Adding Dr Hours, Staff Hours & Clinical Days

During the first week of the month, log into the Gaidge website to enter the hours and days worked the previous month. Click on the gear icon at the upper left of your screen, then select Staff Hours & Days. Please note that some roles may not have access to the hours/days tab, talk to your doctor or office manager if you don’t have this option.

Enter the doctor hours, staff hours, and clinical days for the desired month, and then click on Save. If you need to enter data for a prior year click on the selection arrow on the year box.

The purpose of gathering Dr. Hours, Staff Hours, and Clinical Days is to show trends.  No one’s paycheck is affected by this!  If you have the specific # of hours and days available for each office, i.e., payroll hours use them.  However, we recognize that some staff travel between offices, or that information is recorded as a whole rather than by individual location.  If that’s the case, you may want to develop a percentage method to attribute hours to the different locations.

Clinical Days are days where patients are scheduled for the doctor, so typically Monday through Thursday.  If patients are scheduled for your clinical staff in the absence of the doctor, count those as clinical days as well; otherwise, your average patients seen per day will be inflated.  

  • If more than one doctor is working, then multiply (number of doctors * days) regardless of the number of patients scheduled.

Dr. Hours are only clinical hours.  If you have two doctors working at the same office, that’s a 16-hour day rather than an 8-hour day.  If the doctors were working at separate offices, they would each count as 8 hours.  If doctors split time between offices on the same day, calculate the hours for each office.

Staff Hours are to be counted for all staff, clinical and administrative, for all time reimbursed.  The purpose is to indicate what it costs to run a particular office.  This generally comes from payroll, including vacation, sick, holiday, etc. hours for which the staff is paid.  Administrative staff may not see patients directly but they provide a service and are necessary to run the practice.  

For multi-location practices, staff may travel between offices without specific record-keeping for each office.  Use a percentage method to calculate.  For example, your total staff hours are 3000/month (for all 3 offices.) 

Office A is open (15 of 30 total days)      15/30=50% of staff hours                (.50*3000 = 1500 hours)   

Office B is open (9 of 30 total days)        9/30=30% of staff hours                  (.30*3000 = 900 hours)

Office C is open (6 of 30 total days)        6/30=20% of staff hours                  (.20*3000 = 600 hours) 

The key is consistency – once you determine a formula that works for complex situations, use the same concept with a bit of tweaking as necessary.  Although Admin staff may not travel to the various locations, you may want to attribute a percentage of their hours to those other offices; if you decide to do this, you must maintain reporting this way.  Otherwise, when viewing data by location, the data will be skewed, although data for all locations would be true.

To view the results of your hours and days entries, look at the chart and data grid for Production Per Dr / Staff Hour.

On the schedule tab, Patients Per Dr. Hour also provides valuable information using this data.

Lastly, the Average Seen per Day can be found on the Schedule Statistics location details grid

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