Optometry Workflow - Overview

Transcription

1 Optometry Workflow - Overview Initial Contact Prospect requests meeting via website, phone Assistant performs intital screening based on ideal client for fit Assistant schedules Zoom meeting with Prospect, Client & Onboarding Managers Meeting Zoom meeting to discuss Optometry Product with Prospect & explain our process Liscio: Enter Prospect contact & demographic (# Employees, Loacation, etc.) info - include mtg notes Liscio: Tag Prospect as Optometrist & set task to send proposal to Proscpect Data Gathering Data backup Software analysis: Review how client is currently managing practice and compare against firm model Engagement Use fee calculator to determine fixed fee pricing Liscio: Populate Engagement Letter template and push to Prospect Liscio: Client "Accepts" terms of Engagement Letter in Liscio Liscio: Prospect turns into Client New Client Welcome Kit sent that introduces their team at the firm Data Gathering Client Information: EIN, prior year tax return, State Tax IDs Bank & credit card logins Employee payroll packets Internal Setup Setup in Practice CS: Engagement, Projects, Billing Setup Payroll in ACS: Get state logins Setup in UT SmartVault setup FileThis setup QBO chart of accounts setup Auto payments, online banking, Root ACH steup KPI Dashboard setup Client Training Zoom meeting with POC Explain payroll process: how & when to enter hours, make changes to employees - provide documentation Explain how employees access thier check stubs and W2s - provide documentation Explain SmartVault: how & when to scan Explain information needed for KPI dashboard, when to send info, how to access KPI dashboard - provide documentation Execution Firm clears QBO transactions weekly Firm uses SmartVault attach feature in QBO to attach receipts monthly Firm uses FileThis to grab monthly bank & credit card statements Firm reconciles accounts in QBO monthly - by 10th of the month Firm populates KPI data in Fathom Quarterly Zoom meeting to review practice

2 Optometry Workflow - Internal Setup PRACTICE Enter Main and Contact Info for business & Contacts - Assign Client Team Setup BOSS Engagement - Setup recurring billing at this time Setup recurring projects Check appropriate Custom Field boxes PORTAL Setup NetClient portal Engagement ULTRA TAX Setup tax return Input prior year tax return information FILE CABINET Designate as a NetClient contributer New Payroll Apply for state withholding tax ID Apply for SUTA tax ID and unemployment rate Apply for EFTPS Pin number Obtain signature stamp OR Existing Payroll Obtain state withholding tax ID Obtain SUTA tax ID and unemployment rate Obtain EFTPS Pin number Obtain signature stamp ACS Add client: select payroll template and populate "main" tab info Populate "Payroll Information" tab: Enable Employee Self-Sevice, import & setup payroll schedule Populate "Payroll Tax" tab: State unemployment & withholding information Setup bank account for funds to be withdrawn Payroll Setup special payroll items: Vacation, 401K, Setup Intercept for direct deposit and Setup employees

3 Payroll Setup special payroll items: Vacation, 401K, etc. Setup Intercept for direct deposit and payroll taxes Setup employees STATE TAX Refer to internal State spreadsheet for links, rules & due dates Setup online payment & filing if applicable EFTPS Add EFTPS information under Root account SUTA Setup online SUTA account Setup online payment & filing is applicable Use signature stamp to process paper forms FORMS File 8655 QBO Assign account to Client Team Adjust Chart of Accounts to Optometry Standard Template SMARTVAULT Setup client account with access to inbox folder Assign client manager and bookkeeper access to SV account GL FILE THIS Setup client account Connect client bank and credit card accounts to pull monthly statements Setup folder structure for document storage AUTO PAYMENTS Obtain prior months invoices & setup autopayments for If no autopayment option, set up online banking for Setup recurring Root payment KPI DASHBOARD Setup template for KPI spreadsheet Drop in any prior year/months

4 KPI DASHBOARD Setup template for KPI spreadsheet Drop in any prior year/months available

5 Optometry Workflow - Client Onboarding Payroll Schedule Zoom mtg with POC, Client & Onboarding Managers & Payroll Processor Provide & walkthrough new employee payroll packets to be filled out and sent back to Root entering hours into ACS remote entry or spreadsheet payroll hour due dates locating and reading payroll reports in portal empoyee self-service - where employees get check stubs & W2s Discuss with POC payroll tax due dates and requirements Schedule Zoom Mtg with owner, onboarding managers & bookkeeper Discuss moving to 1 CC and using a large bank for online banking Discuss best day of week for Dr. to have qtrly meetings Schedule Zoom Mtg with POC, onboarding champ & bookkeeper reveiwing invoices & how to organize them & check against stmts from Go through list of to get setup on autopayments & online bill pay/banking Explain the process for writing one off checks (refunds, rent, etc.) GL Train how to scan invoices to SmartVault folder Train on how to login to QBO and run basic reports Walkthrough the reports needed from PM system, and when to send them

6 Optometry Workflow - Payroll Process Client Gather Information Populate remote payroll data entry or Excel file with payroll hours Inputs any notes regarding payroll in the designated notes field Processing Data entry report or excel template is printed to FC Use batch entry to import payroll information into ACS & process payroll Process direct deposit via Intercept & print confirmation to FC Pay all taxes (except SUTA) with each payroll via Intercept SUTA is paid with the last payroll of the month Print Payroll reports and confirmations to FC Additional Items Porcess 401k remittances Thursday & Friday Delivery All employee check stubs are available via portal Payroll reports are available to Client via portal

7 Optometry Workflow - GL Process Client Gather Information Review invoices & organize/check against stmts from Scan invoices into SmartVault folder weekly Processing Clear QBO transacrions weekly Use SmartVault Attach to attach receipts to QBO transactions Month End Use FileThis to gather Bank/CC statements at month end Reconcile Bank/CC accounts in QBO Print Bank/CC statements and reconciliation reports to FC KPI Reporting Client Gather specific information from Client Practice Management system Enter PM report information into KPI Excel spreadhseet Print KPI Dashboard to pdf Upload KPI Dashbaord to Liscio Qrtly Zoom with doctor, client manager and bookkeeper