Care Prompts: Send key care opportunities to your Best Practice appointment book

The Care Prompts feature allows you to instantly send key care opportunities directly to your Best Practice appointment book—no paper, no delays.

Key Features

• Send key care opportunities directly to your Best Practice appointment book.

• Seamlessly transfer data from the Possible Service Opportunities list with one click.

• Provide the whole team instant access to care opportunities in Best Practice.

• Verified Medicare eligibility (if subscribed to Quickcheck).

• Reduce admin time by eliminating manual data entry.

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The key areas covered in this article are:

1. Who can access and use Care Prompts?

2. How to use this feature

3. Where the data appears in Best Practice

4. Items and Their Definitions

5. FAQs

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Who can access and use Care Prompts?

Any Viewer with access to the Today's Clinic Metrics cabinet can use Care Prompts through the Possible Service Opportunities Today table. 

If the Viewer doesn't already have access to Today's Clinic Metrics, this cabinet permission will need to be applied by an authorised person at the practice with Settings access (eg. PM/Owner). 

To check or adjust access:

1. Navigate to Settings > Viewers.

2. Ensure the user has access to the Today's Clinic Metrics cabinet.

3. To remove access, remove the cabinet from the Viewer. 

 

Alternatively, if you do not want your practice team using Care Prompts, you can disable the feature from Settings > Care Prompts.

 

 

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How to use this feature

1. Start in the Possible Service Opportunities Today metric on the Upcoming appointments with service opportunities table.

2. Set desired table data using Cubiko sidebar filters:

   • • Select the Practitioner and service items you wish to send.  

The appointment list will automatically filter to only the service items you select in 'Eligible for:'  filter. If you want to see all service items the patients are potentially eligible for please use the toggle in the table filter, located at the top right corner of the table.

3. Select appointment rows:

• • Choose All Rows or select individual rows.

4. Click 'Send Care Prompts'

5. Confirmation

You will get a notification whilst it is in progress "Submitting appointment to BP".

If successfully submitted, you will receive a successful notification.

 

If there are any errors, you will get the notification below advising there were errors:

You can review the errors on the page:

The most common error occurs when an appointment has been deleted. Cubiko extracts your data each evening, so if you attempt to send a care prompt for an appointment that was deleted in Best Practice after the last extraction, you will receive an "Appointment Deleted" error. This happens because there is no longer an appointment to associate the data with.

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Where the data appears in Best Practice

The notes will be displayed in the appointment "details":

Cubiko item eligibility - Confirmed (items) Possible (items)

Once sent, the data appears in:

• Appointment Details
  
  

• Appointment Book Notes

• Waiting Room Notes

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Items and their definitions

Below are the key items displayed in Best Practice and their meanings.

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FAQs

1. Why are some services not showing in the appointment details?
Patients identified as ineligible via Quickcheck will not appear in appointment details but will still be visible in the Possible Service Opportunities list as a crossed-out service.

2. What is the difference between Confirmed and Possible?

• Confirmed (items): Verified Medicare eligibility confirmed via Quickcheck. Note that Medicare eligibility is based on the day search 

• Possible (items): Potentially eligible based on billing history at your practice.

3. Can I remove Care Prompts sent to the Best Practice appointment book?
There’s no bulk delete or undo. To remove, manually delete from the appointment details in Best Practice.

4. How can I stop staff from using Care Prompts?
You can remove individual access to the Today's Clinic Metrics cabinet via Settings > Viewers or alternatively, you can remove access to this feature for the entire practice team by disabling it in Settings > Care Prompts. 

5. Why are Confirmed opportunities not showing?
You must run Quickcheck before sending items to Best Practice. If Quickcheck isn’t active, only possible items will appear.

Need Quickcheck? Join here and learn how to use it here.

6. What happens if care prompts are re-sent?

If a Care Prompt is re-sent to an appointment with existing Care Prompt data, the old data will be overwritten to allow the most recent data to be displayed. 

7. Can I update the appointment book for the whole week?

Yes, you can! Simply select the option in filters for a larger date range and follow the same steps. We do recommend running this daily to capture every new booking that comes through each day and updating any cancelled appointments.

8. If an appointment is moved (copy/pasted) by reception, do the notes stay on the appointment details?

Yes, the notes will stay on the appointment. If the appointment is being moved, it is best practice to update the appointment notes and remove any notes, as you would with 3rd party confirmed appointments, removing the [C].

9. Why can't I see this feature?

You may not have been provided permission by your manager, or this feature may not be available for your Practice Management Software (PMS).

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