Advanced Business Intelligence allows users to create custom dashboards and reports in the Insights module. Users can create dashboards, which hold reports, charts, and other various graph types to analyze, compare, and share data with other users in the organization. This data derives from fields found within CentralReach and the Data Warehouse. Users can choose the source of data when creating custom reports. Please note, the “Scheduling” data source includes data from 13 months prior to the date of viewing.

Each custom dashboard includes widgets. Widgets allow users to choose how they want to visualize data. Users can select fields found in the “Data source” to compare the data from each field. The data can then be customized by graph type.

Users can also filter the data and redesign the widget.

Once a widget has been created, users can utilize AI to further analyze the data found in the widget. After clicking the lightbulb icon on the right-hand side of the widget, “Exploration Paths” will display breakdowns of the widget information and data trends over time. AI information can then be downloaded as images to local devices.

Once multiple widgets have been created, they can be moved around for users to visually prioritize which KPIs and data are emphasized in the dashboard.

Click here to learn how to edit a dashboard.

Click here to learn how to duplicate and delete a dashboard.

Advanced Business Intelligence Field Mapping V9.2

Advanced Business Intelligence (ABI) Clinical Field Mapping v9.6

Users with the following permissions can assign designers to dashboards. These permissions can be enabled via the Permissions module.

1. Settings > Designer Seat Management
   • Access to manage report designer seats.

Click here to learn about the Insights module’s permissions.

Introducing CR Insights: Advanced Business Intelligence, a new solution for gaining mission-critical data insights via dashboards and reports in the Insights module. Users can access and filter pre-made dashboards, and authorized designers can create custom dashboards and reports to share near real-time data with other users in the organization.

Click here to learn how to create a custom dashboard.

Click here to learn about Advanced Business Intelligence permissions.

Designer Licenses are assigned to users, so that they can create custom dashboards and reports to share near real-time data with other users in the organization. Organizations with an Advanced Business Intelligence (ABI) subscription may have one or more designer licenses. To purchase additional designer licenses, please contact your Account Manager. 

Users with the (Settings > Designer Seat Management) permission enabled can manage designer licenses in the “Settings” section of the Insights module. Without designer licenses, organizations can filter pre-built dashboards, but cannot add filters to reports or create custom dashboards.

Click here to learn how to assign designer licenses.
Click here to learn how to view the Insights module Settings.

The Auth Hours Utilization Cube utilizes authorization and billing data to track all active hour-based authorizations, allowing organizations to determine if they are maximizing their authorization utilization. Because the cube uses billing data, authorization utilization rate only considers converted appointments. Both billable and non-billable entries are included. Authorizations based on units and visits along with authorizations that have a frequency of “once” are not included in this cube. 

To accurately calculate authorization utilization for all currently active hour-based authorizations, the data cube breaks down each authorization group to determine utilization on a daily basis, regardless of the authorization frequency. Therefore, the cube has a unique record for each day the authorization group is valid. By breaking down an authorization group to the day granularity, users can keep running totals to calculate utilization on a weekly, monthly, or all-time basis for any date range from the inception of the authorization to the current date. 

Field mapping documentation: Auth Hours Utilization Cube Field Mapping v9.8

In the example below:

• The authorization group for client Jane Doe is valid from 1/1/2023 to 8/28/2023, which totals 240 days. Therefore, the new cube will contain 240 records for this authorization group.
  • Note that this authorization group has two service codes. All calculations are done on the authorization group level, so when either code is billed, it will contribute to the worked hours of this authorization group, not the individual service code.
• To determine the daily authorized hours in this example, the total group authorized hours (240) is divided by the number of days in the authorization (240) , which in this case, is 1 hour per day.
• Each record will have calculations such as Daily Authorized hours, Prorated Authorized hours, Worked hours, etc.
  • On Day 2, the Daily Authorized hours is 1, the Prorated Authorized Hours is 2, and the Worked Hours is 3.
  • On Day 7, the Daily Authorized hours is 1, the Prorated Authorized hours is 7, and the Worked Hour is 2.
• Users can total this data across data ranges to get weekly, monthly, and to-date totals:
  • For Week 1 of the authorization, the Prorated Authorized Hours is 7, while the worked hours is 5. This yields an authorization utilization rate of 71% .
  • Week 2’s authorization rate is 43%.
  • Assuming that today is 1/14/2023, the authorization utilization rate from inception to now is 57%.

The Authorization Analysis Report contains utilization ratios and authorization hours as insights to compare client, provider, and manager authorizations.

The report contains the following widgets and filters:

Widgets

• % of Auth Hours Used and Total Auth Hours as an Indicator widget
• % of Auth Hours Used and Total Auth Hours Over Months
• Upcoming Authorization Expirations 
• Provider: Scatter Chart comparing Auth Hours by % of Auth Hours Used with Remaining Auth Hours as bubble size.
• Client: Scatter Chart comparing Auth Hours by % of Auth Hours Used with Remaining Auth Hours as bubble size.
• Authorizations by Manager: Tree map sized as Auth Hours and colored as % of Auth Hours Used.
• Utilization Details

Filters

• Months or Days
• Provider
• Client 
• Manager

Click here to learn how to view the Authorization Analysis Report.

The Authorization Utilization – Hour Based Dashboard allows users to easily monitor authorization utilization for active hour-based group authorizations in their practice(s). Currently, the dashboard uses billing entries to determine authorization utilization, so appointments that have not been converted will not be included in any calculations. The dashboard references the Auth Hour Utilization cube, which contains authorization data and 13 months of billing data prior to the date of viewing. This dashboard is located in the Client Management folder of the Insights module.  

The key metric used in this dashboard is Authorization Utilization Rate which is calculated by dividing Total Worked Hours by Prorated Authorized Hours: 

Prorated Authorized Hours are calculated by multiplying the daily authorized hours for the authorization group by the number of days that have passed in the authorization. Daily authorized hours are determined by dividing the total authorization group hours by the number of authorized days.  

In the example below, client Jane Done has an authorization group for 240 hours that is valid for 240 days. The daily authorized hours for this authorization group is 1 hour. Assuming that today is day 100 of the authorization, the Prorated Authorized Hours are 100 (1 x 100). In addition, if 85 service hours have been billed for this group authorization as of today, the current Authorization Utilization Rate is 85% (85/100).  

