The following fields have been removed in ABI as of the 9.10 release.

The data available in Advanced BI data cubes is outlined in the table below. Each cube contains all future and current data, while past data is anchored on a specific date field.  

For example, the Supervision cube contains data from 12 months ago (from the beginning of the current month), based on service date. If today is 7/15/2023, the Supervision cube will contain any records with a service date as far back as 7/1/2022.  

Advanced Business Intelligence allows users to create custom dashboards and reports in the “Advanced BI” tab of 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

• Auth Hours Utilization Cube
• Claim Responses Cube
• Supervision Cube

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.

Authorization Analysis in ABI contains utilization ratios and authorization hours as insights to compare client, provider, and manager authorizations. Authorization Analysis is located in the Operational section of the Insights module and uses the Billing cube, which includes billing data from the last 3 years (from yesterday), based on date of service. 

Authorization Analysis in ABI contains the following filters and widgets: 

Filters 

• Auth Group End Date 
• Service Code 
• Auth Manager Full Name 
• Client Active Status 
• Client Full Name 
• Provider Full Name 
• Auth Group Start Date 
• TimeBilling Void Date 

Widgets 

• Total Auth Util Rate and Hours 
  • This widget displays the authorization rate and total authorized hours for authorizations that have ended this quarter or in the last 3 quarters (or in the specified date range).  
• Auth Hours & Utilization by Auth End Date 
  • This widget provides a monthly trend of authorization utilization based on authorization end date. 
• Upcoming Authorization Expirations  
  • This widget provides information about upcoming expiring authorizations this quarter and in the next three quarters.  
    • If a date on the calendar is blue, there are authorizations that are expiring on that day.  
    • A darker shade of blue means that several authorizations are expiring, while a lighter shade of blue refers to only a few authorizations expiring. 
      • Understanding this volume will enable administrators to proactively attain authorization renewals. 
• Provider: Auth Hours by Utilization Rate 
  • This widget reports authorization utilization rate, total authorized hours, and remaining authorization hours by provider.  
    • Each circle on the graph is a provider. Providers who have a high utilization rate are towards the right of the graph, while providers with a low utilization rate are on the left of the graph. Providers who have a high total of authorized hours are towards the top of the graph, while providers who have a low total are at the bottom. The size of the circle indicates the remaining authorized hour for that provider. Providers have similar authorization utilization if their circles are near each other. 
• Client: Auth Hours by Utilization Rate 
  • This widget reports authorization utilization rate, total authorized hours, and remaining authorization hours by client.  
    • Each circle on the graph is a client. Clients who have a high utilization rate are towards the right of the graph, while clients with a low utilization rate are on the left of the graph. Clients who have a high total of authorized hours are towards the top of the graph, while clients who have a low total are at the bottom. The size of the circle indicates the remaining authorized hours for that client. Clients have similar authorization utilization if their circles are near each other. 
      • Users can identify which clients (and therefore, providers) may need more support to ensure they utilize all their authorized hours in the future. These clients are on the top left of the graph with a large circle. 
• Authorizations by Manager 
  • This widget describes authorized hours and authorization utilization by authorization manager. Each rectangle is an authorization manager. The size of the rectangles indicates total authorized hours for the manager. The shade of blue indicates authorization utilization rate. 
    • A darker shade of blue indicates a higher authorization utilization rate. A lighter shade of blue indicates a low authorization utilization rate. 
    • Managers with a large total of authorized hours will have a bigger rectangle, while managers with a small total of authorized hours will have a smaller rectangle. 
      • It is recommended to focus on authorization managers with a light blue rectangle, as these managers have a low authorization utilization. 
• Utilization Details 
  • This table displays authorization details to help users understand which types of authorizations were under or over utilized. 
  • Use the Auth Link to view the authorization in the Files module of CentralReach. 

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

BillMax Payment Summary in ABI 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. BillMax Payment Summary in ABI is located in the Financial section of the Insights module and uses the Billing cube, which includes billing data from the last 3 years (from yesterday) based on service date. 

