This article outlines the instructions to solve the issue of multiple user listings in Cubiko for the same provider in your Pracsoft/MedicalDirector database
Cubiko showcases a range of data generated through the information we extract from your Practice Management Software (PMS). This includes sessions, appointments, billings, and other important information.
When a user has multiple listings in your PMS, they may be listed multiple times in Cubiko showing data for only specific areas. You may see this when filtering to a certain provider or looking at data, only to see their name multiple times and the data has been split up.
Please see more information below on:
Why this happens
There are 3 locations in Pracsoft/MedicalDirector that list users/practitioners - which, if not synced correctly can cause duplication within Cubiko.
1. Medical Director Clinical:
Users > Setup Users
2. Pracsoft Waiting Room:
Admin > User List
3. Pracsoft Appointment Book:
Setup > Practitioners
Depending on how you have added your practitioners to your PMS, these may or may not have synced/updated correctly. Please ensure you refer to the Pracsoft user guide within the help section of MedicalDirector/Pracsoft when creating your users.
How to fix this issue
For Cubiko to identify them as the same person, the names will need to be exactly matching in your Pracsoft waiting room and Appointment book/s setup. You can easily fix the setup in your software so the users will read in your Cubiko dashboard as separate users.
CAUTION: Do not delete or remove any of your existing users, follow the Action Steps below instead.
Action Steps
The names will need to be updated in your practice software in the appointment book/s setup. We suggest using a copy & paste function when doing this:
1. Go to Pracsoft Waiting Room > Admin > User List and copy the users full name exactly as it is shows.
2. Go to the Pracsoft Appointment Book > Setup > Practitioners and edit the free text Practitioner name (paste) to reflect exactly what is listed as the user's Full Name listed in Pracsoft Waiting Room (Step 1)
TOP TIP: If you have multiple appointment books, the names in each location and waiting room will need reviewing.
NOTE: It will take an overnight extraction for this change to take effect in your Cubiko dashboard.
Cubiko User Settings
After applying this fix and after an overnight extraction, you may still see multiple of the same user listed in Cubiko on the Settings > User page. This is fine - if they are exact, they will only be reflected as one provider in your Cubiko dashboard and filters.
It is recommended to review your Cubiko User settings to ensure the duplicate users have been allocated the same Role type, Include in metrics, Appointment information, and Service Fee (if added).
Additional Information:
MD and Cubiko - setting up your diaries