 The dashboard can be filtered by: 

• Authorization Utilization Date 
• Client Office Location 
• Client Active Status 
• Client Full Name  
• Auth Service Code Types 
• Auth Service Code Categories 
• Auth Service Codes 
• Payor Name 
• Auth Manager 
• Client Labels 
• “Is Past Date”  
  • This is a locked filter that ensures future authorization data is not included in any dashboard calculations, as the cube prorates authorized hours for every day the authorization group is valid.  

The following widgets are available:

• Authorization Utilization Rate
  • This widget shows the overall authorization utilization rate for all active authorization groups during the selected timeframe. This allows users to see what percentage of the prorated authorized hours have been worked during the selected time frame.
    • Note that the group’s total hours are prorated by evenly distributing it by the number of authorized days.
• Worked Hours
  • This widget shows the total worked hours associated with any active authorization groups during the selected timeframe. This value is the numerator of the Authorization Utilization Rate.
• Authorized Hours
  • This widget shows the prorated authorized hours associated with any active authorization groups during the selected timeframe. This value is the denominator of the Authorization Utilization Rate
• Authorization Utilization Rate by Service Code Category.
  • This widget shows the Authorization Utilization Rate and Prorated Authorized Hours by Service Code Category
  • Since each authorization group can have multiple service codes, they may also have multiple service code categories. Each unique group of service code categories will appear in this graph.
    • For example, if an authorization group has two service codes, one for Parent Training and one for Supervision, the category it will appear in on this graph is “Parent Training; Supervision.” This widget allows users to see how the authorization utilization rate changes based on service code category and which service code category has the highest or lowest authorization utilization rate.
  • Note that if the prorated authorized hours are low, it could mean the sample size is relatively small.
• Authorization Utilization Rate by Client Office Location
  • This widget shows the Authorization Utilization Rate by Client Office Location. This allows users to see if the authorization utilization rate has been consistent across all office locations.
    • Note that this is based on the client office location, which can be different from the actual service location in the billing entries.
• Weekly Authorization Utilization Rate
  • This widget shows the weekly Authorization Utilization Rate and Prorated Authorized Hours during the selected date range.
    • Note that the beginning or ending week could show partial data depending on the selected date range.
  • This allows users to see if the authorization utilization rate has been consistent each week and if the prorated authorized hours have been consistent each week.
    • Note that if they are decreasing over time, it could indicate caseload changes or challenges with new authorization approval.
• Monthly Authorization Utilization Rate
  • This widget shows the monthly Authorization Utilization Rate and Prorated Authorized Hours during the selected date range:
    • Note that the beginning or ending month could show partial data depending on the selected date range.
  • This allows users to see if the authorization utilization rate has been consistent each month and if the prorated authorized hours have been consistent each month.
    • If they are decreasing over time, it could indicate caseload changes or challenges with new authorization approval.
• Monthly Non-Worked Authorized Hours
  • This widget shows the monthly Non-worked Prorated Authorized Hours = (Prorated Authorized Hours – Worked Hours). This allows users to understand how many prorated authorized hours are not worked each month.
    • Non-worked prorated authorized hours are potential revenues left on the table since the payor has approved the service hours.
      • Users should review the list of currently active authorization groups and the associated non-worked authorized hours in the table at the end of this dashboard.
      • Note that this does not take the client-accepted hours into consideration.
• Monthly Authorization Utilization Rate Details
  • This table provides a breakdown of the “Monthly Non-Worked Authorized Hours” graph to understand how non-worked hours are calculated and how they affect the Authorization Utilization Rate.
  • The table reports the following metrics for each month:
    • Total Worked Hours
    • Prorated Authorized Hours
    • Authorization Utilization Rate
    • Non-Worked Prorated Hours
  • Non-worked prorated authorized hours are potential revenues left on the table since the payor has approved the service hours.
    • Users should review the list of currently active authorization groups and the associated non-worked authorized hours in the table at the end of this dashboard.
  • Note that this does not take the client-accepted hours into consideration.
• Authorization Utilization Rate by Authorization Manager
  • This widget shows the authorization utilization rate by authorization group manager. This allows users to see which auth manager has the highest or lowest authorization utilization rate and potentially spot specific challenges or performance issues for certain auth managers.
• Authorization Utilization Rate by Client
  • This widget shows the authorization utilization rate by client. This allows users to see which client has the highest or lowest authorization utilization rate and possibly identify scheduling challenges or other factors impacting appointments with these clients.
• Current Active Authorization Utilization Details (from inception to the last updated date, regardless of selected date range in the filter)
  • Regardless of the selected date range in the filter, this table always shows the latest data for all active authorization groups. All information is grouped by authorization groups where the end date is on or after the last updated date.
  • There are 3 types of information:
    • Basic Authorization Group information, such as client name, service codes, authorization group start and end date.
      • Two clickable links are also included to the authorization group details page (“Link to Auth Details”) and billing page (“Link to Billing Details”) with all billing entries associated with this auth group.
    • Cumulative Authorization Group Utilization information (from inception to date), such as auth utilization rate, cumulative worked hours, and prorated authorized hours.
      • The prorated authorized hours that are not worked have been included to show revenue growth opportunity and identify auth groups that may need additional hours scheduled to catch up on the authorized hours.
    • Forward-looking Authorization information, such as remaining authorized hours, current weekly worked hours, and recommended weekly worked hours going forward to fully utilize all the authorized hours.
      • Please note that this could be an unrealistically large number, especially if the auth group is expiring soon, so it serves as a reference. Additionally, it doesn’t take into account scheduled hours.
  • This table allows users to see which client’s authorizations are in need of scheduling more hours and how many days are left in order to catch up on the authorized hours.
    

The BillMax Payment Summary Report provides insights into claim effectiveness, billed amount vs. agreed charges, forecasting cashflow based on last quarter and quarter-to-date claim activity for BillMax users.