BillMax Payment Summary in ABI contains the following filters and widgets:  

Filters  

• TimeBillingLabelAddedOn Payor Name 
• Payor Name 

Widgets  

• Last Quarter-Insurance  
  • This widget describes the total insurance payment amount and total insurance receivables last quarter. 
• Current Quarter – Insurance 
  • This widget describes the total insurance payment amount and total insurance receivables this quarter (from the beginning of this quarter to today). 
• Last Quarter – Client  
  • This widget describes the total patient payment amount and total patient receivables last quarter.  
• Current Quarter – Client  
  • This widget describes the total patient payment amount and total patient receivables this quarter (from the beginning of this quarter to today). 
• Initial Bill Failed  
  • This widget describes the initial bill fail amount and the number of billing entries that had an initial bill fail this and last quarter. These calculations are derived from any record with a TimeBilling Labe Name that begins with “Initial Bill Failed.” 
• Last Quarter – Billed by Bronco Weekly Totals  
  • This graph shows a weekly trend of total insurance payments and receivables and total patient payments and receivables for all records with the “Billed by Bronco” label over the last quarter. The weekly trend is based on claim creation date (the Billed by Bronco label was applied). 
• Current Quarter – Billed by Bronco Weekly Totals  
  • This graph shows a weekly trend of total insurance payments and receivables and total patient payments and receivables for all records with the “Billed by Bronco” label from this quarter (to date). The weekly trend is based on the claim creation date (the Billed by Bronco label was applied). 
• Total Insurance Receivables and Billing Items by Payor  
  • This table shows insurances receivables and number of billing items (billing entries) by payor this and last quarter. The table is ordered from highest insurance receivables amount to lowest insurance receivables amount to quickly identify payors with high expected reimbursement.  
• Total Insurance Receivables by Payor  
  • This graph shows total insurances receivables by payor from this and last quarter, ordered from greatest to least total insurance receivables. The totals match the table to the left and provide a visual comparison of payors. 
• Monthly Sum Based on Date of Service  
  • This table provides a summary of total agreed and billed charges and total insurance and patient receivables based on date of service. Totals are from records from this and last quarter. 
• Monthly Sum Based on Claim Creation  
  • This table provides a summary of total agreed and billed charges and total insurance and patient receivables based on claim creation date (determined by the date the “Billed by Bronco” label was added to the record). Totals are from records from this and last quarter. 
• Billed and Agreed Charges – Across Weeks of Claims Activities  
  • This graph provides a weekly trend of billed and agreed charges from billing entries that were submitted as claims. The weekly trend is based on claim creation date (or the date the “Billing by Bronco” label was added to the record). 

Cancellation Analysis in ABI analyzes cancelled appointments by hour, location, client, and employee to help ensure clients are not falling behind while maximizing organizations’ revenue. Cancellation Analysis is located in the Operational section of the Insights module and uses the Scheduling cube, which includes scheduling data from the last 12 months (from the beginning of the current month), the current month, and all future months based on scheduling event date. 

Cancellation Analysis in ABI contains the following filters and widgets: 

Filters 

• Scheduled Date 
• Cancellation Type 
• Cancellation Reason 
• Client Office Location 
• Client Full Name 
• Provide Office Location 
• Provider Full Name 
• Service Code 

Widgets 

• Cancelled Hours 
  • This widget displays total cancelled hours and number of cancelled appointments. 
• Cancellation Rate 
  • This widget displays cancellation rate, which is cancelled hours divided by scheduled hours during the selected scheduled date range. 
• Cancelled Hours by Session Start Time 
  • This widget displays cancelled hours by session start time and allows users to see which session start times have higher cancelled hours. 
• Cancelled Hours by Week 
  • This widget displays cancelled hours by scheduled week and allows users to see if cancelled hours are increasing, decreasing, or stable. 
• Cancelled Hours by Types and Reasons 
  • This widget displays cancelled hours by cancellation types and reasons. 
  • This allows users to see which cancellation type has the highest cancelled hours and which cancellation reason is the leading cause. 
• Cancellation Rate and Hours Per Client (Including all selected cancellation types in the filter) 
  • This widget displays the cancellation rate, cancelled and non-cancelled hours per client, including all selected cancellation types in the filter. The client list is sorted by cancellation rate. The sum of cancelled hours and non-cancelled hours represents the total scheduled hours per client. 
  • Users can view which clients have a higher cancellation rate, and among them, which has the highest cancelled hours, as well as the primary cancellation reasons for this client’s cancellations. 
    • Users can view all cancellation details below for a specific client by clicking the client’s name in the graph. 
• Cancellation Rate and Hours Per Provider (Including all selected cancellation types in the filter) 
  • This widget displays the cancellation rate, cancelled and non-cancelled hours per provider, including all selected cancellation types in the filter. The provider list is sorted by cancellation rate. The sum of cancelled hours and non-cancelled hours represents the total scheduled hours per provider. 
  • Users can view which providers have a higher cancellation rate, and among them, which has the highest cancelled hours, as well as the primary cancellation reasons for this provider’s cancellations. 
    • Users can view all cancellation details below for a specific provider by clicking the provider’s name in the graph. 
• Cancellation Details 
  • This table offers cancellation details, including client, provider, cancelled hours, cancellation type, reasons, and scheduling change note. Further details of the cancelled appointment can be accessed through the Scheduling ID Link. 
  • Users can view how often the appointments for a specific client or provider were cancelled.  
  • This widget also allows users to see if the scheduling change note provides further insights into the reasons behind the cancellation and determine if steps can be taken to reduce appointment cancellations. 

