Spectrum Affiliate and Campaign Management - SOP

Document Version: 1.0
Effective Date: September 2025
Review Date: March 2026
Prepared By: Whizrock Automation Team
Approved By: Dr. Amrita Gandhi
Affiliate SOP

1) Overview

The Spectrum Dental Affiliate Program outlines how affiliates can promote Spectrum Dental services, earn commissions, and maintain compliance with clinic policies. This SOP ensures clarity in referral tracking, commission calculation, communication, and compliance monitoring.

Process Flow (Signup → Promotion → Referral → Commission)

Affiliate Signup

Affiliate signs agreement and receives unique link/code.

➜

Promotion

Affiliate promotes Spectrum Dental via approved channels.

➜

Referral Tracking

System logs new patient inquiries with affiliate code.

➜

Payment & Validation

Referral validated after invoice is paid.

➜

Commission Credited

Affiliate account updated with commission details.

2) Commission Structure

TypeRewardConditions
Standard Referral₹X or % (as per plan)Patient completes first payment
Special CampaignsVariable bonusAs defined in campaign terms

3) Workflow

  1. Affiliate Enrollment: Affiliates register, sign agreement, and are issued codes/links.
  2. Promotion: Affiliates promote services using approved materials only.
  3. Referral Tracking: CRM logs leads tagged with affiliate ID.
  4. Validation: Referral validated after invoice is paid/partially paid.
  5. Commission Allocation: Commission automatically updated in affiliate’s record.

4) Manual Review & Exceptions

  • Disputed Referrals: Admin to verify affiliate claim manually.
  • Duplicate Codes: Only first valid entry will be approved.
  • Invalid Promotion: Affiliates misusing branding will have commissions revoked.

5) Notifications

  • Affiliate: Email/SMS confirmation when commissions are approved.
  • Admin: Weekly report of affiliate activity and pending manual checks.

6) Monitoring & Reporting

FrequencyTaskOwner
DailyCheck system logs for failed trackingAdmin
WeeklyReview affiliate payoutsFinance
MonthlyAudit affiliate activityManagement

7) Compliance & Privacy

  • Affiliates must use approved promotional materials only.
  • All patient/referral data handled under privacy regulations.
  • Access restricted to authorized staff for validation and payouts.

8) Training Requirements

  • Admin Staff: Validate affiliate records, approve disputes.
  • Finance: Calculate and release affiliate payouts.
  • Marketing: Provide updated assets to affiliates.

9) System Maintenance

  • Monthly: Check affiliate tracking logs for errors.
  • Quarterly: Review commission structure and update campaigns.
  • Annual: Full audit of affiliate program.
Created By: Whizrock Automation Team
Reviewed By: Dr. Nashwa Nasser
Next Review: March 2026
File copy stored in CRM Library & SOP binder.