Legend

• Light blue: Total insurance payments 
• Caramel: Total client payments 
• Mustard: Total client receivables 
• Dark blue: Total insurance receivables 
• Red: “Initial bill failed” / Agreed charges amount 
• Navy: Total billed charges 
• Gray: Total agreed charges 

The report contains the following filters and widgets: 

Filters 

• TimeBillingLabelAddedOn > Time Frame > Quarters > This & Last Quarter 
• TimeBillingLabelName > Text > Starts With > Billed By Bronco 
• TimeBilling Deleted Date > List > Years > N/A (Locked) 
• TimeBilling Label Added On > List > Weeks > Included all (Locked) 
• PaymentPayorName > List > Include all 

Widgets 

• Last Quarter-Insurance 
  • Values: Past Quarter Insurance Payments 
    • Formula: ([Total Insurance Payments], [Quarters in TimeBillingLabelAddedOn]) 
      • Filter on TimeBillingLabelAddedOn: Time Frame > Quarters > Last Quarter 
  • Secondary: Past Quarter Total Insurance Receivables  
    • Formula: ([Total Insurance Receivables], [Quarters in TimeBillingLabelAddedOn]) 
      • Filter on TimeBillingLabelAddedOn: Time Frame > Quarters > Last Quarter 
• Current Quarter – Insurance
  • Values: Quarter-to-Date Insurance Payment 
    • Formula: ([Total Insurance Payments], [Quarters in TimeBillingLabelAddedOn]) 
      • Filter on TimeBillingLabelAddedOn: Time Frame > Quarters > This Quarter 
  • Secondary: Quarter-to-Date Receivables 
    • Formula: ([Total Insurance Receivables], [Quarters in TimeBillingLabelAddedOn]) 
      • Filter on TimeBillingLabelAddedOn: Time Frame > Quarters > This Quarter
• Last Quarter – Client 
  • Values: Past Quarter Total Client Payments 
    • Formula: ([Total Client Payments], [Quarters in TimeBillingLabelAddedOn]) 
      • Filter on TimeBillingLabelAddedOn: Time Frame > Quarters > Last Quarter 
  • Secondary: Past Quarter Total Client Receivables 
    • Formula: ([Total Client Receivables], [Quarters in TimeBillingLabelAddedOn]) 
      • Filter on TimeBillingLabelAddedOn: Time Frame > Quarters > Last Quarter
• Current Quarter – Client 
  • Values: Quarter-to-Date Client Payments 
    • Formula: ([Total Client Payments], [Quarters in TimeBillingLabelAddedOn]) 
      • Filter on TimeBillingLabelAddedOn: Time Frame > Quarters > This Quarter
  • Secondary: Client Receivables 
    • Formula: ([Total Client Receivables], [Quarters in TimeBillingLabelAddedOn]) 
      • Filter on TimeBillingLabelAddedOn: Time Frame > Quarters > This Quarter 
• Initial Bill Failed 
  • Values: Initial Bill Failed Agreed Charges 
    • Formula: ([Total Client Charges Agreed Total], [TimeBilling Label Name]) 
      • Filter on TimeBilling Label Name > Text > Starts With > “Initial Bill Fail” 
  • Secondary: Billing Entry Count 
    • Formula: (# of unique TimeBillingId,[TimeBilling Label Name])  
      • Filter on TimeBilling Label Name > Text > Starts With > “Initial Bill Fail” 

Graphs and Tables 

• Last Quarter – Billed by Bronco Weekly Totals 
  • Categories: Weeks in TimeBillingLabelAddedOn 
    • Column: TimeBillingLabelAddedOn 
    • Table: TimeBilling Entity Label 
    • Type: Weeks 
  • Values 
    • Total Insurance Payments 
      • Formula: sum([Insurance Payments]) 
    • Total Insurance Receivables 
      • Formula: sum([Insurance Receivables]) 
    • Total Client Payments 
      • Formula: sum([Client Payments]) 
    • Total Client Receivables 
      • Formula: sum([Client Receivables])
  • Widget Filters 
    • TimeBillingLabelAddedOn > Time Frame > Quarters > Last Quarter 
  • Design (Toggled On) 
    • Stacked 
    • Legend 
      • Bottom 
    • Value Label 
      • Relative values 
      • Total values 
    • X-axis 
      • Grid Lines 
      • Labels 
    • Y-axis 
      • Grid Lines 
      • Labels 
• Current Quarter – Billed by Bronco Weekly Totals 
  • Categories: Weeks in TimeBillingLabelAddedOn 
    • Column: TimeBillingLabelAddedOn 
    • Table: TimeBilling Entity Label 
    • Type: Weeks 
  • Values 
    • Total Insurance Payments 
      • Formula: sum([Insurance Payments]) 
    • Total Insurance Receivables 
      • Formula: sum([Insurance Receivables]) 
    • Total Client Payments 
      • Formula: sum([Client Payments]) 
    • Total Client Receivables 
      • Formula: sum([Client Receivables]) 
  • Widget Filters 
    • TimeBillingLabelAddedOn > Time Frame > Quarters > This Quarter 
  • Design (Toggled On) 
    • Stacked 
    • Legend 
      • Bottom 
    • Value Label 
      • Relative values 
      • Total values 
    • X-axis  
      • Grid Lines 
      • Labels 
    • Y-axis 
      • Grid Lines 
      • Labels 
• Total Insurance Receivables and Billing Items by Payor 
  • Column headers: Payor Name | Total Insurance Receivables | Billing Items 
  • Rows: Payment Payor Name 
    • Column: Payment Payor Name 
    • Table: Payment 
  • Values 
    • Total Insurance Receivables 
      • Formula: sum([Insurance Receivables]) 
      • Ordered by: Descending 
    • Billing Items 
      • count([Time Billing ID]) 
  • Widget Filters 
    • Total Insurance Receivables > Value > “>” > 0.01 
  • Design (Toggled On) 
    • Colors > Alternating Rows 
    • Auto Height 
    • Page Size > Items Per Page > 50 
• Total Insurance Receivables by Payor 
  • Categories: Payment Payor Name 
    • Column: Payment Payor Name 
    • Table: Payment 
  • Values 
    • Total Insurance Receivables 
      • Formula: sum([Insurance Receivables]) 
      • Ordered by: Descending 
  • Widget Filters 
    • Total Insurance Receivables > Value > “>” > 0.0 
  • Design (Toggled On) 
    • X-axis 
      • Grid Lines 
      • Labels 
      • Title: Payor Name 
    • Y-axis 
      • Grid Lines 
      • Labels 
      • Title: Total Insurance Receivables 
• Monthly Sum Based on Date of Service 
  • Column headers: Months in Service Date | Total Billed Charges | Total Agreed Charges Total | Total Insurance Receivables | Total Client Receivables | Billing Items 
  • Rows: Months in Service Date
    • Column: TimeBilling Service Date 
    • Table: TimeBillling 
    • Type: Months 
    • Grand Totals 
  • Values
    • Total Billed Charges 
      • ([Total Client Charges Total]) 
    • Total Agreed Charges 
      • [Total Client Charges Agreed Total] 
    • Total Insurance Receivables 
      • [Total Insurance Receivables] 
    • Total Client Receivables 
      • [Total Client Receivables] 
    • Billing Items  
      • DUPCOUNT([TimeBilling ID]) 
  • Widget Filters 
    • Dashboard Filter > Quarters in TimeBillingLabelAddedOn > Toggled OFF 
    • TimeBilling Label Name > Text > Containing > “Billed by” 
  • Design (Toggled On) 
    • Alternating Rows 
    • Auto Height 
    • Page Size > Items Per Page > 25 
• Monthly Sum Based on Claim Creation 
  • Column headers: Months in TimeBillingLabelAddedOn | Total Billed Charges | Total Agreed Charges Total | Total Insurance Receivables | Total Client Receivables | Billing Items  
  • Rows: Months in TimeBillingLabelAddedOn 
    • Column: TimeBillingLabelAddedOn 
    • Table: TimeBilling Entity Label 
    • Type: Months 
    • Grand Totals 
  • Values 
    • Total Billed Charges 
      • ([Total Client Charges Total]) 
    • Total Agreed Charges 
      • [Total Client Charges Agreed Total] 
    • Total Insurance Receivables 
      • [Total Insurance Receivables] 
    • Total Client Receivables 
      • [Total Client Receivables] 
    • Billing Items
      • DUPCOUNT([TimeBilling ID]) 
  • Widget Filters 
    • Dashboard Filter > Quarters in TimeBillingLabelAddedOn > Toggled OFF 
    • TimeBilling Label Name > Text > Containing > “Billed by” 
  • Design (Toggled On) 
    • Alternating Rows 
    • Auto Height 
    • Page Size > Items Per Page > 25 
• Billed and Agreed Charges – Across Weeks of Claims Activities 
  • Categories: Weeks in TimeBillingLabelAddedOn 
    • Column: TimeBillingLabelAddedOn 
    • Table: TimeBilling Entity Label 
    • Type: Weeks 
  • Values 
    • Total Billed Charges 
      • Formula: sum([Client Charges Total]) 
    • Total Agreed Charges 
      • Formula: sum([Client Charges Agreed Total]) 
  • Design (Toggled On) 
    • Classic
    • Legend > Bottom 
    • Value label > horizontal 
    • X-axis 
      • Grid Lines 
      • Labels 
    • Y-axis 
      • Grid Lines 
      • Labels 

