Cubiko Filters

Filters live in the metric pages in Cubiko. The filters you see will change depending on which metric you're viewing. Cubiko only shows what's relevant to that page and metric.

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Filter quick reference guide
Toggles
Chart filters
Table filters
Saved filters

Filter quick reference guide

Filters appear in three places in Cubiko: the left sidebar, directly on graphs, or inside data tables. The sections below run through the key filters available.

Filter	What it does	How to use it
DATES
Date range	Sets the time window for your data.	Click the date range to choose from presets (e.g. Last financial year) or set a custom range using the calendar. TOP TIP! When selecting dates manually, work from year → month → date. Start with the furthest-away date first, then select the closest one.
Group by	Changes graph granularity — day, week, or month.	Use the drop-down in the sidebar or directly on a graph. Useful for switching a year of data to a monthly view to make trends more readable, or to daily when investigating a specific spike.
Compare periods	Overlays 1–2 previous periods on trend graphs as additional lines.	Select the number of periods and timeframe (e.g. 1 Year). Note: "Last year" in Cubiko means 52 weeks prior — not date-for-date — so you're comparing the same days of the week.
PRACTITIONERS
Role	Filters by staff role as configured in your Cubiko Settings (e.g. Doctor, Nurse, Allied Health).	Select a role from the drop-down. Useful for reviewing a metric by role separately rather than as a combined practice view. Or when sending Care Prompts, filter by role to send different care opportunities to each team group.
Practitioner	Scopes data to one or more specific practitioners.	Select from the drop-down. Useful for 1:1 conversations using data, printing custom patient lists per provider (e.g. service opportunities or unbilled appointments), or reviewing individual billing patterns.
PATIENTS
Opportunities	Filters the consolidated patient list by a specific service opportunity.	Select a service type (e.g. CCMP, Health Assessment, Nurse item) to focus on certain opportunities without cluttering the list.
Usual Doctor / Last seen Doctor	Filters patient lists to those linked to a specific GP in your PMS.	Select a doctor from the drop-down. Useful for generating lists for specific providers.
Age bracket	Breaks data into patient age groups.	Select one or more brackets. Type in the age or brackets and press enter to lock it in. Eg. 70-75 > Enter. 16-16 > Enter. 75+ > Enter.
Bulk billing eligibility type	Filters by Medicare eligibility category — bulk billed, private, DVA.	Select from the drop-down. Updates the whole page including any patient lists.
MyMedicare registered patients	Filters to show all patients by their MyMedicare status.	Select from the drop-down. Useful for reviewing for specific MyMedicare cohorts.
Ethnicity	Filters patient data by ethnicity group.	Select from the drop-down. Useful for identifying patients within specific communities.
PATIENT COHORTS
Patient cohort	Applies a custom-built cohort from the Patient Cohorts product to the metric.	Select a saved cohort from the drop-down. The metric will update to show only patients in that cohort. For example, a cohort of women aged 18–65 with a concession card will filter your patient lists across metrics to show only those patients. Cohorts are built and managed in the Patient Cohorts product.
BILLINGS
Item groupings	Filters by pre-set groups of related MBS items (e.g. Health Assessments, Telehealth, CCMP / CDM, Nurse items).	Select one or more groupings from the drop-down. Useful for quickly reviewing a category of billing activity without needing to select individual item numbers.
Items	Filters to one or more specific MBS item numbers.	Select items from the search drop-down. Useful for finding information on a specific item, including any custom items created at your practice.
MBS category	Filters by MBS billing category.	Select a category type from the drop-down.
Payer	Filters by payer type (e.g. Patient, Medicare, DVA).	Select from the drop-down. Useful for isolating patient accounts with outstanding debt for follow-up, or reviewing Patient, 3rd party, Medicare and DVA debt separately.
Invoice age	Filters outstanding debt by how old the invoice is.	Select from the search drop-down. Useful for prioritising older debts that need urgent follow-up.
Status	Filters by invoice status once Medicare/DVA debt is included.	Select from the drop-down. Useful for narrowing the outstanding debt list to a specific status for follow-up.
APPOINTMENTS
Appointment type	Filters by appointment types as set up in your PMS (e.g. Standard, Long, Nurse, Telehealth).	Select one or more types from the search drop-down. Useful for understanding how each appointment type is being used in the practice.
Appointment category	Filters by appointment category groupings.	Select from the search drop-down to filter by appointment categories as set up in your Settings > Appointments.
Appointment status	Filters by the status of appointments (e.g. Booked, Completed, DNA).	Select from the drop-down. Useful for filtering by appointment status to find all appointments currently sitting in a specific status type. For example, 'At Billing' are appointments that may need to be finalised and invoiced.
Booking method	Filters appointments by how they were booked — in person or online.	Select from the drop-down. Useful for understanding how patients are booking their appointments at the practice.
Patient-facing appointments	Filters to show all appointments, or patient-facing appointments only.	Select from the drop-down. Useful for excluding non-patient time (e.g. admin, meetings) when reviewing appointment activity. More info here: Hours page
Dr seen	Filters the appointment list to those seen by a specific doctor.	Select from the drop-down. Useful for reviewing patient history linked to a particular GP
HOURS
Utilisation type	Switches between booking utilisation and consulting utilisation.	When reviewing your Future utilisation, select from the drop-down. Booking utilisation includes all booked time; Consulting utilisation counts only patient-facing appointments (excludes DNA and non-patient time). Useful for understanding how your practitioners' time is actually spent vs. how booked they are. See Cubiko time definitions for more information.
Session type by colour	Filters the hours view by session type as colour-coded in your appointment book.	Select from the search drop-down. Useful for reviewing specific session types — for example a flu clinic or procedure day that has been set up using a different colour to standard consult sessions.
Session type	Filters by session type as configured in your appointment book - Day away, Made available, Session.	Select from the search drop-down. Useful for narrowing utilisation data to a specific type of session.
REMINDERS
Created by	Filters the reminders list to those created by a specific PMS user.	Select from the drop-down. Useful for reviewing reminders by practitioner or staff member to understand workload distribution.
Reason	Filters reminders by the reminder reason as recorded in your PMS.	Select from the drop-down. Useful for focusing on a specific type of reminder — for example, filtering to skin check reminders only. Note: If you have free-text turned on, you may have several versions of a similar reminder. Eg. Skin check, 6 month skin check, Skin review.
Reminder status	Filters by the current status of the reminder (e.g. All reminders, Overdue).	Select from the drop-down. Useful for identifying which reminders are overdue and need to be followed up.
Action status	Filters by whether a reminder has been actioned or not.	Defaults to Unactioned. Useful for working through outstanding reminders without being distracted by those already completed.
MISCELLANEOUS
Recall type	Filters the recalls list by recall type as set in your PMS.	Select from the drop-down. Useful for focusing on a specific recall category — for example, pathology recalls only.
Recall checked by	Filters recalls to those checked or actioned by a specific team member.	Select from the drop-down. Useful for auditing recall follow-up across your team.
Category	Filters by pathology and imaging categories	Categories are determined by your PMS and this filter is available to see data on a specific category for imaging and pathology referrals. For example: Dentist, Cardiology, Exercise Physio.

