How to use Cubiko Settings to support your Practice
Cubiko Settings allows you to independently update your practice information. You can use it at both the initial setup stage and then at any time throughout your use of Cubiko.
We really want Cubiko to help your practice thrive, so sharing as much information as you can, will enable you to get 100% out of Cubiko.
Don’t worry – your privacy is important to us and any information that you enter into these fields cannot be viewed by anyone without access; and you are in charge of who has access.
TOP TIP! Go to Cubiko Settings to complete this information.
This article will look at how to set up targets for individual users and setting up the practice budget.
Billings Target
Found in Cubiko Settings > Billings target
This is where you can set up your practice's financial goals. We then combine this information in Cubiko to help you see if you are on track to reach your budget targets. The information entered here will be shown in metrics such as Total Billings as the target you are aiming for.
Enter your weekly billing target as an amount, and then add the daily value percentages. Be sure to check that your weekly targets do not exceed 100%.
If you would like to set up this section at a later time, please choose "No, we don't have income targets" for the first question.
Budget
Weekly Costs:
Enter any other expense amounts here as a sum total so your Weekly Expenses total an average of your normal financial year spend. The weekly costs fields added here are a guide only and anything other costs that fall outside of these suggestions may be added to Other.
The total $ value of the information added here will be used in your forecasting cabinet.
TOP TIP! Use your practices P&L accounting statement, or speak with your bookkeeper/accountant to discuss the weekly costs/expenses and income for your practice. This information will help you provide accurate data to use in Cubiko.
Questions to ask or consider for Owners or Practice Managers
- What are your total employee wages per week?
Make sure you include any registrars that you provide a base wage to here, so we can include this in the calculation. Try to make this an ‘average’ so that it represents a normal week for you.
- What are your total costs for the rent/mortgage payments for your practice?
You can include any extra payments here that contribute to your building rent or mortgage such as body corporate fees or rate payments if you want to include them.
- What do you generally spend per week on stationery and medical supplies?
A tip here would be to calculate your supply invoices over 3 months and then average these out for a period of one week.
- What other outgoing expenses do you want to include, what is the weekly sum of these outgoings?
Some examples could be Best Practice software licensing, Xero, Tanda etc.
- How much do you think you spend for every new patient that comes to your practice?
You can calculate this by looking at your online booking dashboard, to understand what portion of your spending goes towards new patients.
- How much do you spend on any other marketing?
You can factor in other expenses here such as brochures, appointment cards, website maintenance, signage etc. You can average this out over a week within a set period of time.
- Are there any other outgoings that your practice has, that you haven’t accounted for in the above answers?
Enter any other expense amounts here as a sum total so your Weekly Expenses total an average of your normal financial year spend.
Weekly Income:
Enter any other income amounts here as a sum total so that your Weekly Income figures, total an average of your normal financial year income. Be sure to include your service fees, and all other income generated through your practice.
The weekly income fields added here are a guide only and any other income that may fall outside of these suggestions may be added to Other Income.
The total $ value of the information added here will be used in your forecasting cabinet.
Questions to ask or consider for Owners or Practice Managers:
- Do you have any room rental agreements, subleases or hire any rooms out for other Practitioners?
Include any room rental or lease agreements you have in place at your practice. This may include pathology, allied health or specialists using your rooms.
- Thinking about your PIP, WIP and any other incoming payments for your practice in this area, what would the weekly average be for your last quarter?
You can adjust these at any time if they vary.
- Is there any other income you can think of to include here?
Remember, Cubiko already calculates your gross billings from Best Practice, so don't include that here.
TOP TIP! If you don’t have this information at hand, you can always come back to Cubiko Settings and add it later. However, you should be aware that without this information, some of the metrics you see in Cubiko will not be accurate. These metrics include but may not be limited to Practice Forecasting metrics and viewing Billing Target in our Total Billings metric.
User Targets
Found in Cubiko Settings > User targets
This is where you can set up your role and individual user goals. We then combine this information in Cubiko to help you see if you are on track to reach their targets.
There are 2 tables on this page to be aware of:
User Targets by Role Defaults
By adding role based targets in this top table it will apply these targets to the individuals with that role type by default. They can be adjusted in the table underneath for individuals who may have a variation.
User Targets by Individuals
TOP TIP! Want to know more about the difference between Session Hours, Booked Hours, and Consulting Hours? Our Cubiko time definitions for utilisation knowledge base article will clear things up for you.
Questions to ask or consider for your Practitioners:
- What is the user’s target number of Appointments per hour?
Most Practitioners have a preference for how busy they like to be, and have a set number of patients they see per hour. You can see each Practitioners Appointments per hour and how they sit compared to the target you set from them, once it has been completed in Cubiko Settings.
- In dollars, what are the user’s target billings per hour?
You can talk to your Practitioners about this hourly goal by suggesting a daily goal and then breaking that down by how many patients they would ideally like to see in one session, thinking about their usual session hours.
- In dollars, what is the user’s target billings per appointment?
You can talk to your Practitioners about this appointment goal by discussing what kind of items they regularly bill and exploring how often they use other item numbers outside of your standard consultation item number.
- What is their target utilisation? The % of the time the provider is booked over their available sessions
Do your Practitioners like to be 100% utilised with their time in the appointment book, or do they like having spare time? You can probably get a really good picture of this based on answers to the previous questions.
