Jane's Guide Here's all the help you need to use Jane.

Understanding Package Compensation

While packages are appealing to patients as they often receive a discounted rate for purchasing sessions in advance, we also want to make sure that packages are equally as beneficial for your providers. This guide will review how staff compensation works alongside Jane’s packages feature.

Feel free to review our guides on Working with Income Categories and the Compensation Report in case you need a quick refresher on how staff compensation works in Jane.

A good question to ask yourself before we get started is:

🌟 How do you plan to compensate your practitioner for a package sale and redeemed sessions?

 

About Package Compensation Settings

When configuring the Eligible Items section of your package settings, you will be able to specify the compensation value that this particular treatment is worth.

Typically, compensation for standalone treatments and products in Jane are based off of the invoiced value that is billed to a patient and/or insurer.

Packages are unique in that the amount that the patient pays per session may not necessarily equate to the the compensation provided to the staff for that session.

💡 Example: A physiotherapy clinic charges their patients $60 for a standard follow-up visit. They also offer a package of 5 sessions if the patient pays $250 upfront— which comes to a discounted $50 per session. After paying upfront, each time the patient attends their session, they are not required to pay any additional fee ($0 Patient Pays). The clinic owner may wish to value any subsequent visits covered by a package at it’s normal $60 rate. Alternatively, the clinic owner may wish to value these visits at their after-discount rate, $50.

Essentially, this Staff Compensation field is setting the 100% commission value of this particular treatment. Once this is set, a staff member will receive compensation based on the commission rate set for the income category of the Eligible Item.

 

The default treatment price— which is set up under the Settings > Treatments & Classes area — will be listed next to the treatment price for easy reference. There are a few different ways this Staff Compensation value can be set:

  • Default Treatment Price: Set staff compensation to default treatment price (in the example above, this is the case for the Initial Assessment at $75)
  • After Discount Value: Set staff compensation to discounted value per treatment (in the example above, this is the case for the Subsequent treatmnt, where the treatment price is usually $60, but staff compensation is set to $50)
  • No Compensation for Individual Sessions: Set compensation to $0 (see example below)

 

You may wish to set the staff compensation per individual appointment to $0 if you intend to compensate your staff member for the entire upfront package fee, rather than on a per-appointment basis.

Now that we’ve got that covered, let’s take a look a couple of different compensation styles.

 

Compensate Per Session

📍 Characteristics:

  • No staff member in particular is compensated for the upfront sale of the package.
  • A staff member is paid by the session as the patient comes in.
  • Can accommodate multiple staff members who provide eligible treatments covered by the package.
  • If a patient does not fully use their package, any unredeemed uses will go towards the general clinic funds.

If you are looking to compensate your practitioners when a patient redeems their package for an appointment, you will want to set the Staff Compensation field of a package to a non-zero value. This may be the same value as the default treatment price, or a lesser value like the after-discount rate.

In the example below, we’ve set our package so that every time a patient redeems a package use for a 30 minute Subsequent Treatment, our staff’s compensation will be based off of a $50 rate.

 

When selling the package to your patient, you will want to leave the package sale unassigned. This means that no staff member will receive compensation for the initial sale of the package. This is important so that we don’t accidentally compensate staff twice for the same package.

 

If you are working with the Invoiced (Accrual) version of the Compensation Report, a line item will appear once you arrive an appointment that is covered by a package. The adjusted amount will reflect the value that was set in the Staff Compensation field back in the Package Settings.

If you are working with the Collected (Cash) version of the Compensation Report, a line item will appear on the report as soon as the Patient Pays portion has been paid. In many cases, the “Patient Pays” portion will be $0.00, so no further payment is required and the appointment will show up as a line item upon arrival as well. Here is an example of what this line item would look like.

 

If the staff member is on a certain commission schedule, this income will show up under the corresponding income category corresponding to that appointment type in the Commissions section of the report.

 

Compensate for Package Upfront

📍 Characteristics:

  • One staff member is compensated for the entire sale of the package when the initial payment is received
  • Only a single staff member will be compensated, even if multiple staff members
  • It does not matter if a patient does not fully use their package, the staff member has already been paid in full upfront.

If you are looking to compensate your practitioners when a patient pays for their package upfront, you will likely want to set the Staff Compensation field of a package to $0. This is to ensure that we don’t compensate a provider multiple times for the same package sale.

In the example below, we’ve set our package so that every time a patient redeems a package use for a 30 minute Subsequent Treatment, our staff’s compensation will be based off of a $0 rate.

 

When selling the package to your patient upfront, in this case you will want to ensure that you assign a staff member. This means that the staff member will receive compensation for the sale of the package upfront. Rather, the sale of each session can be left unassigned – since the practitioner has already been compensated for the package.

 

If you are working with the Invoiced (Accrual) version of the Compensation Report, a line item will appear once you have invoiced and assigned a staff member to the package sale.

If you are working with the Collected (Cash) version of the Compensation Report, a line item will appear on the report as soon as the package has been paid. Here is an example of what this line item would look like on the report:

 

If the staff member is on a certain commission schedule, this income will show up under the corresponding income category corresponding to that package type in the Commissions section of the report.

 

Anytime the package is used in the future, since we had set the Staff Compensation rate to be based off of a $0 value, the staff member will receive no additional compensation for the individual appointments.


If you have any further questions about working with packages and compensating your staff members, don’t hesitate to contact us!