Insights on how your practice is performing
A one-page detailed analysis of insights to show how your practice is performing. Showing 14 top metrics for measuring practice performance with the ability to share this information with your team. A great tool to show individual practitioners their performance using key metrics.
The metrics can be viewed over the last week; last month or last quarter using the filters at the top of the page.
We have also included the ability to filter by Role and by Practitioner. Filtering by Practitioner will then provide you with a Summary for that individual Practitioner that you can choose to share to provide insights on how that Practitioner is performing.
The filter 'Exclude Covid-19 vax services' will remove any billing item numbers related to the delivery of Covid-19 vaccinations.
Included in the Practice Summary cabinet are:
- Total billings
- Total unique patients
- Diary wait time
- Bulk billing %
- Time breakdown
- Billings per hour vs Appts per hour
- Appointment count and billings per appointment
- CDM item breakdown
- CDM items
- Standard consults item breakdown
- Top 10 items
- GP session hours and forecast
- Debtors
- Total recalls
Total billings
This metric shows you a summary of the total billings compared to your Budget (target gross billings) for the selected time period. Your Budget figure is entered in Cubiko Manage (Step 6). Total billings are based on service date and are inclusive of GST.
TOP TIP! Use this metric to track your practice performance against the budget target. If your practice is not meeting your Budget target, you can choose to implement strategies to help increase billings and the number of appointment bookings.
NOTE: This metric is available to view in more detail in Clinic Insights > Past clinic metrics > Total billings (by service date)
Total unique patients
This metric shows you the total number of unique patients seen and also a breakdown of how many unique patients were seen by GPs and what the total appointments were across the practice for the time period selected. The number of appointments may be more than the total unique patients, as a patient may see multiple Practitioners in one day (e.g. Doctor and Nurse).
TOP TIP! Filter by Practitioner at the top of the page to view how many unique patients and appointments each individual Practitioner had for that time period.
NOTE: You can view the appointments metric in more detail in Clinic Insights > Past clinic metrics > Appointment count
Diary wait time
The diary wait time figure represents the average time elapsed between the scheduled and the actual start time of your completed appointments. If the appointment started prior to its scheduled time, then the wait time counted will be zero (0) minutes; where the patient has arrived late for their appointment, the wait time is excluded from this average. It also does not include any waiting time before the scheduled appointment time, if the patient turned up early for their appointment.
It also includes a comparison of your diary wait time to the previous time period selected (ie. last week will compare to the previous week) and provide you with the percentage change (increase or decrease).
TOP TIP! There is evidence that extended wait times are a leading cause of patient dissatisfaction. Patients who have lower wait times may also be more inclined to refer other patients to your practice too. There are many reasons you may want to address long wait times, including ensuring your reception team is not under increasing pressure or demands from patients in the waiting room.
NOTE: This metric is available to view in more detail in Clinic Insights > Past clinic metrics > Diary wait time
Bulk billing %
This metric shows the proportion of total billings that have been bulk-billed for item numbers that are eligible to be billed to Medicare (excludes custom and DVA items).
TOP TIP! If you are a mixed billing practice, it is important to keep track of the percentage of services being bulk-billed vs private billed. This can affect your total gross billings if Practitioners are choosing to bulk bill services that should be privately billed in your practice.
NOTE: This metric is available to view in more detail in Clinic Insights > Past clinic metrics > Bulk billing by total amount billed
Time breakdown
This metric shows the proportion of session time, by role, that has been spent either consulting with patients (patient appointments), used for admin time (non-patient appointments) or was unbooked appointments. Higher percentages of consulting time indicate that your team is more heavily utilised.
TOP TIP! Use this metric to quickly keep track of how your teams' time is being utilised in the practice. Is the proportion of non-patient appointments appropriate for that role? Do your nurses need more patient appointments booked into their day?
NOTE: This metric is available to view in more detail in Clinic Insights > Past clinic metrics > Consulting hours and Clinic Insights > Past clinic metrics > Clinic consulting utilisation
Billings per hour vs Appts per hour
This metric shows both billings per session hour and appointments per session hour for each individual Practitioner. Session hour includes the time opened up in your appointment book (either via the sessions setup screen or right-click - make available). Session hour excludes practice closures, days away, and right-click - make unavailable.
TOP TIP! Use this metric to compare how your individual Practitioners are performing. Is one Practitioner seeing the most patients but also billing the lowest per appointment?
