To navigate to this cabinet, go to Clinic Insights tab > Patient cohort analysis
The Patient cohort analysis cabinet has three tabs — use the links below to jump to each section:
- Patient list — search and filter your patient cohort using demographic and clinical criteria
- Demographics — view a breakdown of your cohort by age, bulk billing eligibility, and gender
- Cohort growth — track the cumulative growth of your active patient database over time
Patient list
The Patient list tab lets your practice build a targeted patient list by combining filters across demographics, vaccinations, and clinical information — making it easy to identify patient groups, audit records, and spot gaps in care. Great for care gap audits, accreditation preparation, and proactive outreach for groups that fall outside your standard reporting.
Some examples:
- Female patients aged 45–75 who are on a particular medication and have a specific condition recorded
- MyMedicare-registered RACF residents under 65 who haven't had a flu vaccination this season
- Aboriginal and Torres Strait Islander patients with no concession card recorded and no upcoming appointments
NOTE: What you can see depends on your permissions.
The specific permission for this cabinet is "Patient cohort growth"
Viewers with Clinical permissions can access additional filters (conditions, observations, medications, and family history) and a richer patient table with clinical columns. Viewers without Clinical permissions see the standard patient list including demographics and appointment information.
👉 See how to grant Clinical permissions HERE
Use the left-hand sidebar to filter by patient demographics, vaccinations, and clinical information (conditions, observations, and medications require Clinical permissions). You can also filter directly within the patient list columns, which is handy for narrowing by date ranges, active conditions, or specific observations.
TOP TIP! Save time by saving your favourite filter combinations. Apply your filters, click Save at the top of the dashboard, give the set a name, and reload it anytime with Load filters. More info here.
To customise which columns appear, select Choose columns from the column filter icon. This is especially useful for bringing clinical columns such as active conditions, vaccinations, and medications into view and removing columns you don't need. Don't forget, you can drag and drop your columns in any order you need.
NOTE: To create and apply a patient group as a filter across metrics throughout Cubiko, we recommend building a cohort in Patient cohorts instead. The Patient list tab is best used as a static list to identify and action patients directly using the actionable table.
Demographics
The Demographics tab gives you insights into the demographic make-up of your patient cohort.
RACGP active patients shows the number of patients who meet the RACGP definition of active — 3 or more visits in the past 2 years — alongside your total active database patients. A useful figure to have on hand for accreditation conversations.
New patients shows the number of appointments attended by new patients in the last full three calendar months. Click through for a deeper look at new patient trends by Practitioner, appointment type, weekday, and more. Note: this extra data is only visible to viewers with access to Past clinic metrics cabinet.
Item count shows the MBS items billed for new patient appointments in the same period, giving you a quick read on the types of services new patients are accessing at your practice.
The cohort charts break down your patient cohort by age, bulk billing eligibility, and gender. Use the dropdown on these charts to switch between views.
Ethnicity shows a breakdown of your patient cohort by ethnicity. This is also a useful starting point for identifying patients who are missing ethnicity information in their file. See our Quality Improvement article for more detail on how to action this.
Tick the Patients with 3+ appts in 2 yrs checkbox to filter all charts to RACGP-defined active patients only.
TOP TIP! The RACGP defines an active patient as someone who has attended your practice at least three times in the last two years — an important figure for accreditation. The checkbox filter makes it easy to isolate this group across all demographic views.
Cohort growth
The Cohort growth tab tracks how your active patient database is changing over time. Key metrics include:
- New patient records — total new patient files created in the selected timeframe (note: a new record doesn't necessarily mean the patient has attended yet)
- Leaving patient records — patients marked as inactive or deceased in the selected timeframe
- Total active patient records — patient records currently marked as active in your database
- RACGP active patient records — patients meeting the RACGP definition of active (3+ visits in 24 months)
- Net cohort growth — the net change in your active patient cohort; positive means growth, negative means reduction
- Patient cohort by region — total patients broken down by postcode, state, or ABS statistical region. Zoom in on the map to see information about where these patients are coming from (derived from valid Australian postcodes).
Click through on New patient records, Leaving patient records, or RACGP active patient records (blue hyperlinks) to open a detailed patient list you can review and action directly.
The Cumulative growth trend shows how your active patient cohort has grown from when your practice first started using your current practice management software right through to today - a great one to have on hand for business planning conversations.
The Trend of patient cohort growth chart shows new patients, lost patients, and overall cohort change plotted over time. This is useful for spotting patterns like seasonal dips in new patients or periods of higher-than-usual patient attrition.
Hover over the trends to see data for a point in time.
Caution: RACGP inactive patients marked as active in your database haven't met the 3-visit threshold but are still showing as active. Use the click-through list to audit these and update their status in your practice management software where needed.