To view the BillMax Payment Summary Report:

1. Navigate to the Insights module and select Revenue Cycle Management 
2. Click the BillMax Payment Summary Report 

The Cancellation Analysis Report analyzes cancelled appointments by hour, location, client, and employee. This helps to ensure clients are not falling behind while maximizing organizations’ revenue.

The report contains the following widgets and filters:

Widgets

• Indicators of: 
  • Total Cancelled Hours w/ # of Cancelled Appointments
  • Cancellation Rate 
• Cancellation by Hour
• Cancelled Hours Over Time
• Cancellation Split (Sources)
• Cancelled Hours by Client 
• Cancelled Hours by Provider
• Cancellation Details

Filters

• Scheduling Date

Click here to learn how to view the Cancellation Analysis dashboard.

The Claims Analysis Report tracks organizations’ claim rates across payors to identify payment issues.

This dashboard displays several widgets and filters:

Widgets

• Total Claims: The total number of claims.
• Daily Average Billing: The balance invested or owed at the end of each day of the billing period.
• MoM Claim Charges Over Time: Displays claim charges each month, highlighting a trend. 
• Claim Volume Matrix: The payor responsibility by claim type.
• Claims By Clients
• Claims By Payor
• Claims Details

Filters

• Years in Claim Entry Date

Click here to learn how to view the Claims Analysis Report.

The Client Supervision Dashboard utilizes billing data to focus on a single client’s ABA supervision rate and assess whether the client may need additional supervision hours to meet the organization’s standard for client supervision. This dashboard is located in the Client Management folder of the Insights module. Please note, this dashboard only reports on ABA Supervision and Direct Therapy hours.   

The Client Supervision Rate equals all ABA supervision hours for the selected client divided by the selected client’s total direct therapy hours. Supervision hours are all service hours from billing entries with a Supervision service category type. Direct Therapy hours are all service hours from billing entries with a Direct Therapy service code type. The billing data source includes data from the last 3 years prior to the date of viewing. Please note, voided or deleted billing entries are excluded from this dashboard. 

The Client Supervision Dashboard is split into two parts to improve workflow: 

1. The Part I: Client Supervision Rate (all clients with supervision rate) graph displays an overall view of supervision rate by client.  
   • The session date range defaults to the current and last quarter. Users can adjust and select the date range they want to review supervision by using the date range filter on the left panel. 
   • Users can filter by:
     • Client Active Status and Client Office Location Name 
     • Client Name to select a specific client.  
   • It is recommended that users select one specific client in Part I to view in Part II.
     
2. Select a specific client to view in Part II: Individual Client Supervision Details by clicking on their name/column on the Part I graph, or in the “Client Name” filter on the right panel. Part II will auto-populate widgets with the following information: 
   • Supervision Rate
     • Supervision Rate = Total service hours from any billing entries with the service category Supervision/total service hours from any entries with the Direct Therapy service category
   • Supervision Hours (and Direct Therapy hours)
     • This widget shows the total number of Supervised hours and Direct Therapy hours for the selected client in the chosen date range.
   • # of Direct Therapy Providers
     • This widget displays the number of direct therapy providers associated with the selected client.
       • This number includes any providers that have billed a direct therapy service code with the client, including both BTs and BCBAs.
     • Secondary Value: how many supervising providers this client has seen.
       • This includes any providers who have billed a supervision service code with the client.
   • Monthly Client Supervision Rate
     • This widget displays the supervision and direct therapy hours the selected client has received by moth and allows users to see if the selected client is receiving supervision consistently over time or if adjustments need to be made for clients who are not getting sufficient supervision. The exact requirement will vary by organization.
     • The month-to-month summary of supervision provides a more detailed view of the monthly supervision trend:
       • Supervision Hours
       • Total Direct Therapy Hours
       • Supervision Rate
   • Supervision Hours by Provider (Case Supervisors)
     • This widget shows how many supervision hours the client has had every month with their Supervising providers. It also allows users to see if the client has been receiving supervision consistently from the same provider and if there has been a change in case owner.
   • Direct Therapy Hours by Provider
     • This widget shows how many direct therapy hours the client has had every month with their direct therapy providers, which direct therapy providers the selected client sees most frequently, and if there are direct therapy providers who need to be scheduled for more hours with the client.

