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Accounting - Monthly Doctor Payments Reports

Accounting - Monthly Doctor Payments Reports

Assigned To: Lois Dimari, Chris Tocora, Maye Ruiz

Category: School Life Cycle

Department: Finance

Status: Approved by CEO and Implemented

Purpose

To provide Healthcare Provider Partners with a clear, accurate monthly breakdown of their payment, including detailed school-specific information, ensuring transparency and maintaining strong professional relationships.

Scope

This procedure applies to the monthly preparation and distribution of payment reports to healthcare providers working at Zollege Healthcare Career Schools. It also includes updating provider records, verifying payment details, and responding to provider inquiries.

Definitions

  • Doctor Payment Monthly Report: Spreadsheet showing payment breakdown by school and provider.
  • Doctor Payment Summary Spreadsheet: Tracks total payments and provider information.
  • School Partner Survey: Feedback form sent with reports.
  • Finance Gsheet: Monthly payment data sheet.
  • Provider: Healthcare professional receiving payments.
  • Intacct Vendor Name & ID: Accounting system identifiers.
  • Bill.com: Platform used for payments.
  • Smartsheet: Tool for tracking provider records and automation.

Responsibilities

  • Junior / Senior Accountant: Prepare reports, send to providers, respond to inquiries.
  • Finance / Business Development: Maintain provider data, contracts, and payment setup.
  • Senior Accountant / Controller: Review and approve reports.

Procedure

Report Preparation

  • Duplicate the Doctor Payment Summary Sheet for the current month.
  • Verify provider information is current.
  • Open Finance monthly Google Sheet.
  • Filter by school location and generate report.
  • Repeat for each location.

Report Distribution

  • Create email explaining payment timeline.
  • Verify payment details against summary sheet.
  • Attach report and survey link.
  • Send to provider.
  • Respond to inquiries promptly.

Provider Updates

  • Update provider data in Bill.com, W9, and contracts.
  • Add/update provider in Google Sheet and Smartsheet.
  • Ensure vendor ID and contract percentage are correct.
  • Save all updates.

Tools and Resources

  • Doctor Payment Monthly Report
  • Doctor Payment Summary Spreadsheet
  • School Partner Survey
  • Bill.com
  • Smartsheet

Revision History

  • 1st Version: 07/17/25
  • 2nd Version: TBD