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

Claims Analysis in ABI tracks organizations’ claim rates across payors to identify payment issues. It is located in the Financial section of the Insights module and uses the Claims cube, which includes claim data from the last 3 years (from yesterday) based on claim creation date. 

Claims Analysis contains the following filters and widgets:  

Filters 

• Claim Entry Date 
• Client Office Location 
• Place of Service 
• Service Code 
• Claim Submit Reason 
• Payor Name 

Widgets 

• Total Claims 
  • Primary Value: Total Claim Line Amounts in $ 
  • Secondary Value: # of Claims 
    • Use the Claim Entry Date filter to view data for different timeframes. 
• Daily Average Billing 
  • Primary Value: Avg Daily Billing Charges in $ 
  • Secondary Value: Avg Daily Claims 
• MoM Claim Charges Over Time 
  • This graph displays the monthly trend of total claim line amount over this and the last three quarters. 
    • Note, an unexpected increase or decrease in the trend could indicate a change in billing workflows or scheduled service hours. 
• Claims By Client 
  • This graph shows each client’s total claim line amount and number of entered claims from this and the last 3 quarters. Each point on the graph is a client. 
    • Clients with a high total claim line amount are towards the right of the graph, while clients with a low total claim line amount are towards the left. 
    • Clients with a high total of entered claims are towards the top of the graph, while clients with a low total are towards the bottom. 
• Claims By Payor 
  • This graph shows the total claim line amount from entered claims from this and the last 3 quarters by payor. Each rectangle represents a payor. 
    • The size of the rectangle represents the payor’s total claim line amount. 
• Claim Volume Matrix 
  • This graph displays the number of claims for each claim submit reason by claim payor responsibility for the specified date range. The size of the point indicates the total number of claims entered. 
• Claims Details 
  • This table provides entered claim details such as date, payor, client, claim line amount. 
    • Use the Claim ID link to view the claim in the Claims Manager screen in the Claims module. 
    • Use the Claim ID to Billing link to view the billing entries on the claim in the Billing module. 

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

Client Trial Activity in Clinical Sessions in ABI is located in the Clinical section of the Insights module and focuses on clients’ trial activity within sessions. TIs uses the Clinical Sessions cube, which includes data from all clinical sessions from the last 6 months (from yesterday) based on session date. Use the ‘Session Start Date’ filter to filter the data for a smaller timeframe. 

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.  

 Productivity Ratio = Number of Trials per Session Hour 

• Number of Trials includes the following data types: Percent Correct, Percent Independent, Task Analysis, Rating Scale, Score, and Time Sampling. 
• 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.

Client Trial Activity in Clinical Sessions in ABI contains the following filters and widgets: 

