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Solution · Finance & accountingEvery doctor sees his statement line by line, with the rule that calculated it. The monthly spreadsheet and the monthly discussion disappear
Doctor payouts per treatment
We write down each doctor’s and cosmetologist’s payout rules once: the percentage per treatment, how product is deducted, packages, discounts, vouchers and touch-ups. From then on a robot calculates the statements itself, from visits and payments in the clinic system and product cost from the batch register. The doctor sees his month as it runs, comments on specific lines, the owner decides and approves, and the accountant receives ready data.
Executive summary
Doctors and cosmetologists in clinics are often paid a percentage per treatment after product cost, with different rates for each person and exceptions for packages, discounts and touch-ups; today a spreadsheet and the owner work it out.
A robot calculates statements from written rules using visits, payments, packages and product cost, shows every line with its rule, collects doctors’ comments on specific lines and prepares data for the invoice or payroll.
A dozen or more hours a month return to the owner, there are fewer errors, and the discussion is about one line instead of a whole spreadsheet; transparency that builds trust in the team.
visits, prices, discounts and packages from the clinic system; product cost from the batch register; rules in SharePoint; statements and comments in Microsoft Teams; data for the accountant in a file
Business problem
A doctor’s payout is hundreds of lines, each with its own exception, and the result is sent as a single amount
In an aesthetic clinic a doctor’s pay is rarely a simple salary. Most often it is a percentage per treatment, calculated after product cost, with different rates for different treatments and different people. Add consultations, packages sold in advance, discounts, vouchers and touch-ups done free of charge. Each of these has its own rule, and the rules often live in the owner’s memory and in old emails.
At month end the spreadsheet begins. An export of visits from the system, matching prices and discounts, looking up product cost per treatment in invoices or estimating it by eye, exceptions for packages and vouchers. Five people, hundreds of lines, a dozen or more hours of work from the person whose time is the most expensive in the clinic.
Then comes the discussion. The doctor gets one amount and asks why it is lower than last month. He cannot see the lines, so he cannot point to what does not add up, and the owner does not remember how she counted a package treatment from two months ago. The same conversation returns every month and slowly damages a relationship that in a small clinic is everything.
Errors go both ways. An overpayment rarely comes back; an underpayment always comes to light, usually at the worst moment. A robot has no better memory than the owner, but it has the rules written down and applies them the same way to every line, every month.
How it works today
Below is what the work looks like before anything is automated.
- PersonAt month end the owner exports visits from the system
- Risk of errorA spreadsheet: each doctor’s rates, packages, discounts, vouchers
- WaitingProduct cost per treatment estimated or looked up in invoices
- Risk of errorThe result sent to doctors as a single amount
- WaitingThe doctor asks about lines he cannot see
- Risk of errorA discussion about packages and touch-ups, every month anew
Why the current process costs more than it appears
The bill that never shows up in a budget.
- How many hours a month does preparing doctor and cosmetologist payouts take you, including explanations?
- Are the rules for packages, discounts and touch-ups written down anywhere, or do they live in memory?
- Where does the product cost for a specific treatment come from: an invoice, a price list, or a guess?
- How many times in the last six months did a payout have to be corrected after it was paid?
Cost of inaction
The model assumes five people paid by percentage, payouts of about 35 000 € a month and a fully loaded owner or manager hour of 45 €. You will know your own numbers by timing the next month-end close and reviewing corrections from the last six months.
The third line has no amount, but in a small clinic losing one doctor over a sense of unfair payouts costs more than all the spreadsheets together.
A model organisation with realistic proportions – the numbers exist so you can run the same maths on your own data; they are not a client result.
An aesthetic clinic: 3 treatment rooms, 5 doctors and cosmetologists paid a percentage per treatment, each with different rates, about 600 treatment visits a month, Microsoft 365, a clinic system.
September, the start: the owner writes down the rules with each doctor. A percentage per treatment after product cost, separate rates for consultations, rules for packages, discounts, vouchers and free touch-ups. Both sides accept them.
