Understanding the home of the data-empowered Practitioner
My Cubiko is an individual summary cabinet for the data-empowered Practitioner, providing you insights and analysis into your billings, patients, and diary.
View our short video below to gain an overview of the My Cubiko cabinet.
TOP TIP! To access in-depth breakdown videos for each specific metric, enrol in our comprehensive My Cubiko training course. Click here to get started!
If you have more than one cabinet permission in Cubiko, you can navigate to this metric by going to Summary > My Cubiko.
The sections included in this article relating to My Cubiko are:
- Daily review - Review this page daily for actionable insights into your possible service opportunities, urgent recalls and unactioned items.
- Weekly review - Use the weekly review to monitor your key billing reports and actionable items from the past 7 days.
- Monthly review - Use the monthly to review important billing & and patient indicators, and to monitor billed items against MBS benchmarking.
- My Diary - Use this page to gain further insights into key metrics around your diary, utilisation and appointments.
- My Patients - Use this page to learn about your patients and check if you have any outstanding unactioned items and recalls.
- My Billings - Use this page to gain further insights into key billing reports and your operations.
Daily review
Review this page daily for actionable insights into your possible service opportunities, urgent recalls and unactioned items. Click into a metric to gain deeper insights and apply date filters.
My Cubiko window - service opportunities
This table shows a detailed breakdown of all of the possible item number service opportunities that the patients you are seeing today may be eligible for. It is based on your patients' demographics and billing history at your practice. The list is ordered in appointment date and time order.
You can download this list as a .CSV file to open in Excel and print, using the download arrow on the right-hand side of the metric.
Use the Open new window button to pop this out into a list in a window that you can drag and resize and have running next to your practice management software.
TOP TIP! Please note the pop-out window session will automatically expire after 12 hours!
Urgent recalls
This figure is the number of patients who have an urgent and non-urgent recall and are not marked as contacted.
Unactioned inbox items
This figure is the number of unactioned items in the inbox.
Weekly review
Use the weekly review to monitor your key billing reports and actionable items from the past 7 days. Click into a metric to gain deeper insights and apply date filters.
Total billings (by service date)
The top figure is your billings (inclusive of GST, and based on service date) for the selected time period. The 'LY' ('Last Year') is the amount billed for the same selected time period last year. The graph shows the trend of your billings on a weekly basis for the selected time period.
Total billings (by service created date)
The top figure is your billings (inclusive of GST, and based on service created date) for the selected time period. The 'LY' ('Last Year') is the amount billed for the same selected time period last year. The graph shows the trend of your billings on a weekly basis for the selected time period.
Total Payments (by paid date)
The top figure is your billings by date paid (inclusive of GST, and based on paid date) for the selected time period. The 'LY' ('Last Year') is the amount billed for the same selected time period last year. The graph shows the trend of your billings on a weekly basis for the selected time period.
Billings per patient appointment
This figure represents average billings per patient (incl. GST, often called billings per appointment) for the selected time period. It is compared against the average billings per patient for the same period last year. If you have access to practice averages it will appear in the right-hand corner.
Bulk billing % of total billings
This figure represents the proportion of total billings that have been bulk billed for the item numbers that are eligible to be billed to Medicare and DVA. The 'LY' is the percentage of your billings that were bulk billed for the same selected time period last year. The graph shows the trend of bulk billings on a weekly basis for the selected time period, compared to last year. If you have access to practice averages, the 'PA' will appear in the lower right-hand corner.
CDM % of total Billings
The top figure is the percentage of your billings that come from CDM for the selected time period. The 'LY' is the percentage of your billings that come from CDM for the same selected time period last year. The graph shows the trend of the % of your billings that can be attributed to CDM on a weekly basis. If you have access to practice averages, the 'PA' will appear in the lower right-hand corner.
Telehealth Billings
This metric shows you the percentage of total billings from Telehealth consults and the gross billing generated by Telehealth consults. If you have access to practice averages, this will appear in the bottom right-hand corner.
Appointment length does not match billings
This figure shows the number of appointments where the recorded visit length does not align with the MBS item billed. For example, if a standard appointment runs significantly over time, but was still billed as an Item 23 and not an Item 36 (long appointment).
Investigations contacted, not given
This figure represents the number of recalls where the investigation has been marked as contacted, but the result is not marked as given on the patient file. Use this list to review your patient files to see if you have already discussed these results with the patient, and then mark the result as given by ticking the box in your patient file.
Days till third next available appointment
Third Next Appointment Available (TNAA) is an internationally recognised measure that can be used as a proxy indicator for patient access and practitioner available capacity.
This metric shows the average days until the third next available appt for each Practitioner. This can be used to measure appointment delay, and also as a metric to determine available capacity.
Appointment count
The figure represents the number of completed /invoiced /paid appointments over the selected timeframe. Some practices consider this the number of patients seen. It excludes appointment types not nominated under practice preferences.
DNA rate
This figure represents the proportion of appointments in the selected time period where the patient did not attend.
Wait time
The figure represents the average time difference between the scheduled and the actual start time of appointments with a status of ‘Completed’, ‘Billed’ or ‘Paid’. If the appointment started prior to its scheduled time, then the wait time will be zero (0) minutes; where the patient is late for the appointment, the wait time is excluded from this average.
Monthly review
Use the monthly review of important billing and patient indicators, and monitor billed items against MBS benchmarking. Click into a metric to gain deeper insights and apply date filters.