The Client Trial Activity in Clinical Sessions dashboard is located in the Insights module and focuses on clients’ trial activity within sessions. Trial activity is based on a productivity ratio of the average number of trials in sessions divided by session hours. One session is 60 minutes. This dashboard includes data from all sessions within the last 6 months. 

The number of trials INCLUDES the following data types: 

• Percent Correct 
• Percent Independent 
• Task Analysis 
• Rating Scale 
• Score 
• Time Sampling 

The number of trials EXCLUDES the following data types: 

• Duration 
• Frequency 
• Rate 

Please note, all sessions less than two minutes in duration and without any trials have been excluded from this dashboard. 

This dashboard contains the following widgets and filters: 

Filters 

• Session Start Date 
• Session Hours: filters the dashboard for sessions within a specific duration range. By default, this filter includes any sessions that are 0-10 hours long (>= 0 AND <= 10). Adjust the filter to filter by less than or greater than 10 hours. 
  • For example, to filter the dashboard to only include sessions greater than 1 hour, but less than 8 hours, change the value for the (greater than or equal to) >= field to 1 and the value for the (less than or equal to) <= field to 8. The dashboard will then filter to include sessions that were 1 to 5 hours long. 
• Client Active Status 
• Client Name 
• Provider Active Status 
• Provider Name 

Widgets 

• Productivity Ratio 
  • Values: Average Productivity Ratio 
    • Formula: AVG ([Client Id], ([Total Total Trials] / [Total Duration Hours])) 
• Total Trials 
  • Values: Total Trials 
    • Formula: sum ([Total Trials]) 
  • Secondary: Total Session Hours 
    • Formula: sum ([Duration Hours]) 
• Total Sessions 
  • Values: Total Sessions 
    • Formula: [# of unique Session Activity Id] 
  • Secondary value: Total Clients 
    • Formula: count ([Client Id]) 
• Sessions > 10 Hours 
  • Values: Sessions greater than 10 Hours 
    • Formula: [# of unique Session Activity Id] 
  • Secondary: Clients with Sessions > 10 Hours 
    • Formula: count ([Client Id]) 

Scatter Plot

• Productivity Ratio and number of Sessions by Client 
  • X-axis: Client Full Name 
  • Y-axis: Productivity Ratio 
    • Formula: [Total Total Trials]/ [Total Duration Hours] 
  • Point: Client Specific 
    • Size (of Point): Number of Sessions 
    • Formula: (# of unique Session Activity Id, [Duration Hours]) 

Pivot Tables 

• Top 10 Clients by Productivity Ratio: Please note, this widget ignores the following filters: provider and client status and provider and client name. 
  • Client Name 
  • Total Trials 
    • Formula: [Total Total Trials] 
  • Total Session Hours 
    • Formula: sum ([Duration Hours]) 
  • Productivity Ratio 
    • Formula: [Total Total Trials] / [Total Duration Hours] 
• Bottom 10 Clients by Productivity Ratio: Please note, this widget ignores the following filters: provider and client status and provider and client name. 
  • Client Name 
  • Total Trials 
    • Formula: [Total Total Trials] 
  • Total Session Hours 
    • Formula: sum ([Duration Hours]) 
  • Productivity Ratio 
    • Formula: [Total Total Trials] / [Total Duration Hours] 
• Client Session Details 
  • Client Name 
  • Provider Name 
  • Session Date 
  • Start Time: When the timer was first started on the session. 
  • End Time: The very last time the timer was stopped on the session. 
  • Session Hours 
    • Formula: sum ([Duration Hours]) 
  • Total Trials 
    • Formula: [Total Total Trails] 
  • Skill Trials: Trials collected on goals where the domain is skill acquisition. 
    • Formula: sum ([Skill Trials]) 
  • Behavior Reduction Trials: Trials collected on goals where the domain is behavior reduction. 
    • Formula: sum ([Behavior Trials]) 
  • Non-Specified Domain Trials: Trials collected where the domain was not specified as either a skill acquisition or behavior reduction. 
    • Formula: sum ([Non Specified Trials]) 
  • Productivity Ratio 
    • Formula: [Total Total Trials] / [Total Duration Hours] 

Please note, session duration is the combined accumulated time that a session was running. A single session can be started and stopped multiple times (i.e., The start and end time difference will not always match the duration hours in the table). 

How to view the Client Trial Activity in Clinical Sessions dashboard: 

1. Navigate to the Insights module and select the Clinical Analysis folder 
2. Click Client Trial Activity in Clinical Sessions dashboard 

The Demographics Report compares staffing locations against clients’ locations for scheduled appointments.

The report contains the following widgets and filters:

Widgets

• Total Clients Scheduled
• Clients By Gender
• Clients On Schedule By Month
• Age Distribution
• Scheduled Demographic Details

Filters

• Years in Scheduling Date
• Client Active Status
• Provider Active Status
• Client Office Location Name

Click here to learn how to view the Demographics Report.

The Goal Summary Report compares clinical goals across domains, types, and statuses. Breakdowns of this categorical data help clinicians understand their practice’s clinical activities. A summary of the last activity helps track goals in progress.

The report contains the following widgets and filters:

Widgets

• Goal Type by Status 
• Indicators: 
  • Number of Goals
  • Number of Clients 
• Met Goals Over Time by Goal Type 
• Assessment Breakdown 
• Goals in Progress by Last Data Point Date 
• Goals by Domain with Status
• Goals by Status
• Goals Details

Filters

• Goal Status
• Goal Type
• Assessment Type
• Domain

Click here to learn how to view the Goal Summary Report.

