Questions & Answers About the WIN-WIN Team Bonus Program

 

Q. How does WIN-WIN integrate with my current practice management software?

A. WIN-WIN works side-by-side with your current software as a stand-alone program or it can import or export data to and from your practice management software or billing system.

Q. How much time does it take to operate the program?

A. The average office spends about three (3) minutes a day entering attendance, production and collections data. Once a month the practice owner or office manager spends about ten (10) minutes reviewing the Doctor's Net Profit Report before resetting goals for production and collection for the coming month.

Q. What is the Doctor's Net Profit Report?

A. Each month the program calculates the increased profit from using the WIN-WIN program. The report shows your net profit after deducting:

It then summarizes your net profit since you started the program and calculates your return on investment.

Q. Why does your motivation program focus on doctor profit?

A. Increasing labor costs without increasing the doctor's net profit is not a WIN-WIN relationship.

Q. What kind of profits can I expect to make?

A. Increases in profits from $12,000 to $48,000 in the first one to two years are not uncommon. The actual amounts will vary depending on the physical capacity of the producers, the support staff and the size of the practice.

Q. Is there a security system to control access to sensitive practice and employee data?

A. Yes. Each employee is assigned a security level (1-4) and a password. You can control access to any or all parts of the program. Confidential data is always secure.

Q. How are the staff compensated?

A. Staff are compensated with cash bonuses for achieving specific and measurable production and/or collections goals.

Q. Is money the only motivator used?

A. No. However, it is the motivator most often requested by staff. Dollars generated by the program for staff can be applied to other motivators, such as vacation travel, continuing education, prizes and time off.

Q. Do goals change from month to month?

A. Yes. As the practice's fixed expenses (rent, equipment, salaries, etc.) increase, goals must go up to pay for them. Your goals are automatically adjusted so that your desired increase in annual profit is always maintained.

If goals don't go up, the increased costs come from the doctor's pocket. If goals were not adjusted, staff would be paid bonuses even though the doctor's profit decreased as a result of increased expenses - not a WIN-WIN relationship.

Q. What other reasons are there for goals to increase?

A. WIN-WIN will automatically adjust production goals when you raise fees. If you raise fees without raising goals, you are giving away the bonus. Bonuses must be EARNED through real increases in EFFORT, i.e., work above and beyond the norm.

While individual provider goals do not vary from day to day, the total practice monthly goal will automatically adjust based on the number of providers working on a given day.

"Providers", include doctors, associates and auxiliary providers such as hygienist.

Q. Can individual provider goals be adjusted?

A. Yes. While WIN-WIN will make automatic suggestions throughout the program, you can override the default calculations. You can even see the effects of your changes on your target profit.

As you change the daily goal or number of days worked for any doctor, associate or auxiliary provider, WIN-WIN automatically calculates your increase or decrease in net profit.

Q. Can I do any other kinds of "what-if" analysis?

A. Yes. The program will automatically show you the required practice and individual production increases needed to pay for any increase in fixed costs. If rent, salaries, equipment cost, staff benefits, etc. go up, the program will show you how much more production is required to pay for the increases.

Q. I want to pay bonuses based on collections, not production. Can I use your program?

A. Yes. WIN-WIN is very flexible. You can even set separate goals and bonuses for over-the-counter and in-the-mall collections.

Q. What do you mean by "over-the-counter" collections?

A.. WIN-WIN is designed to improve cash flow and reduce bad debts by motivating staff to ask the client for money over-the-counter on the day financial arrangements are made or the service is provided.

Q. What makes up the "in-the-mail" collections goal?

A. In-the-mall collections include payments received from client billings, insurance companies1 the U.S. Government, etc. WIN-WIN automatically analyzes your receivables to determine whether they are excessive. You can then adjust your in-the-mail collection goal to motivate staff to reduce outstanding receivables to a healthy level.

Q. Does WIN-WIN cover everyone in the practice?

A. Yes. WIN-WIN allows you to establish three types of teams.

(1) Production Team: a production team performs services or makes products that generate billable production. It can be made up of different provider types in combination with support staff. For example:

(2) Production-Control Team: a production control team is made up of all staff members who are responsible for controlling the client flow. For example:

(3) Collection Team: a collection team is made up of all staff members who are responsible for controlling the different phases of the collection process. For example:

Q. Why is the office manager on two teams?

A. Any employee can be on up to five teams, depending on their responsibilities. The office manager is responsible for overseeing both production and collection goals and is rewarded for achieving both goals

Q. How many teams can I have?

A. You can have an unlimited number of Production and Production-Control Teams, but only one Collection Team.

Q. How do teams earn bonuses?

A. Production Teams are paid for achieving daily, weekly or monthly production goals. Production-Control Teams are paid a bonus when the teams they support and schedule achieve their goals. Collection Team members are paid bonuses for achieving over-the-counter and/or in-the-mail collection goals.

Q. How many types of bonuses are paid?

A. Your WIN-WIN program is designed to motivate staff to reach specific production and/or collection goals within defined periods of time. Ideally, you would reward staff for achieving a goal within a basic period of time, and then again for reaching a larger total goal in a longer period of time.

For example, you could pay a Basic Bonus of $10 for reaching a Daily Goal and an additional $50 Super Bonus for reaching a total Monthly Super Goal.

The purpose of the "Super Bonus" is to keep the employee motivated toward the larger monthly production or collection goal, even when they occasionally fail to make the basic daily or weekly goal.

Q. Who sets the bonus amounts?

A. The doctor sets the bonus amounts for each staff member and bonuses are only paid when the goals are achieved. The cost of the bonuses comes from increased production and collections, not the doctor~s pocket.

Q. Can I pay a bonus just for reaching a total monthly practice goal?

A. Yes. You can pay bonuses in a multitude of daily. weekly or monthly time periods, based on achieving either individual1 team and/or total practice goals.

Q. Can I have just one person on a team?

A. Yes. However, the program encourages the development of a team effort to achieve total practice goals whenever possible.

Q. How do I explain the WIN-WIN program to my staff?

A. Your WIN-WIN software comes with an audio tape to introduce you and your staff to both the philosophical and technical aspects of the program.

Q. What is your support policy?

There is no-charge for support for full Alliance Members. For non-Alliance members, technical support is free for the first 30 days of use. After that time, support is available on an annual subscription or per-call basis.

Consultative support is also available to help you achieve your long-term practice goals. We call this Motivation Management Support. It is a complete year-long program designed to help you clarify your goals, organize setup and manage your WIN-WIN program for the best results over time.

Q. Who designed the WIN-WIN software program?

The WIN-WIN program was designed by James R. Du Molin & Suzanne S. Du Molin, CFP, CPA, MPA. They are nationally known speakers, authors and management consultants. They specialize in helping doctors achieve financial independence through personal and practice strategies. Over the last 12 ten years they have assisted over 2,200 practices to achieve financial control and motivate staff.

Q. What kind of computer do I need to run the WIN-WIN program?

WIN-WIN runs on any IBM 386, 486 or Pentium compatible computer using the DOS operating system. It will also run in a DOS box in the windows environment.

Q. Where can I buy the WIN-WIN program?

Call the MasterPlan Alliance directly at 1-800-795-2946 or

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Questions & Answers About the WIN-WIN Team Bonus Program