Zedmed - Completing Cubiko Settings

This article will help you understand how to use Settings to set up your Cubiko data

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 share with us cannot be viewed by anyone else. If you're interested in learning more about how Cubiko handles your data, you can visit our trust centre for more information.

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There are essential settings such as Users and Appointments, and then optional  metric settings that provide more insights but are not essential for the initial setup of Cubiko. These settings are:

1. Viewers:

• Setting up and managing viewers 

2. Metrics: 

• Users - essential settings that must be completed before you can use Cubiko for your Practice
• Appointments - essential settings that must be completed before you can use Cubiko for your Practice
• User Targets

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Let's get started!

If this is your first time completing Cubiko Settings, you will have received an email from us, to let you know that we are ready for you to complete your Settings. 

You can access Settings from the Cubiko Homepage, by clicking the settings icon in the sidebar.

Now that you have opened the Settings page, you should see something like this:

If you have multiple practices, select the practice you would like to complete settings for, from the drop-down box. Choose the practice you would like to set up first (if you have access to multiple locations, you may only have access to one location). 

Use the tabs on the left of the page to navigate through all the available settings. 

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Setting up and managing viewers

You can add your team members to view your Cubiko data and decide which cabinets they should have access to.

Each team member should have their own Cubiko login for seamless login and management.

Once you have navigated to Settings, head to the Viewers tab and click on Create new Viewer.

Enter the viewer's details and select their role. 

The next step will take you through allocating the permissions. 

When choosing permissions you can select either bundles OR individual cabinets please what is included and the recommended roles we suggest for each option below:

Recommended Viewer permission settings

Permission level	Role	Default cabinets included	Add on recommended cabinets
Full access	Practice Manager Practice Owner Practice Owner - GP Business Manager Operations Manager Regional or Area Manager General Manager CEO CFO COO	Bundles: All Zedmed metrics All Zedmed settings
Selected access	Nurse	Appointment optimisation Today's clinic metrics Item optimisation	Billing Optimisation
Selected access	Reception / Admin	Appointment optimisation Today's clinic metrics	Billing Optimisation Future clinic metrics
Selected access	IT Support	Reconciliation page

How to reset a password for a Viewer

You can reset another Viewer's password if they have access to your Cubiko practice dashboard. Or the viewer can do this themselves by clicking on 'Forgot Password' at the login page. 

From Viewer Settings, you can click on the name in the list that you want to reset the password for.

This will open another page, scroll down to the Reset Password button.

Click on Reset Password. Once clicked, confirm this is the Viewer you wish to reset the password of. The Viewer will then receive an email to ask them to reset their password.

How to reset Two-factor Authentication for a Viewer

If a Viewer has lost or replaced their mobile (or other two-factor) device, you can use this function to reset their two-factor authentication (2FA) details, and they will be prompted to re-register their two-factor method the next time they log into Cubiko, just the same as if they were a new viewer.

From Viewer Settings, click on the name of the Viewer in the list you want to reset the Two-step Authentication for.

This will open another page, scroll down to Reset Mobile Two-step Authentication.

Click on Reset 2FA. Once clicked, confirm this is the Viewer you wish to reset the Two-factor Authentication for. The Viewer will then receive an email to ask them to reset their Two-step Authentication.

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Users

Select the Users tab from the list to the left of the page. 

There are two tables on this page, so let us explain what they are and what you need to do with them:

Role Defaults

The first table is called Role Defaults and shows the current role default answers for the questions for each role type. These are the typical answers most practices would choose for these role types, and we have pre-selected them to make your Cubiko setup quicker and easier!

You can change these defaults by checking and unchecking the boxes under the questions. Your preferences in this table will automatically apply to any new users you add to Best Practice and you won't need to set this part up again.

Users

The second table underneath is called Users and shows your current individual users in your practice management software. 

Firstly, ensure you assign the user the correct role in the Role column.

Assigning them a role will automatically update the checkboxes, to the defaults for the roles, as set in the table above.

If you would like to amend an individual's default settings without affecting the role default answers, you can check the boxes in this table where applicable.

For example, you may want to use this option when you only want to include some of your Allied Health team in Cubiko metrics and need to exclude certain Allied Health users. 

A created date for when the User was added to your Practice Management Software is listed and any new Users added in the last 7 days will be highlighted in blue for ease of identifying and setting up. 

 

Things to consider when answering the questions:

• Include in metrics? Should this user be included in your metrics? For example, do they have an appointment book or billings in your Practice management software, if yes, then more than likely you would want to include this role or user in your Cubiko metrics. 
• Include in metrics when inactive? If inactive users from this role should be included in metrics, please ensure you check the boxes below where applicable. You may change this at any time. For example, you may wish to apply this to the Doctor role, so if a Practitioner were to leave your practice and you mark them as inactive in your practice management software you will still see their data in Cubiko. 
• Has patient appointments?  If this role or user usually has appointments with patients, either face to face or via telehealth, ensure you check the boxes below for each role or user where it is applicable. 
• Are appointments confirmed? If this is a role or user whom you usually send reminders to their patients about their appointments, ensure you check the boxes below where applicable. This ensures it is included in metrics such as ‘Unconfirmed appointments for tomorrow'.
• Percentage due to Practice: In general, what percentage of billings does this user pay the practice as a service fee? This percentage split will show in our metric "Gross billings vs amount due to Practice".

Great! 

Ensure you click "SAVE" on your settings before moving to the next area. 

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Appointments

Setting up your Appointments is very similar to the User setup you just did! ​ ​Setting up Appointments for your Practice is essential for Cubiko so your data is counted correctly in the metrics. 

A created date for when the Appointment was added to your Practice Management Software is listed and any new Appointments added in the last 7 days will be highlighted in blue for ease of identifying and setting up. 

Select the Appointments tab from the list to the left of the page. 

We are going to ask you some important questions and this is what you need to consider when answering the questions about your appointments:

• Include in metrics? Should this appointment type be included in your metrics? For example, is this a drug rep or meeting appointment type that you don't want to count? If it is the latter, ensure you un-check the boxes below for each user where it is applicable. 
• Is this a patient appointment?  If this is an appointment that is allocated to a patient, whether it is face-to-face or telehealth, ensure you check the boxes below where applicable. Appointment types marked as non-patient-facing will not be counted in consulting time and will be counted in admin time. 
• Telehealth appointment?  If this is a telehealth appointment type, ensure you check the boxes below where applicable. This ensures that the appointment type is included in metrics regarding telehealth. Appointments marked as telehealth will also be filterable in various metrics.
• Do you send reminders? If this is an appointment that you usually send a reminder to a patient about, ensure you check the boxes below where applicable. This ensures it is included in metrics such as Unconfirmed appointments. 

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User Targets

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