The Operation Pulse Check dashboard allows users to easily monitor the operational health of their practice(s). This dashboard is located in the Practice Auditing folder of the Insights module

The dashboard can be filtered by “Provider Office Location Name” to view a smaller subset of data specific to office location. 

There are 5 key operational domains and insights: 

• Scheduled Clients and Providers 
  • This domain helps users to maintain an optimal staffing ratio based on client volume and collaborate with providers to ensure high quality of care is being delivered. 
  • The weekly trend of scheduled clients and providers allows users to determine if case volume has been stable, increasing, or decreasing, and if additional providers may be needed. Please note that it includes all provider types, such as BCBA, BT, or other therapists. 
  • The Demographics Report is linked below the widget title for additional insight into this domain. 

• Cancellations 
  • This domain helps users understand the reasons, volume, and impact of cancelled hours and determine if adjustments in scheduling need to be made based on cancellations for upcoming weeks. 
  • The weekly trend of cancellation hours allows users to identify the top reasons for cancellations and determine if there is a higher cancellation rate in any particular week. It also provides the current cancellation rate and hours for the next 4 weeks. 
  • The Cancellation Analysis Report is linked below the widget title for additional insight into this domain. 

• Timesheet Conversion Section 1: On-Time Conversion 
  • This section helps users understand whether timesheets have been consistently converted on time, which can affect claim filing time and cash flow. 
  • The weekly trend shows the % of timesheet hours converted on time (within 48 hours since service time) for all the converted hours worked in the last 12 weeks. This allows users to assess if timesheets have consistently been converted on time.  
    • For example, if a BCBA worked 120 hours last week and converted 100 hours, with 90 of those hours converted within 48 hours (on-time), the on-time conversion percentage is 90%. 
  • The Timesheet Timeliness Report is linked below the widget title for additional insight into this domain. 

• Timesheet Conversion Section 2: Past Due Unconverted Hours 
  • This section provides information about timesheets that have not yet been converted, excluding appointments that ended within the last 48 hours. Understanding the volume of unconverted hours over time and by provider can help identify which providers need reminders to convert timesheets promptly, which will impact claim filing and cash flow. 
  • The indicator widget displays the number of past due service hours from appointments (more than 48 hours old) that have not been converted from the last 12 weeks. Users can also view this number broken down by providers and date of service weeks to identify any timesheets that may be at risk of timely filing limit. 
  • Please note this domain only includes hours from unconverted appointments that have a service code. Appointments without a service code are excluded from this domain.  

• Converted Service Hours 
  • This domain helps users understand trends in services hours, including billable vs non-billable hours, and case load by provider to optimize staffing and prevent burnout. 
    • The weekly trend graph displays total service hours for each and the percentage of billable hours for each week. Any significant increase or decrease in billable hours % may indicate changes or inconsistencies in scheduled appointments or billing workflows.  
    • The bar chart “Non-Billable Hours by Providers” shows the non-billable service hours for each provider from the last 30 days. Providers with high non-billable service hours may not be optimizing their working hours, affecting the overall productivity and cashflow of the practice. 
    • In the scatter plot “Caseload and Service Hours by Active Providers”, each data point represents an active provider showing their total service hours (x-axis) and # of clients (y-axis) in the last 30 days. Providers with high total service hours will be on the right side of the graph, while providers with high caseload will be at the top. This graph is useful in identifying providers who: 
      • May be at risk of burnout, as they will have high service hours and caseload. 
      • May have bandwidth to take on more clients, as they will have lower caseload and service hours. 
  • The Productivity Analysis Report is linked below the widget title for additional insight into this domain. 

• Upcoming Expiring Authorizations  
  • This helps users make sure new authorizations are obtained in a timely manner to ensure a great client experience. 
  • The bar graph displays the weekly number of clients with upcoming expiring authorizations over the next 12 weeks. Understanding how many clients may require new authorizations can help staff proactively address scheduling and billing challenges that arise from expired authorizations. It also provides staff with an understanding of workload ahead regarding authorization renewal. 
  • The Authorization Analysis Report is linked below the widget title for additional insight into this domain. 

The Paycom Payroll Data report is for organizations that use Paycom as a third-party payroll company. This report is located in the Insights module and contains employee payroll information. Organizations can export the report, review, and upload it directly into Paycom. Please note, users should complete all audits and changes at least 24 hours prior to exporting, to ensure all corrected/updated information is included for accurate reporting. Please note, this report is only available with an Advanced Business Intelligence (ABI) subscription.

The grid and export at the bottom of the report contains the following columns: 

• Employee ID: Human Resources module > Employees > Payroll Setup tab > Payroll Employee #
• Date: Reflects the date of service and must be in the MM/DD/YYYY format. 
• Earning Code: The child label attached to the service code on the timesheet, from under the parent label group, “Paycom Earning Codes”. Any overtime calculated by the system will automatically be reflected as “O” in this column.
• Hours: The total corresponding regular, overtime, and drive time hours from the “Earning Code” column. 
• Mileage: To capture mileage reflected on the timesheet (in the “Drive Info” section – “Miles”), the Paycom mileage code must be added as a child label under the parent label group “Paycom Mileage Code” .
• Temporary Rate: The mileage rate from the timesheet. 
• Dollars: The rate from the timesheet.
• Employee Name: The employee’s name. 

The Paylocity Payroll Data report is for organizations that use Paylocity as a third-party payroll company. This report is located in the Insights module and contains employee payroll information. Organizations can export the report, review, and upload it directly into Paylocity. Please note, users should complete all audits and changes at least 24 hours prior to exporting, to ensure all corrected/updated information is included for accurate reporting. Please note, this report is only available with an Advanced Business Intelligence (ABI) subscription.

The grid and export at the bottom of the report contains the following columns: 

• Employee ID: Human Resources module > Employees > Payroll Setup tab > Payroll Employee # 
• DET: A required field that identifies the type of record being imported. Most items reflect as “E”. Typically, items such as mileage reflect as “D”.  
  • E: Earnings
  • D: Deductions
• DETCODE: The child label attached to the service code on the timesheet, from under the parent label group, “Paylocity DETCODES”. 
• Hours: The total corresponding regular and drive time hours from the “DETCODE” column.
• OT Hours: All overtime hours.
• Mileage: To capture mileage reflected on the timesheet (in the “Drive Info” section – “Miles”), the Paylocity mileage code must be added as a child label under the parent label group “Paylocity Mileage Code” .
• TEMP RATE: The rate from the timesheet &/or the mileage rate from the timesheet.
• Employee Name: The employee’s name. 

