the business savings bank account. If Hannah is away, email her this total figure.

7. Return to Actions and click 'Finalise Pay Run'

8. Lodge Payrun With the ATO - Lodge With ATO

9. Click 'Back to Payrun' in the top right

10. Download ABA File (under Payment File tab) and email to Hannah if she is away

11. Upload ABA File to business bank account

    1. Transfers & BPAY

    2. Transfer groups and import files

1. In Halaxy, select Finances and then Invoices

2. Write '1' in the balance column

3. Sort be 'Sent'

4. Inform admin of any unsent invoices (identified by a blank cell in the 'sent' column)

1. In Halaxy, select 'Reports' and then 'Appointments'

2. Click 'New Report'

3. Under 'Report Type', select 'Unbilled Appointments'

4. In the 'Date Range', change 'until' to yesterday's date

5. Click 'Run'

6. Inform admin of any appointments that have not been billed

A full time clinician's Key Performance Indicator (KPI) for 1 week is 23 billable hours (invoiced at $193.99)

To determine a clinician's KPIs for the week:

1. Ensure that admin have invoiced all items in the 'NDIS Billables Tracker' (either by asking or checking the document yourself)

2. In Halaxy, select 'Reports', and then 'Finance'

3. Click 'New Report'

4. Under 'Report Type', select 'Invoice'

5. Input the date range required (usually Monday-Friday of the week being checked)

6. Under 'Practitioner', select the practitioner who's KPIs you are checking

7. Click 'Run'

8. Input the 'Fee Total' (found at the top right of the screen) into the Business Dashboard spreadsheet in Column H for the clinician and date corresponding to the Monday date of the current week. 

9. Drag down the cell in column F from the row above the current week to determine the billable KPI for the week. This will automatically get sent to the clinician. 

1. In Halaxy, under 'Finances', select 'Invoices'

2. Under the 'Total' column, make the minimum '1'

3. Under the 'Paid' column, make the maximum '0'

4. Sort by 'Due Date' 

5. For unpaid balances more than 1 week past the due date, check the following:

   1. For plan-managed invoices, ask reception to check for remittance notices

   2. For self-managed, private and Medicare clients, check the bank statement for missed payments

      1. If you begin to notice a pattern of delayed payments, 

         1. For self-managed, private and Medicare clients, require day-of payments

         2. For plan-managed, follow up with plan managers to check for tech issues on either end

1. In Quickbooks, select 'Expenses' on the left bar

2. Select 'New Transaction' in green on the right side of the screen

3. Select 'Expense' from the dropdown list

4. Enter 'Payee' (e.g. Coles Supermarkets)

5. Select 'Petty Cash' from the Payment Account dropdown

6. Enter payment date from the receipt/invoice

7. Enter the category of the payment

   • e.g. milk and coffee are 'staff amenities'

   • e.g. officeworks supplies are likely 'printing, stationery and supplies'

   • e.g. supplies bought for a specific session are likely 'client service supplies'

   • NB: the category is for our own tracking purposes, there isn't a 'wrong' category

8. Enter a description of what was purchased and whether it had GST applied or not (e.g. Milk - non-GST OR Coloured pencils - GST). Use multiple lines for GST vs non-GST

9. Enter the amount paid for the item in the description

10. GST is either 'GST free purchases (0%)' if there is no GST, or 'GST on purchases (10%)' if there is GST applied.

    • There is often a symbol (e.g. # or *) on a receipt that shows whether there is GST applied on each item. It is important to record the GST accurately on Quickbooks.

11. Check the bottom right GST amount matches the receipt. If it doesn't, check that the dropdown 'Amounts are' says 'inclusive of tax', not 'exclusive of tax'. 

