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Practice Management improves the running of a business with minimum effort. With a few easy set up stages:
Jobs are scheduled and never overlooked.
Information is reliable and accessible to all staff.
The management of the business is more efficient with less work.
Time can be used on more vital tasks.
All this leads to increased profits.
The following steps are a quick guide for what you need to know in order to set up Practice Management. This is designed to show the core components needed without going into great depth.
Decide the core work for the clients and set up the jobs to suit the business.
Set up the standard automatic system jobs including Accounts, Personal Tax, Sole trader tax, Partnership Tax and Corporation Tax.
Other jobs. For example; PAYE, VAT, Consultancy.
Decide the key stages each of these jobs go through from start to finish. This is called a job profile. Each stage can be assigned to a staff member (for example the job manager), and a due date (for example 2 weeks before the client year end).
With the assigned staff members and due dates no important dates are missed. This allows the work to be automatically assigned to the right staff member at the right time.
Set up the client services. When a new client is set up, part of this process should be to agree the services you are going to provide the client. For example, Personal Tax.
Plan the jobs. This process can be as detailed or as quick as desired. Having set the jobs and stages up, a lot of this will happen automatically allowing tweaks to be made where required.
During the working cycle job stages are updated automatically and manually.
Where notes need to be made tasks can be posted to the relevant staff member.
Use the Job Planning and Job Stages screen to monitor the work and look out for warning signs.
Very quickly Practice Management is up and running and a part of each staff members daily use. Information is to hand, other staff members can respond to client’s queries efficiently, deadlines are not missed.
Use the Corporation Tax payment screen to monitor when installment dates are due, client notified and client paid.
Use the Data Mining to search the database for those clients with selected criteria. For example, all people in the database over the age of 55.
Reporting. Whilst the on-screen reports show enough information there are the hardcopy reports.