The Payroll Analysis Report provides reference to payroll data trends and breakdowns. There are operational infographics with employee and pay period data, along with exportable data for item-specific details. 

The report contains the following widgets and filters:

Widgets

• Total Paid Amount
• Pay Type Breakdown
• Payroll Period Trend
• By Employee
• Employee Payroll Details

Filters

• Years in Payroll Entity
• Payroll ID

Click here to learn how to view the Payroll Analysis Report.

The Practice Summary Report contains metrics highlighting appointment and service hour types. Multiple drill-ins to the practice’s activities are also included.

The report contains the following widgets and filters:

Widgets

• Three indicator widgets including: 
  • Total Service Hours / Client Charges Agreed Total 
  • Total Cancelled Hours / Cancellation Rate 
  • Unconverted Appointments (last 90 days)
• Unconverted Appointments by Provider (last 90 days)
• Cancelled by Month
• Service Hours and Appointments Over Time
• Payor Service Hours
• Service Hours by Location
• Provider by Service Hours and Number of Clients
• Payor by Service Hours and Number of Clients

Filters

• Temporal
  • TimeBilling Creation Date to filter the Billing dataset
  • Scheduling Segment Start Date to filter the Scheduling dataset
• Provider Name
• Payor Name
• Client Name
• Client Office Location

Click here to learn how to access the Practice Summary Report.

The Productivity Analysis Report contains ratios and percentages to compare productivity over time. Users can analyze hours worked, service hours, and clients by hours worked with the number of billing entries per provider.

The report contains the following widgets and filters:

Widgets

• Six indicator widgets including:
  • Hours / Session & Total Hours Worked
  • Billable Hrs / Client & Total Billable Hours
  • Non-Billable Hrs / Client & Total Non-Billable Hours 
  • Client / Provider & # of Providers
  • # of Clients & # of Billable Entries
  • Total Drive Time & Total Miles Driven
• Service Code Type Hours Breakdown
• Service Hours Over Months* 
• Payor*: Hours Worked 
• Provider*: Client #’s by Hours Worked with # of Billing Entries
• Productivity Detail

Filters

• Months
• Payor
• Provider

Click here to learn how to access the Productivity Analysis Report.

The Provider Trial Activity in Clinical Sessions dashboard is located in the Insights module and focuses on provider trial activity within sessions. Trial activity is based on a productivity ratio of the average number of trials in clinical sessions divided by session hours. One session is 60 minutes. This dashboard includes all sessions within the last 6 months.

The number of trials INCLUDES the following data types: 

• Percent Correct 
• Percent Independent 
• Task Analysis 
• Rating Scale 
• Score 
• Time Sampling 

The number of trials EXCLUDES the following data types: 

• Duration
• Frequency 
• Rate 

Please note, all sessions less than two minutes in duration and without any trials have been excluded from this dashboard. 

This dashboard contains the following widgets and filters: 

Filters 

• Session Start Date 
• Session Hours: filters the dashboard for sessions within a specific duration range. By default, this filter includes any sessions that are 0-10 hours long (>= 0 AND <= 10). Adjust the filter to filter by less than or greater than 10 hours. 
  • For example, to filter the dashboard to only include sessions greater than 10 hours, change the value for the (greater than or equal to) >= field to 10 and the value for the (less than or equal to) <= field to 1000. The dashboard will then filter to include sessions that were 10 to 1000 hours long. 
• Client Active Status 
• Client Name 
• Provider Active Status 
• Provider Name 

Widgets 

• Productivity Ratio 
  • Values: Average Productivity Ratio 
    • Formula: AVG ([Provider Id], ([Total Total Trials]/ [Total Duration Hours])) 
• Total Trials 
  • Values: Total Trials 
    • Formula: sum ([Total Trials]) 
  • Secondary value: Total Session Hours 
    • Formula: sum ([Duration Hours]) 
• Total Sessions 
  • Values: Total Sessions 
    • Formula: [# of unique Session Activity Id] 
  • Secondary value: Total Providers
    • Formula: count ([Provider Id]) 
• Sessions > 10 Hours 
  • Values: Sessions greater than 10 Hours 
    • Formula: [# of unique Session Activity Id] 
  • Secondary: Providers with Sessions > 10 Hours 
    • Formula: count ([Provider Id]) 

Scatter Plot 

• Productivity Ratio and Session Count by Provider 
  • X-axis: Provider Name 
  • Y-axis: Productivity Ratio 
    • Formula: [Total Total Trials]/[Total Duration Hours] 
  • Point: Provider Specific 
    • Size (of Point): Number of Sessions 
      • Formula: (# of unique Session Activity Id, [Duration Hours]) 

Pivot Tables 

• Top 10 Providers by Productivity Ratio: Please note, this widget ignores the following filters: provider and client status and provider and client name. 
  • Provider Name 
  • Total Trials 
    • Formula: [Total Total Trials] 
  • Total Session Hours 
    • sum ([Duration Hours]) 
  • Productivity Ratio 
    • [Total Total Trials] / [Total Duration Hours] 
• Bottom 10 Providers by Productivity Ratio: Please note, this widget ignores the following filters: provider and client status and provider and client name. 
  • Provider Name 
  • Total Trials 
    • Formula: [Total Total Trials] 
  • Total Session Hours 
    • Formula: sum ([Duration Hours]) 
  • Productivity Ratio 
    • Formula: [Total Total Trials] / [Total Duration Hours] 
• Provider Session Details 
  • Provider Name 
  • Client Name 
  • Session Date 
  • Start Time: When the timer was first started on the session. 
  • End Time: The very last time the timer was stopped on the session. 
  • Session Hours 
    • Formula: sum ([Duration Hours]) 
  • Total Trials 
    • Formula: [Total Total Trials] 
  • Skill Trials: Trials collected on goals where the domain is skill acquisition. 
    • Formula: sum ([Skill Trials]) 
  • Behavior Reduction Trials: Trials collected on goals where the domain is behavior reduction. 
    • Formula: sum ([Behavior Trials]) 
  • Non-Specified Domain Trials: Trials collected where the domain was not specified as either a skill acquisition or behavior reduction. 
    • Formula: sum ([Non Specified Trials]) 
  • Productivity Ratio 
    • Formula: [Total Total Trials] / [Total Duration Hours] 

Please note, session duration is the combined accumulated time that a session was running. A single session can be started and stopped multiple times (i.e., The start and end time difference will not always match the duration hours in the table). 