12. Once the numbers all align with the receipt, click 'Save and close'.

Appt Revenue (Column H)

1. In Halaxy, select 'Reports', and then 'Finance'

2. Click 'New Report'

3. Under 'Report Type', select 'Invoice'

4. Input the date range required (usually Monday-Friday of the week being checked)

5. Under 'Practitioner', select the practitioner who's KPIs you are checking

6. Click 'Run'

7. Input the 'Fee Total' (found at the top right of the screen) into the Business Dashboard spreadsheet in Column H for the clinician and date corresponding to the Monday date of the current week. 

8. Drag down the cell in column F from the row above the current week to determine the billable KPI for the week. This will automatically get sent to the clinician. 

Service Hours

1. After completing Appt Revenue (Colum H), drag down the cell in column F from the row above the current week to determine the billable KPI for the week

Appts/DNA/Canc (Columns I, K & P)

1. In Halaxy, select 'Reports', and then 'Appointment'

2. Click 'New Report'

3. Input the date range required (usually Monday-Friday of the week being checked)

4. Under 'Appointment Status', select 'Attended', 'Cancelled' and 'Did not attend'

5. Under 'Practitioner', select the practitioner who's KPIs you are checking

6. Click 'Run'

7. Use the numbers in the top right of the screen to fill in each corresponding column on the Business Dashboard

8. NB: When running reports for subsequent practitioners, sometimes Halaxy remembers the practitioner from the prior report run. This will show in the top left of the screen when you run a report, listing multiple practitioners. To correct this, run a new report, selecting all the practitioners that were listed, and then deselect the practitioner not needed in the new report. 

1 Week Forward/4 Weeks Forward (Columns S & T)

1. In Halaxy, select 'Reports', and then 'Appointment'

2. Click 'New Report'

3. Input the date range required (first for the week ahead, and then a subsequent report covering four weeks ahead)

4. Under 'Practitioner', select the practitioner who's KPIs you are checking

5. Click 'Run'

6. Use the number in the top right of the screen to fill in the corresponding column on the Business Dashboard

Annual Leave Hrs/Sick Leave Hrs/Public Hol Hrs (Columns AP, AQ & AR)

1. By looking at the calendar in Halaxy, list any hours taken for each practitioner for annual leave, sick leave, or public holidays

It is necessary to mark invoices as paid for self-managed and private clients. This needs to be done manually as often as possible (up to daily)

1. In the bank account, scroll through the statement to locate payments from private/self-managed clients. They are identified by the name on the payment.

2. Search the invoice number listed on the payment, or the name of the person on the payment in Halaxy

   1. Finances > Invoices > Search

3. Click on the corresponding invoice

4. Near the bottom of the page, click 'Mark As Paid'

5. Match the date on the pop-up window to the date paid and click 'Save'

6. To send the paid invoice to the payer, click the paper aeroplane icon at the top right

7. Enter 'Joyful Journey OT' in the 'Sender Name' box

8. Change the 'Communication Template' drop down box to 'Invoice email - Paid Invoice'

9. Optional: Change the name after 'Dear' from the client's name to the parent's name

10. Click Send

In Quickbooks, it is a good idea to categories bank transactions weekly.

1. On the left bar on QuickBooks, select ' Bank Transactions' under 'Bookmarks'

2. Review and categorise the list of transactions that pop up. I recommend sorting by 'Amount' (high to low) as incoming payments are all likely to be payments from clients.

3. Client payments should be categoriesed as 'Services' and 'GST free'. If correct, click 'Confirm' on the right.

4. If the button on the right says 'Review', there is missing information. Check that the 'Assign to' and 'GST' are correct and click 'Confirm'

   • To add a new category, click 'Add New' from the dropdown list. Change account type to 'Expenses' and enter a new 'Name'.  

5. To check whether there is tax, check the invoice saved in 'C:\Users\joyfu\OneDrive - Joyful Journey Occupational Therapy\Hannah Director\Invoices 

6. Add Supplier/Customer. If their name isn't in the drop down list, add them as a new payee. You only need to fill in the * box in the pop-up window.