Throughout the month the robot adds treatments daily. Each doctor can see his current month in Teams at any time, line by line.
On 1 October the robot closes September. Each doctor’s statement shows visit number, date, treatment, price, discount, product cost from the batch register and the rule that calculated his share. The doctors have three days to comment.
A doctor flags one line: a free touch-up was counted as a regular treatment. The owner decides according to the written rule, and the robot recalculates the statement in seconds.
5 October: payouts approved. Contracted doctors receive the amount and description for their invoice, the accountant a payroll data package. Instead of 14 hours: two. In the modelled year that is about 9 000 €. These are model figures, not the clinic’s records.
Proposed solution
Rules first. With the owner and each doctor we write down how his share is calculated: a percentage for each treatment category, how product is deducted, by the batch purchase price or a fixed rate from the contract, consultations, prepaid packages, discounts, vouchers and free touch-ups. The rules go into one SharePoint list, and every change carries a date and both sides’ acceptance. This is the most important step, because it ends arguments about how things were meant to be.
Then the calculation. Every day the robot collects visits, prices, discounts and payments from the clinic system, product cost from the batch register and package redemptions, and assigns a rule to every line. The doctor can see his current month in Teams at any time. At month end the robot closes the statements, sends them to the doctors and collects comments on specific lines rather than on the total.
Decisions stay with people. The owner resolves doctors’ comments, and the robot only recalculates after her decision. Once approved, it prepares the amount and description for a contracted doctor’s invoice or a payroll data package for the accountant, in the format she uses. Statements contain visit numbers, not patient names, and the owner additionally sees the margin per doctor and treatment.
UiPath Orchestrator: daily treatment additions, month-end close, recalculations after decisions and an audit trail for every line; UiPath Integration Service connectors to Outlook 365, SharePoint and Teams
Written payout rules for each person, line-by-line statements with the rule, doctors’ comments on lines, the owner’s approval and data for invoices or payroll
The clinic system with visits, prices, discounts and packages via export or API; product cost from the batch register; data for the accountant in a file matching her system
How the automated process works
- PersonEach doctor’s payout rules written once and accepted by both sides
- AutomationThe robot combines visits, payments, packages and product cost
- AutomationEach doctor’s statement with every line and the rule that calculated it
- PersonThe doctor reviews his statement and comments on specific lines
- PersonThe owner resolves the comments and approves
- SystemThe amount for the doctor’s invoice or payroll data for the accountant
Human-in-the-loop model
Automation handles
- Adding treatments daily according to the written rules
- The month-end close, statements for doctors and comments collected on lines
- Recalculations after decisions and data for invoices or payroll
People decide
- The content of the payout rules and any change: the owner and the doctor, together
- Resolving doctors’ comments: the owner
- Approving the payout before it is paid: the owner
Before and after
Systems and integrations
The stack is short on purpose: one engine, one execution layer, one place where a person decides.
Inputs
- visits, treatments, prices, discounts and payments from the clinic system
- product cost from the batch register and purchase prices
- package and voucher redemptions
- written payout rules for each person
Automation layer
- UiPath Orchestrator
- UiPath Robots
- UiPath Integration Service
- UiPath Action Center
Target systems
- doctors’ line-by-line statements in Teams
- amounts and descriptions for doctors’ invoices or payroll data for the accountant
- margin per doctor and treatment for the owner
Human touchpoints: writing the rules once at the start; a monthly statement review by the doctor; resolving comments and approval by the owner
Technologies used
daily and monthly calculations according to the rules, an audit trail for every line
Astatements for doctors, comments, approvals, the package for the accountant
Apayout rules for each person and an archive of approved statements
Avisits, treatments, prices, discounts and packages via export or API
Bproduct cost per treatment; payroll data in a file matching the accountant’s system
BIllustrative economic model
Numbers you can check against your own data.
The model assumes five people paid by percentage and the cautious assumption that errors fall by three quarters, not to zero. The most important effect has no amount: the doctor sees how every line was calculated, so talking about money stops being a conversation about trust. Put your own figures into the calculator beside.
