Questions & Answers About the WIN-WIN Team Bonus Program
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:
 | Bonus Costs & Payroll Taxes |
| Any Beginning Deficit & Overtime Cost |
| Any Increase in Fixed Expenses |
| The Cost of Inflation |
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:
| Doctor - provider |
| Associate provider |
| Hygienist, R.N., etc. provider |
| Medical/Dental Asst. support staff |
(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:
| Office Manager |
| Scheduling Coordinator |
| Receptionist |
| File Clerk |
(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:
| Office Manager |
| Collections Coordinator |
| Insurance Coordinator |
| File Clerk |
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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