How to use Cubiko Settings to support your Practice
Cubiko Settings (formerly Manage) 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 share with us cannot be viewed by anyone else.
This article will look at how to set up targets for individual users and setting up the practice budget.
TOP TIP! Go to Cubiko Settings to complete this information under Advanced.
Targets
These questions are a great conversation starter with your Practitioners to get them talking about what they would like to achieve. You can show them their current data in Cubiko by selecting them from the Practitioner drop-down filter, so they can see their own historical averages. If you would like to show your providers their data in Cubiko, we would recommend selecting only their data and showing them the Past Clinic Metrics section in Cubiko.
Questions to ask or consider for your Practitioners:
1. 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.
2. 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.
3. 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.
4. 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.
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.
TOP TIP! Go to Cubiko Settings to complete this information under Advanced.
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.
Weekly Costs: 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: 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.