Cubiko workflows for Receptionists

Possible Service Opportunities Today

This metric brings together the tools your team needs to identify and act on patient care opportunities throughout the day. It shows a list of patients with appointments today who may be eligible for services such as Health Assessments, GPCCMPs or vaccines. You can filter the list before sharing it with practitioners to highlight the services your practice wants to prioritise.

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

✅ This metric may be managed by any admin team member, depending on your practice workflows.

This helps reception teams quickly identify patients who still need to confirm attendance, including those with a history of frequent Did Not Attends (DNAs), so you can follow up as needed.

We recommend checking unconfirmed appointments early each morning to support smooth clinic flow and reduce last-minute gaps in the schedule. 

See patients attending today’s appointments who are eligible to register for MyMedicare but are not yet registered at your practice. This helps reception teams flag potential registration conversations at check-in.

Identify patients booked for a Telehealth appointment who may not meet Medicare eligibility requirements, based on whether a face-to-face item has been billed in the last 12 months. This helps admin teams look ahead and flag appointments that are not eligible for Medicare-subsidised Telehealth services.

Use this list to contact patients and advise that they may be required to pay a private fee for their Telehealth service because they do not meet the current Medicare rebate eligibility criteria.

✅ This metric may be managed by any admin team member, depending on your practice workflows.

Identify patients with unpaid accounts who are attending an appointment today. This metric helps reception teams flag outstanding balances ahead of the patient’s visit, supporting timely conversations at check-in and helping reduce the risk of bad debt.

✅ This metric may be managed by any admin team member, depending on your practice workflows.

Get a clear view of outstanding recalls at your practice, including how many are due, how they are grouped by category and how long they have been waiting. We recommend the admin team review this list daily to identify required follow-up and support timely patient contact

✅ This metric may be managed by any admin team member, depending on your practice workflows.

This metric shows your current level of Medicare and DVA rejections and highlights the average age of any outstanding invoices. It helps the Admin team stay on top of claims that need correction or resubmission.

Medicare allows up to 12 months from the date of service to resubmit a rejected invoice, so keeping an eye on this list each day is important. Regular review ensures rejected items are corrected early, preventing delays in payment and keeping cashflow steady.

👤 This metric is best managed by Senior Receptionists or 2ICs, depending on your practice workflows.

Identify invoices that have been created but not yet batched and submitted to Medicare or DVA. This metric helps highlight claims that are waiting to be processed, supporting timely batching and reducing delays in reimbursement.

👤 This metric is best managed by Senior Receptionists or 2ICs, depending on your practice workflows.

View a list of investigations (results or correspondence) where a patient has been marked as contacted, but the investigation result has not yet been recorded as given by the provider. This metric acts as an auditing tool, helping identify gaps between investigation results being received, and confirmation that results have been communicated to the patient.

This list can be reviewed and filtered by practitioner, then downloaded and shared regularly with practitioners so they can confirm that outstanding investigation results have been provided to their patients.

👤 This metric is best managed by Senior Receptionists or 2ICs, depending on your practice workflows.

Clinic Optimisation tab > Appointment optimisation cabinet > Rebooking rate metric > Appointments with no rebookings.

View completed patient appointments that do not currently have a future appointment booked within the next 36 months. This metric helps reception teams identify patients who have not been rebooked following appointment types where ongoing follow-up is usually expected.

Reception teams can use this list to contact patients who did not rebook and assist with scheduling their next appointment, supporting continuity of care and improving rebooking rates.

✅ This metric may be managed by any admin team member, depending on your practice workflows.

Get an overview of upcoming patient appointments for the day.

This metric provides visibility of key patient information ahead of time and can be especially helpful during planned or unplanned disruptions, such as power outages or natural disasters. 

Identify patients who are booked for appointments where the practitioner is marked as away or unavailable.

This metric helps reception teams identify in bulk, and reschedule appointments affected by practitioner leave or planned clinic closures.

Identify appointments that occurred after hours, as defined by the MBS, where after hours item numbers were not billed. This includes appointments that were billed using standard consultation items instead of after hours items, as well as appointments that do not have any billing recorded on the same service date

This metric helps highlight potential billing differences where after hours item numbers may have been applicable, providing visibility of missed or incorrect billing. It can also be used to identify appointments that occurred after hours and have not yet been billed or batched, allowing these to be reviewed and corrected where appropriate.

👤 This metric is best managed by Senior Receptionists or 2ICs, depending on your practice workflows.

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 you 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.

👤 This metric is best managed by Senior Receptionists or 2ICs, depending on your practice workflows.

This metric is a great way to identify any missed billing opportunities, which may occur if a doctor does not process billing at the end of the consult or day.

With practices facing increasing financial pressures, identifying unbilled appointments helps protect cash flow and supports the financial stability of the business.

👤 This metric is best managed by Senior Receptionists or 2ICs, depending on your practice workflows.

This metric gives you visibility of all invoices that have been placed on hold and are waiting to be finalised.

Reviewing this list each week helps you keep billing moving, reduce delays in payments and avoid missed revenue. You can use it to check what items were held, confirm any follow up needed and make sure accounts are completed in a timely manner.

👤 This metric is best managed by Senior Receptionists or 2ICs, depending on your practice workflows.

This metric helps you keep an eye on any invoices that have been written off, deleted or cancelled during the month.

Reviewing this list regularly supports accurate financial reporting, improves oversight of billing changes and helps reduce the risk of errors. It also allows you to identify any unusual patterns early and follow up with the team where needed.

👤 This metric is best managed by Senior Receptionists or 2ICs, depending on your practice workflows.

These metrics help you identify potential services such as 10997, 10987, flu vaccines and bulk billing incentives where no corresponding invoice exists.

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 to review: 

Historical flu vaccine opportunities

Historical 10997 opportunities

Historical 10987 opportunities

👤 This metric is best managed by Senior Receptionists or 2ICs, depending on your practice workflows.

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.

👤 This metric is best managed by Senior Receptionists or 2ICs, in collaboration with your nursing team, depending on your practice workflows.

This metric shows how full your appointment book is in the coming weeks. It gives you a clear view of upcoming utilisation so you can understand demand, monitor clinician availability and plan ahead for any pressure points.

Reviewing this each week helps you decide whether you need to adjust rosters, open more sessions or prepare for quieter periods.

👤 This metric is best managed by Senior Receptionists or 2ICs, depending on your practice workflows.

This metric shows the total number of available appointments and hours still open for future bookings in your selected time period, with a default view of seven days.

It helps you track any gaps in your appointment book, understand booking behaviour, and plan proactive patient outreach using Cubiko’s Item Optimisation metrics. 

👤 This metric is best managed by Senior Receptionists or 2ICs, depending on your practice workflows.

Cubiko’s Quality Improvement cabinet provides tools for your practice team to participate in and complete Quality Improvement activities that are meaningful to your practice.

These metrics help highlight areas where patient care and operational processes can be reviewed, monitored and improved, using clear patient lists to guide action.

Top 4 admin metrics: 

QIM: Proportion of patients with Ethnicity recorded

QIM: Proportion of patients with Next if kin/Emergency Contact fully recorded

QIM: Proportion of Aboriginal and Torres Strait Islander patients who are Registered for CTG

QIM: DNA rate

📌 TOP TIP: Hover over any action to see who last updated it and when, making team collaboration even easier.