Prescribed pattern of services
This figure is the number of days that you have billed 80 or more professional attendance services or 30 or more telephone services in the last 12 months.
More information about these rules can be found on the Department of Health & Aged Care website Prescribed pattern of services-the 80/20 and 30/20 rules.
Billings on hold
This figure represents the number of invoices that are currently on hold.
Unbilled appointments
This figure is the number of appointments that do not have an invoice with the same service date.
Debtors
This figure is the number of unpaid invoices for your third-party debtors (patient account, account holder, contact account and WorkCover). Click through to see a more detailed list of debtors.
MBS benchmarking
This metric breaks down the percentage each consult item number makes up compared to the total consulting items billed for the selected time period. Click through for a greater breakdown of the MBS benchmarks and how you compare to these benchmarks.
Billings per hour vs appt per hour
This metric shows the average billings per hour and average appointments per hour for each Practitioner at the practice.
Top 10 MBS items
This metric shows the top 10 most frequent items you have billed in total and as a percentage of the total item numbers billed this month. If you have access to practice averages you will also see the top 10 most frequent item numbers for the practice. Click through to see more information about your item billings.
Appt count and billings per appt
The graph shows the total number of appointments per week and the average billing value per appointment broken down on a weekly basis.
New patients
This figure represents the number of patients who attended their first appointment in the selected time period. Click to see the number of new patient appointments at a daily level and split by booking mode, either online or conventional (reception).
New patient conversion rate
Of the total number of patients whose first appointment fell within the selected time period, what percentage of those have become regular patients of the practice, returning for a total of three or more appointments since their first appointment. View this metric over a longer time period (such as This Year) to get a true reflection of your new patient conversion rate.
Utilisation
This figure shows the proportion of available time that has been spent consulting with patients. Higher numbers indicate that you are more heavily utilised with patient consulting time.
Time breakdown
This metric shows your breakdown of time over the selected time period for Consulting time (patient appointments), Admin time (non-patient time) and Unbooked appointments (empty appointments). It also shows the practice average breakdown of time for your provider role (e.g. Doctor).
My Diary
Use this page to gain further insights into key metrics around your diary, utilisation and appointments. Use the date filter to customise the date range. Click into each metric for a specific breakdown and more insights.
Total opportunities
This figure represents the total number of opportunities your patients may be eligible for.
Appointment count - Weekly review
Days till third next available appt - Weekly review
DNA rate - Weekly review
Wait time - Weekly review
Utilisation - Monthly review
Utilisation today
This figure shows the proportion of available time that has been booked to see patients for today. Higher numbers indicate that you are more heavily booked.
In Cubiko, we measure how busy a Practitioner is in two ways:
- Booking utilisation is the proportion of available time that has been booked, and is calculated by dividing the duration of all booked appointments (completed, billed, paid, booked, double-booked, DNA) by the total available session hours.
- Consulting utilisation is the proportion of available time that has been spent consulting with patients, and is calculated by dividing the duration of all consulting time (booked, completed, billed, and paid appointments) by the total available session hours.
Time breakdown - Monthly review
My Patients
Use this page to learn about your patients and check if you have any outstanding unactioned items. Use your date filter to customise the date range. Click into each metric for a specific breakdown and more insights.
Urgent recalls - Daily review
Unactioned inbox items- Daily review
Investigations, contacted not given - Weekly review
New patients - Monthly review
New patient conversion rate - Monthly review
MyMedicare Patient Cohorts:
See the proportion of patients who are MyMedicare registered out of the total number of eligible patients. Patient eligibility is based on two face-to-face visits in the past 24 months. * MyMedicare registration status is from your latest CSV upload of MyMedicare Registered patients. To have registered patients in your My Cubiko, ask a team member to import the CSV of registered patients from HPOS to Cubiko, steps on how to import can be found here.
Clicking into each list will also show your full list of patients, CDM patients and RACF patients alongside those registered MyMedicare patients.
My Patients" default setting designates a patient as yours based on any of the following criteria being set as you: Usual Doctor, Registered Practitioner, Patient Preferred Doctor, Next Appointment, and Last Appointment. Utilise the dropdown menu to filter the list of patients based on these categories. You can use the other filters on the page to filter lists of patients via age bracket, gender, location, concession card, DVA card and more!
TOP TIP! Review our MyMedicare knowledge base for key resources on all things MyMedicare! CLICK HERE!
My Billings
Use this page to gain further insights into key billing reports and your operations. Use your date filter to customise the date range. Click into each metric for a specific breakdown and more insights.
Total billings (by service date) - Weekly review
Total billings (by service created date) - Weekly review
Total Payments (by paid date) - Weekly review
Billings per patient appointment - Weekly review
Bulk billing % of total billings - Weekly review
CDM % of total Billings - Weekly review
Telehealth Billings - Weekly review
Billings per hour vs appt per hour - Monthly review
Prescribed pattern of services - Monthly review
Billings on hold - Monthly review
Debtors - Monthly review
Appointment length does not match billings - Weekly review
Unbilled appointments - Monthly review
MBS benchmarking - Monthly review
Top 10 MBS items - Monthly review
GP consults and item breakdown
This graph tracks the number of general practice services billed at the practice per week categorised by their item number over a period of time.
Appt count and billings per appt - Monthly review