Planning Your Cash Flow: A Guide for Doctors

As a doctor, your expertise is in healthcare, but managing the financial side of your practice is just as crucial. One of the biggest challenges doctors face is cash flow management, especially because your income is tied directly to the hours you work. What happens when you’re on leave, sick, or waiting for medical aids to pay up? This post will help you navigate these tricky waters and ensure you’re financially prepared, no matter the circumstances.

Why Cash Flow Planning Matters

While you may invoice substantial amounts each month, cash flow can be inconsistent. Unlike other businesses that can count on regular sales or payments, doctors often wait 60 to 90 days for payments from medical aids. That can create periods of financial strain, even though on paper, your practice looks profitable.

Remember: Profit and cash flow are not the same thing. Profit is what remains after all expenses are deducted from your revenue, but cash flow is the actual money in your bank account at any given time. You could be profitable but still struggle with cash flow if payments are delayed. That’s why proper cash flow planning is essential.

Planning for Time Off

Since your income is tied to the hours you work, taking leave—whether for a vacation or unexpected illness—means your earnings may drop during those periods. To avoid financial stress, it’s important to build a reserve of cash that can cover your living expenses and the ongoing costs of running your practice while you’re not working.

A simple strategy is to calculate your monthly expenses (both personal and business) and aim to save enough to cover 2-3 months of expenses. This buffer ensures that even if you take time off, you won’t fall behind financially.

Budgeting for Taxes and Operational Expenses

As a doctor, you’re responsible for various taxes—income tax , VAT, and payroll taxes if you have employees. These can take a significant portion of your earnings, so it’s essential to budget for them well in advance.

1. VAT: If you’re VAT registered, you’ll need to set aside a portion of your income to pay VAT every two months.
2. Income Tax: Make sure you’re regularly saving a portion of your income for your income tax obligations.
3. Payroll Tax: If you employ staff, don’t forget about payroll taxes, which are your responsibility to pay each month.

Additionally, consider the ongoing operational expenses of running your practice—rent, utilities, medical supplies, software, and equipment. All of these need to be accounted for to maintain a healthy cash flow.

Dealing with Delayed Payments from Medical Aids

One of the biggest challenges many doctors face is the delay in payments from medical aids. It’s not uncommon to wait up to 90 days for payment after invoicing, creating a gap in your cash flow. This can be especially difficult when your operational expenses continue to come in monthly, even when you haven’t received payment for your services.

Here are a few strategies to manage this issue:

• Create a buffer: As mentioned earlier, having a cash reserve that can cover at least two months of operational expenses can help you manage delayed payments.
• Invoice regularly: Instead of waiting until the end of the month to submit all your invoices, consider submitting them more frequently (weekly or biweekly). This can help to stagger payments and avoid long periods without income.
• Negotiate with suppliers: If you have a good relationship with suppliers, you may be able to negotiate longer payment terms, allowing you more time to receive payment from medical aids before your bills are due.

The Bottom Line: Stay on Top of Your Cash Flow

In summary, while being a doctor comes with significant financial rewards, managing cash flow can be challenging due to the nature of your work and the delays in payments. By creating a solid plan to save for time off, budgeting for taxes and expenses, and managing delayed payments, you can ensure the financial health of your practice.

Good cash flow management allows you to focus on what matters most—taking care of your patients—without the stress of financial uncertainty.

Reach out to GAS Accounting (hello@gasaccounting.co.za) for a free consultation to guide you on this journey.