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Creating Payment Reports for Provider Partners

Creating Payment Reports for Provider Partners

Assigned To: Sarah Dungan, Dan Tietz, Jessica Myers, Lois Dimari, Carly Cavagnoli, Trent Scipio

Category: Clinical Partner Life Cycle, School Life Cycle

Department: Finance

SOP Rule: Cadence

Status: Approved by CEO and Implemented

Purpose

This SOP outlines the process for creating and distributing monthly payment reports to provider partners to ensure transparency and accurate compensation tracking.

Scope

Applies to Finance team members responsible for generating, reviewing, and distributing payment reports to provider partners.

Definitions

  • Provider Partners: Organizations hosting classes and receiving compensation.
  • Payment Reports: Monthly breakdown of compensation by location.
  • Monthly Payment Sheet: Central tracking sheet for all provider payments.

Responsibilities

  • Finance Team: Generate reports, validate data, send communications, track payments
  • Provider Partners: Review reports and raise questions if needed

Procedure

Step 1: Prepare Monthly Sheet

  • Duplicate the Doctor Payment Monthly Sheet for the current month
  • Verify provider and location data accuracy

Step 2: Access Payment Data

  • Open the monthly Doctor Payment Report provided by Finance

Step 3: Generate Location Reports

  • Filter each provider by location
  • Hide unrelated columns and summary totals
  • Remove internal notes
  • Save a clean report per location

Step 4: Distribute Reports

  • Email each provider with:
    • Payment notification (direct deposit or check)
    • Expected payment date (around the 15th)
    • Location-specific report attachment
    • Partner survey link
  • Use provider emails from the monthly sheet

Step 5: Record Payments

  • Update payment amounts in the monthly tracking sheet

Step 6: Handle Follow-ups

  • Monitor provider responses
  • Answer questions or escalate as needed

Completion Criteria

  • All providers receive reports
  • Payments recorded accurately
  • All inquiries resolved or escalated

Tools and Resources

  • Doctor Payment Monthly Sheet
  • Doctor Payment Monthly Report
  • Partner Survey Form

Revision History

  • 1st Version: 06/26/25
  • 2nd Version: TBD
  • 3rd Version: TBD