NOTE: This metric is available to view in more detail in Summary > Practice billings summary > Billings and appointments per session hour
Appointment count and billings per appointment
This metric shows the practice data over the selected time period. The two lines represent the total number of appointments and the billing value per appointment comparatively. Click into this metric to see more information about your appointments and to understand how your billing value per appointment is tracking, you can also see a breakdown by practitioners.
TOP TIP! Use the filter at the top of the page to look at individual Practitioners. How do their number of appointments compare to the value of those appointments? Is the Practitioner seeing a lot of patients but also billing a low average value per patient?
NOTE: This metric is available to view in more detail in Summary > Practice billings summary > Item breakdown > Appointment count and billings per appointment
CDM item breakdown
This metric shows a breakdown of the total item numbers billed for the selected time period. It groups the item numbers into three categories, showing both the total number billed and percentage of Chronic Disease Management (CDM) items, Health Assessments, and Other item numbers billed. To know what item numbers are included in our CDM calculations, view our article here.
TOP TIP! Use this metric to track the number of chronic disease management (CDM) items billed as a percentage of your total item numbers billed. Set yourself a practice target to achieve.
NOTE: This metric is available to view in more detail in Summary > Practice operations summary > Item breakdown
CDM items
This metric shows a detailed item number breakdown of your chronic disease management (CDM) items over the time period selected. To know what item numbers are included in our CDM calculations, view our article here.
TOP TIP! Tracking the number of each CDM item billed can be used to measure how effective the success of your Chronic Disease clinics are. By increasing nursing support to these clinics, the practice's goal would be to see an increase in the utilisation of these items.
NOTE: This metric is available to view in more detail in Clinic Insights > Past clinic metrics > Total CDM billings
Standard consults item breakdown
This metric shows a breakdown of the GP consulting item numbers (item 3, item 23, item 36 and item 44) billed for the selected time period compared to the previous 3 weeks, 3 months or 3 quarters, depending on the time period selected in the filter at the top of the page. You can compare both the totals for each item number billed and what percentage they make up of your total consultations billed.
TOP TIP! Use the Select Practitioner filter at the top of the page to show individual Practitioners their consulting item number breakdown and how it changes over time.
NOTE: This metric is available to view in more detail in Summary > Practice operations summary > Item breakdown
Top 10 items
This metric shows the top 10 most commonly billed items in your practice for the selected time period. If you hover your mouse over the columns, you will see the total number of services billed for each of these items.
TOP TIP! You can zoom in on any of our column charts by holding down your left mouse button and dragging left or right to select an area to zoom in on. Use the reset zoom button inside the graph to reset to the default view.
NOTE: This metric is available to view in more detail in Clinic Optimisation > Item optimisation > Top 10 MBS items (month vs month)
GP session hours and forecast
This metric shows the total session hours for your GPs for the time period selected. Session hour includes the time opened up in your appointment book (either via the session setup screen or right-click - make available). Excludes practice closures, days away and right-click - make unavailable.
The graph shows both historical and future session hours in your appointment book, so you can compare how they have been historically and see any changes coming up in the future.
TOP TIP! Use this metric to quickly see if there is a reduction in session hours in the future. This could possibly be due to a GP being away. You may need to make more on-the-day appointments during that time to ensure your regular patients can still get an appointment with a GP of their choice.
NOTE: This metric is available to view in more detail in Clinic Insights > Past clinic metrics > Consulting hours
Debtors
This metrics shows you a breakdown of the age and value of your current debtors (as at your last data load). You can then follow up on aging debtors in more detail in Today's clinic metrics.
TOP TIP! Keep an eye on the age of your debtors to ensure debtors older than 90 days are being followed up in a timely manner by the practice team to minimise loss of income.
NOTE: This metric is available to view in more detail in Clinic Insights > Today's clinic metrics > Debtors
Total recalls (as of last data load)
This metric shows a breakdown of your current recalls (as at your last data load) by type of recall. You can easily see how many of each type of recall are outstanding and this provides an indicator of the performance of both your Practitioners and Nurses and how quickly recall patients are being followed up. We have excluded recalls where the test results were returned to the Practice more than two years ago.
TOP TIP! Keeping an eye on this list will allow you to understand how quickly the practice recalls are being acted upon and how many patients may be falling through your current procedures. Work alongside your nurses to improve and refine your Practice policies and procedures.
NOTE: This metric is available to view in more detail in Clinic Insights > Today's clinic metrics > Recalls