Cubiko workflows for Practice Owners, Practice Managers and your management team

Possible Service Opportunities Today

Clinic Insights tab > Today's Clinic Metrics 

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, Care Plans, and vaccines completed. You can filter this list to provide the details to your individual Practitioners. 

QuickCheck:
Use this metric daily to quickly and securely verify patient item eligibility. Results for QuickCheck searches are valid for 24 hours and appear in your Possible Service Opportunities today table. Results are also displayed in the individual doctor's My Cubiko dashboard, as well as their pop-out window. 

📌 Please note, QuickCheck is not part of the standard Cubiko subscription. QuickCheck - getting started.

Care Prompts: 
Use our Care Prompts feature to send key care opportunities, from Possible Service Opportunities Today, directly to your Best Practice appointment book. See how you can send Care Prompts: HERE

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 is important.

📌 Your admin team can use the Actions column to track progress on each rejected invoice. It helps the team record whether a claim has been followed up, corrected, resubmitted or placed on hold. Actions are shared across the practice, giving everyone clear visibility of what has been completed and what still needs attention.

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.

📌 Your nursing and admin teams can use the Actions column to track progress on each recall. Actions are shared across all viewers at the practice and can indicate whether a recall has been actioned, followed up, refused, ignored, placed on hold or remains not actioned. This supports clear communication and consistent follow-up across the team.

This metric shows when appointments are being made at your practice, whether online, over the phone or in person, helping you pinpoint peak booking times and understand when patient demand is highest.

It can guide decisions on rostering and help ensure you have enough reception staff available during the busiest periods for phone and front-desk support.

Let's get proactive! Item Optimisation provides a suite of metrics that help you identify patients who may be eligible for services such as Care Plans, Health Assessments, and other service items. These insights look across your entire patient database. Patients appear on these lists based on their billing history and clinical flags that indicate possible eligibility.

Use these lists to contact patients and get them booked in advance for these services.

✅ We recommend that the Practice Manager monitors these metrics regularly. You can delegate your nursing team to review and action these lists each week, confirm next steps with practitioners and reach out to patients to schedule appointments.

We recommend uploading your MyMedicare registered patient list into Cubiko. This identifies your MyMedicare enrolled and not yet enrolled patients, and ensures your data reflects the most current information.

Once uploaded, Cubiko can also write these updated registration statuses back into Best Practice, helping you maintain consistent and reliable records across both systems.

This weekly workflow supports accurate reporting, proactive registration conversations and makes sure your patients are appropriately registered so they can access services that require a MyMedicare enrolment.

📌 For MedicalDirector users, please refer to our Knowledge Base article MyMedicare - for Medical Director.

For Best Practice users, please refer to our Knowledge Base article MyMedicare - Guide to exporting and importing CSV patient list into Cubiko. 

This metric shows your CDM/CCMP patients across three groups, registered patients, patients who are eligible to register and those who are currently ineligible. It provides a clear picture of your registration progress and helps you understand which patient groups may need follow-up.

The front tile displays the percentage of CDM/CCMP patients registered with your practice, giving you a quick view of how you are tracking.

Touchstone helps you understand how your practice is performing compared to similar clinics across Australia. It provides clear benchmarking across key operational and clinical measures, making it easier to see where your practice is tracking well and where there may be opportunities to improve.

Use these insights to guide meaningful conversations with your team about performance, celebrate areas of success and identify where workflow changes could make a difference.

Touchstone: Quality Improvement gives you visibility of how your practice is performing in key Quality Improvement measures compared to similar practices. It highlights areas where you are performing strongly and areas where additional focus may help lift outcomes.

This metric shows how your practice is tracking for the current ePIP quarter by displaying the total number of Shared Health Summaries uploaded. Be sure to stay on track to meet your PIP required number of uploads. 

Get an overall view of the revenue generated within the practice. The data is based on the service date of each invoice and can be broken down by practitioner and item number. Reviewing this metric regularly helps you understand billing patterns over time, monitor changes in activity and support financial planning for the practice.

This metric provides a clearer view of billings linked to Chronic Condition Management, Health Assessments and Nurse-led items. It includes both completed and potential CDM/CCMP billings to help you understand overall activity and revenue in this area.

📌 You can use this metric alongside our Item Optimisation metrics, which support proactive care by helping your team identify and recall patients who are eligible for additional services or reviews.

This metric shows the proportion of eligible billings that have been bulk billed at your practice. It provides a clear view of how often bulk billing is being used compared to other billing types and helps you monitor any changes in billing patterns over time. The metric includes all items billed, not only MBS or DVA items.

Reviewing this each month supports conversations about billing behaviour and helps ensure the practice remains aligned with your current billing strategy.

📌 If your practice participates in Universal Bulk Billing, we suggest checking the Percentage of eligible billings bulk billed weekly to ensure it is 100%. You may also want to monitor Cubiko’s privately billed NRA item numbers each week to help identify any items that may have been privately billed in error.

This metric helps you understand the potential increase in revenue if your practice were to privately bill for services that are currently being bulk billed. You can use this information to support fee policy reviews, planning conversations and broader financial decisions.

This metric shows the proportion of available consulting time that has been booked and spent seeing patients.

Reviewing this metric each month gives you a clear view of clinician workload and supports thoughtful planning around staffing, session structure and shifts in patient demand.

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. 

📌 You can use Cubiko’s Touchstone benchmarks to compare your DNA rate with practices similar to yours. If your DNA rate is sitting higher than industry averages, you may choose to run a Quality Improvement activity to improve your DNA rate. 

This metric shows all appointments that have not been marked as completed for the selected time period. It includes both patient appointments and other appointment types, helping to identify sessions that still need closing off in the appointment book. Staying on top of uncompleted appointments supports accurate billing, cleaner data and smoother end-of-day workflows.

"Pink and Grey at the end of the day!"

Review your historical opportunities to identify services and appointments that may have been completed but not billed. These metrics help you identify potential services such as 10997, 10987, flu vaccines and bulk billing incentives where no corresponding invoice exists for that service date. Regular review supports cleaner billing data, reduces missed revenue and helps you follow up with the relevant clinicians or nursing staff when clarification is needed.

📌 Top 3 historical metrics: 

• Historical 10997 opportunities

• Historical 10987 opportunities
• Historical flu vaccine opportunities

These tables bring together key performance insights for your clinicians and other billing team members in one place. They help you review activity, understand performance trends and support regular reporting across your practice.

• Doctor summary

• Nurse summary

• Other billing practitioners' summary