How to view the Provider Trial Activity in Clinical Sessions Dashboard: 

1. Navigate to the Insights module and select the Clinical Analysis folder 
2. Click the Provider Trial Activity in Clinical Sessions dashboard

The RCM Analysis Report provides insights on payor and client responsibilities. Users can compare total gross charges to net payments, as well as different payment types over time.

The report contains the following widgets and filters:

Widgets

• Total Charges Indicator
• Total Services Indicator
• Gross Charges, Net Payment Over Time, and GCR ratio
• AR by Payor
• AR by Aging Bucket
• AR by Location 
• Total Payments Over Time
• Bad Debt Over Time
• Sales Adjustment Over Time
• Report Details

Filters

• Payor Name
• AR Aging bucket 
• Service Location
• Months in Payment Service Date
• Months in Payment Deleted
• Months in Payment Voided
• Payment Voided

Click here to learn how to access the RCM Analysis Report.

The Supervision Cube utilizes billing data to identify overlaps between billing entries with Direct Therapy and Supervision service codes for the same client, allowing users to determine supervised sessions for specific BTs. Both billable and non-billable entries are included.

Field mapping guide: The Supervision Cube Field Mapping v9.8

The Supervision Rates for BTs and BCBAs are calculated using the following formula:

Please note: 

• Direct Therapy service codes will include all codes with Service Type = “Applied Behavior Analysis” and Service Category = “Direct Therapy.” 
• Supervision service codes will include all codes with Service Type = “Applied Behavior Analysis” and Service Category = “Supervision.” 
• Both Service Type and Service Category can be set up under service code Properties in the Billing module in CentralReach. 

To account for overlapping Direct Therapy billing entries and Supervision billing entries that do not have the same start and end time, billing entries are divided into subsegments. There are three types of subsegments: 

1. Non-Supervised Direct Therapy Hours: This subsegment is used to calculate a BT’s Direct Therapy hours that were not supervised by a BCBA.  
2. Supervised Direct Therapy Hours: This subsegment is used to calculate a BT’s Direct Therapy hours that were supervised by a BCBA.  
3. Supervisor Service Hours: This subsegment is used to calculate all BCBA service hours.  

Each subsegment includes details, such as start time, end time, and services codes from both direct therapy provider and supervisor (if applicable). 

• 3 contact labels are also added to the Supervision cube: 
  • Direct therapy provider (I.e., BT) 
  • Supervisor (I.e., BCBA) 
  • Client 

The example below demonstrates how subsegments can be used to identify supervised and non-supervised direct therapy hours: 

• For client Jane Doe on data of service 4/22: 
  • BT 1 billed Direct Therapy (97153) services for one hour (8:30 AM – 9:30 AM). 
  • Since only the 2nd half of the session was supervised by BCBA 1 (9:00AM – 9:30 AM), this one hour of Direct Therapy is divided into two subsegments: 
    • Subsegment 1 (8:30 AM – 9:00 AM) is considered as “Non-Supervised Direct Therapy.” 
    • Subsegment 2 (9:00 AM – 9:30 AM) is considered as “Supervised Direct Therapy.” 

The Tasks Summary Report tracks created tasks to ensure all team members are progressing with projects and to dos, by viewing opened and completed tasks by employee.

The report contains the following widgets and filters:

Widgets

• Tasks By Status
• TTM Task Completion
• Open Tasks Aging
• Tasks Details

Filters

• Task Status
• Years in Task Creation Date
• Years in Task Completed Date

Click here to learn how to access the Tasks Summary Report.

The Timesheet Timeliness Report is located in the Insights module and focuses on the time it takes to convert an appointment to a billing entry and uses > 48 hours as an indicator of tardiness. This provides insight into how fast appointments are converted into billable assets. Please note, this report is only available with an Advanced Business Intelligence (ABI) subscription. 

Timesheet conversion is represented as “compliant” or “non-compliant,” in accordance with organizations’ business rules. 

• Compliant billing entry: The respective timesheet was converted within x hours. 
• Non-compliant billing entry: The respective timesheet took x or more hours to convert. 
• Compliant provider: All the provider’s timesheets were converted under x hours. 
• Non-compliant provider: At least one of the provider’s timesheets took x or more hours to convert. 

The report contains the following widgets and filters: 

Widgets 

• Provider Count: Total number of providers who converted timesheets. 
• No Tardies: Number of providers that have always converted on time (within 48 hours). 
• Total number of providers who converted timesheets 
• With Tardies: Number of providers that had at least one conversion > 48 hours. 
• Billing Counts: Total number of converted billing entries from the scheduled event (by all providers). 
• Number of providers that were not compliant 
• Within 48 Hours: Number of billing entries that were converted within 48 hours of the scheduled event. 
• > 48 Hours: Number of billing entries that were converted over 48 hours from the scheduled event. 

The report contains a scatter plot, bar graph, and pivot table.

Scatter Plot: Provider Total Billing Entries and Avg Time to Convert 

• X-axis: Billing Entries 
• Y-axis: Average Time to Convert 
• Point: Provider 

Bar Graph: Compliant and Noncompliant Billing Entry Conversions Over Weeks 

• X-axis: Service Date (Weeks) 
• Y-axis: Billing Entries 
• Color:  
  • Converted Within/on-time conversions
  • Late Conversions /> 48 Hours (Late Conversions />48 Hours)

Pivot Table: Timesheet Conversion Details 

• Provider Full Name 
• Provider ID 
• Created By ID 
• Client Full Name 
• Service Code 
• TimeBilling ID 
• Date of Service 
• Total Conversion Hours Log
  • (Late Conversions is reflected in this color) 

How to View and Download the Timesheet Timeliness Report 

To view the Timesheet Timeliness Report: 

1. Navigate to the Insights module and select the Staff Management folder 
2. Click the Timesheet Timeliness Report 

To download the Timesheet Timeliness Report: 

Only designers can download, duplicate, or delete the report.

1. In the report, click the three dots on the upper right hand side and select either Print to PDF or Publish Changes 
   • Designers can also duplicate or delete the report.