Insights on how you, as a Practice Owner, Practice Manager and/or member of your management team, can use Cubiko in your practice every day and engage your staff with Cubiko
This article provides the following:
- Complete and keep on track with your Cubiko Settings
- Engaging your staff with Cubiko data
- Download the Management workflow and My Dashboards - Management workflow
- Links to webinars and resources of interest
Key Cabinets - All with key focus metrics that align with the above workflow- see the workflow for suggested frequency.
- Today's clinic metrics
- Future clinic metrics
- Billing optimisation
- Practice billings summary
- Practice operations summary
- Quality improvement
- QuickCheck
NOTE: At this stage, not all metrics are currently available for our MedicalDirector customers. The Cubiko team is hoping to make these metrics and insights available to you in the future.
Complete and keep on track with your Cubiko Settings
Complete and keep track of your Cubiko Settings, review our Knowledge Base articles for detailed information on How to complete Settings and our Settings Checklist for New and Existing practices.
To help ensure that you get the most out of your Cubiko data there are some essential Settings that you must complete before you can roll Cubiko out to your practice. These settings include:
Located within Cubiko Settings we also have some optional Advanced Settings that you can complete. Completing these Advanced Settings can help provide you with more insight into how your practice is performing, however, they are not essential for the initial setup of Cubiko. You can learn more about these Advanced Settings via the links below:
Engaging your staff with Cubiko data
Engaging your team with data is key to ensuring that your team is on track to achieving your practice goals. As a Cubiko Admin user, you can provide access to your team to gain better insight into what’s happening within certain areas of your practice. You can do this by deciding which Cubiko cabinets different members of your team can access through Cubiko Viewer Settings.
We have written a detailed Knowledge Base article, Cubiko Viewer Permissions, which outlines all of the cabinets we have within Cubiko and what permissions we suggest you grant access to based on the role within the Practice (receptionist, nurse etc).
We also explain how to add new Cubiko Viewers as your team grows or changes, as well as how you can set up access to My Cubiko for your Practitioners (doctors).
Cubiko also has a wide range of resources that you can use in your practice daily. These resources are available for you to view and download on our website.
Please see our Knowledge Base articles for the following roles which contain areas each role can focus on, recorded training videos you can share with your team and daily, weekly, and monthly workflows:
- Free online training courses for each role
- Cubiko for Doctors - focusing on My Cubiko
- Cubiko for Nurses - focusing on item optimisation, possible 10997s, vaccination support and clinical Quality Improvement activities.
- Cubiko for Receptionists - focusing on possible service opportunities today for practitioners, confirming appointments and an appointment book overview.
Cubiko Workflows for Practice Owners, Practice Managers and your management team
Download our Cubiko workflows for management document and the My Dashboards link with the metrics specifically for your management team.
Download the Cubiko Workflows for Practice Owners, Practice Managers and your management team here
Download the My Dashboards - Management workflow template here
Today's clinic metrics
Once you have logged into Cubiko, navigate to Clinic Insights. From there, select the cabinet Today’s clinic metrics.
In this cabinet, you will see a range of different metrics that are looking at your day ahead. Key metrics to focus on here are:
- Possible service opportunities today:
See a list of patients who are coming in for an appointment for the current day who may be eligible to have certain service item numbers such as Health Assessments, GPMPs, and vaccines completed. You can filter this list to provide the details to your individual Practitioners.
- Outstanding rejections:
Understand what your current level of rejections is with your Medicare and DVA online claiming and the average age of the invoices that have been rejected. Remember, you have a time limit on how long you can wait until you resubmit a rejected invoice, so keeping an eye on this daily is important. - Recalls:
Gain a better understanding of your practice's recalls by seeing how many recalls are outstanding, breaking these recalls down by category type, and investigating how old these recalls are. These insights will give you an indicator of the performance of both your Practitioners and nursing team and how quickly the recalls are being followed up. Please note that we have excluded records where the test results were returned to the practice more than two years prior. - Outstanding debt:
This metric can help identify unpaid accounts to increase cash flow and reduce the risk of bad debt. Cash is key to the continued operation of the practice, so these metrics can be used to review and create lists for your team to chase up. Keeping debtors low not only helps with the cash flow but will also help show your Service Fee-paying practitioners that you and the practice are working on minimising what is owed by patients or other account holders.
Future clinic metrics
Once you have logged into Cubiko, navigate to Clinic Insights. From there, select the cabinet Future clinic metrics.
In this area, you will see a range of different metrics that are looking ahead in your appointment book. Key metrics to focus on here are:
- Future utilisation forecast:
This metric provides practices with insight into their upcoming appointment book and how booked they are with patient appointments. This metric provides valuable insight to practices about their upcoming utilisation in their practice and how full your appointment book is in the coming weeks.
Billing optimisation
Once you have logged into Cubiko, navigate to Clinic Optimisation. From there, select the cabinet Billing Optimisation.