TOP TIP! Use the eye icon on any metric tile to see more information about this metric, including any filters that may already be applied.

Toggles

Toggles are quick on/off switches in the sidebar to include or exclude specific patient groups or data types. They appear below the filter fields in each section.

Toggle	What it does
RACGP Active patients (3+ appts in 2 years)	Filters to patients meeting the RACGP active patient definition
Show all users	Includes all PMS users in the data, including those not yet reviewed in Cubiko Settings
Include RACF patients	Include or remove residential aged care patients
Include patients under 18 years old	Toggle on to include patients under 18 in your list
Include patients with only COVID vax billings	Include patients whose only billing history is COVID vaccine items
Include/Exclude Medicare / DVA debt	Show Medicare and DVA outstanding amounts (Outstanding Debt metric)
Exclude unpaid services	Remove unpaid services billings from Total Billings reports. These unpaid services will show in your Outstanding Debt metric.
Exclude COVID-19 services	Remove COVID item billings from your data
Exclude upcoming telehealth	Remove upcoming telehealth appointments from a list or metric. This filter relies on Settings > Appointment types setup having a telehealth category.
Include double-booked appointments	Add double-booked appointment time to utilisation calculations
Show all items	See all service opportunities for each patient in the table (Possible Service Opportunities Today)

Chart filters

Some filters sit directly on a graph rather than in the sidebar. These update only that specific chart, not the whole page.

Filter	What it does	How to use it
Group by	Changes the graph granularity — day, week, or month.	Use the drop-down on the right-hand side of the graph. Useful when viewing a long date range — switch to weekly or monthly to make the trend easier to read.
Compare periods	Adds 1–2 comparison period lines to a trend graph.	Select from the drop-down on the graph. Useful for overlaying last year's data to spot seasonal trends or year-on-year growth.
Utilisation type	Switches a utilisation graph between booking and consulting view.	Select from the drop-down on the graph. Useful for understanding the difference between how booked a practitioner is vs. how much time they actually spent with patients.
Drag to Zoom	By default the charts will show all available names, items, appts, etc. Drag to Zoom in on the first few in the list.	On the chart, hold and drag your mouse to zoom on a selected area of the chart, effectively zooming in on specific columns for better visibility. Reset zoom available to return to default view.
Select column to filter by field	Selecting a column will apply the column name to the filters	Select a column to see data on a specific provider, service, or appointment type. Use reset to return to default view.

Table filters

Table filters sit inside the data tables themselves and let you drill into specific rows without changing the rest of the page.

For the full guide to table customisation, see Customisable Tables: Your Data, Your Way!

Filter	What it does	How to use it
Column show/hide	Choose which columns are visible in the table.	Click the column icon and tick or untick columns to show or hide them.
Column reorder	Change the order columns appear in the table.	Drag and drop column headers to reorder.
Column search / filter	Search or filter within a specific column.	Click the filter icon on a column header to search by keyword, date range, or condition. Useful for finding a specific patient, item number, or value without changing the sidebar filters.
Pin Column	Locks the column in place to the left or right of the table.	Pinning a column locks that column (such as patient name) visible in the table so when you are scrolling to the sides, that column is always visible.

Saved filters

Group, name, and reapply your favourite filter combinations so you don't have to set them up from scratch each time.

Filters you can save: Items, Practitioner, Appointment type (and in Multisite: Items and Practice).

1. Set up	Select the filters you want to save, click Save filters in the top left of the sidebar, name the combination, and press Save.
2. Apply	Click Load filters in the sidebar and select your saved combination from the drop-down.
3. Reset	Press the Reset button at the top of the sidebar to clear all active filters.

TOP TIP! Set up all your common combinations upfront, then switch between them quickly using Load filters during your regular review sessions.

More info: Creating and Applying Saved Filters