Run the maths on your data
An illustrative estimate based on your inputs. It models freed capacity, not promised savings.
Business benefits
- Payouts calculated from written rules, the same way every month
- Every doctor sees his lines as the month runs, not just one amount at the end
- Product cost per treatment from the batch register instead of estimates
- Comments on specific lines, settled by a rule, not by recollection
- Ready data for the doctor’s invoice or for payroll, without retyping
The management view
- Transparent payouts are an argument when recruiting good doctors who have a choice
- Margin per doctor and treatment shows the owner where the clinic really earns
- Written rules make it easier to bring in a new person and change rates without misunderstandings
Board-level KPIs
hours to close the month’s payouts · corrections after payment · doctors’ comments per hundred lines · payout approval day · lines with product cost from the batch register
Security and governance
The automation has exactly the permissions it needs. Not one more.
- Statements contain visit numbers, not patient names
- Each doctor sees only his own statement; margins and comparisons are visible to the owner alone
- Payout rules change only with a date and both sides’ acceptance
- The robot pays nothing; it prepares the data, and a person approves
- Data stays in your Microsoft 365 tenant; the robots run in the EU region of UiPath Automation Cloud
Why now
Every month closed in a spreadsheet means another dozen hours and another chance for a dispute.
Good doctors choose clinics where they understand their payouts.
A quick-win deployment takes weeks and works from the first month-end close after go-live.
Relevant executive roles
A dozen or more hours a month back, margin per doctor and treatment, an end to monthly disputes
Sees every line and rule as the month runs, and raises comments against a specific visit
Receives ready payroll data or a statement for doctors’ invoices, always in the same format
Common questions and objections
Yes. The rules are written separately for each person and each treatment category. The robot does not need the rules to be the same, only to be written down.
However you set it in the rules: by the usage actually recorded in the batch register, by a fraction of the pack, or by a fixed rate per treatment from the contract. What matters is that there is one rule and it is written down.
No. Each sees only his own statement. Comparisons and margins are visible only to the owner or people she names.
When this is not the right solution
- A clinic where everyone is on a fixed salary: there is nothing to calculate here
- No willingness to write down payout rules: a robot cannot replace agreements that do not exist
- Expecting the robot to negotiate rates: that is a conversation between the owner and the doctor
A question for the next management meeting
If a doctor asked today how the third line of his payout from two months ago was calculated, how long would the answer take?
Implementation approach
Scope without ambiguity, before anything is signed.
We deliver
- Written payout rules for each person in SharePoint, with change history
- Daily treatment additions and a current-month view for doctors in Teams
- The month-end close, line-by-line statements and comments on lines
- Data for doctors’ invoices or payroll for the accountant, plus margin per doctor and treatment
- A handbook for the owner and doctors and assistance with the first two closes
We need from you
- Your current payout rules, even if they exist only in a spreadsheet and in memory
- Access to visits, prices, discounts and packages in the clinic system
- An agreed format with the accountant for payroll or invoice data
Stages
Discovery
Today’s spreadsheet, contracts, exceptions; a conversation with the owner and the doctors
Rules
Writing down the rules for each person and acceptance by both sides
Build
Daily additions, statements, comments, recalculations, data for the accountant
Parallel run
One month calculated alongside the spreadsheet; we explain every difference
Go-live
Payouts only from the robot; a rules review after a quarter
A quick win. The most work goes into writing down rules that today exist only in people’s heads; after this step the team usually admits it was the most valuable one.
Every doctor sees his payout line by line. The owner approves in a quarter of an hour. The spreadsheet and the monthly discussion disappear.
Time the next payout close, explanations included. Send us that number with a description of your current rules, even in bullet points; we will send back a payout design for your clinic and the arithmetic of the hours recovered.
Count the hours spent on the payout spreadsheetThe neighbouring process usually has the same problem
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See the solutionIndustries where we deploy this most oftenAesthetic medicineSmall business & services