In this area, you will see a range of different metrics that provide insight into your historical appointments and billing opportunities. Key metrics to focus on here are:
- Uncompleted patient appointments:
This set of metrics displays the number of appointments in the selected time period that are not marked as completed in your appointment book. The list of appointments that are not completed are Patient uncompleted appointments and All uncompleted appointments; the latter of these includes both patient and non-patient appointment types. - Unbilled appointments:
Using this metric is a great way to identify any missed billing opportunities, the cause of which could range from reception staff accidentally not billing them, or the doctor not putting a billing through at the end of the consult or day. Given the additional challenges practices are dealing with, maximising cash flow from existing encounters is essential for the financial viability of the practice. With increased financial stability, the business is free to focus on caring for patients. In turn, this means more time can be spent on other activities that create more billing opportunities. - Historical 10997 opportunities:
This metric can assist in finding appointments that were booked with your nursing team where a 10997 may have been performed but not billed. - Historical MT83-MT89 opportunities:
Use this metric to look back and see missed potential MT 83-89 incentive opportunities. - Historical 93666 opportunities:
This metric can be used to look back and see missed potential 93666 incentive opportunities.
*Please note that this item was discontinued on 1st February 2023. This item can be billed retrospectively. Make sure to review the date of service and ensure you are billing the correct date. Service dates greater than 2 years ago will need to be claimed manually. - Billings on hold:
This metric is where you will see, broken down by Practitioner, all held accounts within your Practice Management Software (e.g. Best Practice). This is a running list with no date filter to show all billings currently on hold. This list should be reviewed regularly to finalise any held accounts. - Written off/Deleted/Cancelled:
This metric provides practices with insight into any potential issues. Use it to keep track of what invoices are being written off/deleted/cancelled and reduce the risk of fraud.
Summary of billings at the Practice
Once you have logged into Cubiko, navigate to Summary. From there, select the cabinet Summary of billings at the Practice.
In this area, you will see a range of different metrics that provide a summary of your practice billings. Key metrics to focus on here are:
- Billings vs target (Total billings):
The Total billings (by service date) metric is an overall view of the total billings within your practice; this metric is based on the service date of the invoice. This metric can assist your practice by increasing your awareness of your billings over time, based on the service date that they are provided, and be broken down by Practitioner and item number. You can enter a billing target for this metric in Settings (optional). - Total CDM billings:
Take a closer look at your Chronic Disease Management billings. This metric can assist in tracking your Chronic Disease Management (CDM), Health Assessment and Nurse items revenue as well as potential CDM billings. This metric links to item optimisation and can help you increase your revenue and provide proactive healthcare by identifying and recalling patients who are eligible for a number of health services or reviews. - Bulk billing rate + Private billing opportunity:
This summary figure shows what percentage of your gross billings were bulk billed for the selected date range. You can break this down via eligibility type such as 15 years and under, health care card, pension card etc. Compare this to your Private billing opportunity to review your potential earnings if you were to privately bill items you bulk-billed and understand the impact of this on your practice billings.
Practice operations summary
Once you have logged into Cubiko, navigate to Summary. From there, select the cabinet Practice operations summary.
In this area, you will see a range of different metrics that provide a summary overview of your practice's operations. Key metrics to focus on here are:
- Did Not Attend (DNA) rate:
These metrics provide more in-depth insight into the DNA rate in your practice so you can measure the impact of any DNA management processes that have been implemented to assist in reducing the number of DNAs in the practice. - New patients:
Tracking your new patients has always typically been a very manual task. Now, you can easily check how many new patients you have had over a given time period by reviewing the information in this metric and also track your new patient conversion rate. - Doctor summary:
This table shows you all the essential data by Practitioner that you might report on in a monthly, weekly or quarterly capacity. You can download this table to Excel using the download button in the top right of the metric. This metric looks at consulting utilisation, billings, CDM billings, billings per patient, billings per hour, patients per hour, bulk billing percentage, total appt count & new patient count in one table for comparison. - Nurse summary:
Similar to our Doctors' summary metric, we also pull the same data as above (minus the financials, which do not exist for Nurses) - Other billing practitioners' summary:
Similar to our Doctors' summary metric, we also pull the same data for your other billing practitioners, such as allied health and specialists, for you to view and compare.
Quality Improvement
Once you have logged into Cubiko, navigate to Clinic optimisation. From there, select the cabinet Quality Improvement.
In this area, you will see a range of metrics to help identify areas for Quality Improvement, highlight actionable data, and track progress through a PDSA cycle.
Choose a QI activity that is most relevant to your practice to work on.
QuickCheck
Use this metric daily to quickly and securely verify patient item eligibility. Results for QuickCheck searches are valid for 24 hours and appear within our QuickCheck > Verified eligibility tab for anyone with access to the QuickCheck cabinet to view. Results are also displayed in the individual doctor's My Cubiko dashboard.
NOTE: Cubiko QuickCheck is not included in the standard Cubiko Subscription; for more information on how to get started, please see Getting started with QuickCheck on our Knowledge Base.