Filters  

• Session Start Date  
• Session Hours 
  • This 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  
  • This widget describes the average productivity ratio across all clients.  
    • Please note, this calculation does not take sessions longer than 10 hours into account. Please adjust the Session Hours filter on the left to include sessions greater than 10 hours. 
• Total Trials  
  • Please note, this calculation does not take sessions longer than 10 hours into account. Adjust the Session Hours filter on the left to include sessions greater than 10 hours. 
• Total Sessions  
  • This widget shows how many sessions have been completed for a better understanding of the volume of sessions for the data on the dashboard. 
• Sessions > 10 Hours  
  • This widget identifies outliers within the data, or any client sessions that are greater than 10 hours. 
• Productivity Ratio and number of Sessions by Client  
  • This widget allows for a comparison of productivity ratio across clients in the specified timeframe to get a sense of productivity in the organization and identify clients who may need additional support in clinical sessions.  
  • Each client is a circle. The height of their circle indicates their productivity ratio, while the size of their circle indicates their total number of sessions. 
    • Clients with a high productivity ratio are towards the top of the graph, while clients with a low productivity ratio are towards the bottom of the graph. 
    • Clients who have completed many sessions have a bigger circle, while clients who have fewer sessions have a smaller circle.  
      • Please note, a small number of sessions means that a client’s productivity ratio is a sensitive metric and could change drastically when completing upcoming sessions. 
  • It is recommended to focus on the clients towards the bottom of the graph who have a bigger circle, as these clients have a low productivity ratio over several sessions, indicating a potential need for more support. 
• Top 10 Clients by Productivity Ratio 
  • Please note, this widget ignores the following filters: provider and client status and provider and client name.  
  • Please note, if clients have only completed a few session hours, their productivity ratio may change drastically when completing upcoming sessions. 
• Bottom 10 Clients by Productivity Ratio  
  • Please note, this widget ignores the following filters: provider and client status and provider and client name.  
  • Please note, if clients have only completed a few session hours, their productivity ratio may change drastically when completing upcoming sessions. 
• 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  
  • Total Trials  
  • Skill Trials: Trials collected on goals where the domain is skill acquisition.  
  • Behavior Reduction Trials: Trials collected on goals where the domain is behavior reduction.  
  • Non-Specified Domain Trials: Trials collected where the domain was not specified as either a skill acquisition or behavior reduction.  
  • Productivity Ratio  

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).

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.

Demographics in ABI identifies the gender and age breakdown of scheduled clients, and helps organizations track growth when viewing clients on the schedule by month. It is located in the Operational section of the Insights module and uses the Scheduling cube, which includes scheduling data from the last 12 months (from the beginning of the current month), the current month, and all future months based on scheduling event date. 

Demographics in ABI contains the following filters and widgets: 

Filters 

• Scheduling Date 
• Client Active Status 
• Client Office Location Name 
• Scheduling is Active 

Widgets 

• Total Scheduled Clients 
  • This widget shows the scheduled client count from this and last quarter (or the specified time frame). 
• Clients By Gender 
  • This widget provides a breakdown of scheduled clients by gender. 
• Clients On Schedule By Month 
  • This widget provides a monthly trend of total scheduled clients for this and last quarter. 
    • Users can see if operational changes are necessary to address an increase or decrease. 
• Age Distribution By Gender 
  • This widget shows the distribution of client age by gender. 
• Demographic Details 
  • This table provides a roster of scheduled clients with their active status, full name, and creation date (the date their profile was created as an indication of how long they have been a client). 

Click here to learn how to view the Demographics Report.

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.

Goal Summary in ABI compares clinical goals across domains, types, and statuses. Breakdowns of this categorical data help clinicians understand their practice’s clinical activities and a summary of the last activity helps track goals in progress. It is located in the Clinical section of the Insights module and uses the Goals cube, which includes all past, current, and future goal data.   

Goal Summary in ABI contains the following filters and widgets: 

Filters 

• Initiated Date 
• Met Date 
• Goal Status 
• Goal Type 
• Assessment  
• Goals Domain 
• Client Label Name 
• Client Active Status 
• Client Full Name 
• Client Office Location Name 

Widgets 

• # of Goals by Goal Type by Status  
• Goals 
  • This widget displays the number of active goals in the specified date range. 
• Clients 
  • This widget displays the number of clients with active goals in the specified date range. 
• Goals by Status 
  • This widget provides an overview of active goals by status: discontinued, in progress, met, or on hold. 
  • Use the widget to filter the whole dashboard for a goal status by clicking on the goal in the graph.  
• Top 10 Assessments by # of Goals 
• Goals by Domain and Status 
  • This widget provides a breakdown of goals by domain and their status.  
  • The bar graph is ordered by largest to smallest # of goals. Domains with the most goals are on the left, while domains with the fewest goals are on the right. 
• Met Goals Over Time by Goal Type  
  • This widget provides a monthly trend of met goal (goal status = met) by goal type. 
  • It allows users to see if adjustments need to be made in clinical sessions to increase the number of goals being met. 
• Goals in Progress by Last Activity Date  
  • This widget shows you how many goals are in progress based on the month of their last activity date. 
  • Users can view started goals that have not been worked on for some time. 
• Detail Table 
  • This widget provides details about goals within the specified time frame and is sorted by client. 

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

No Payor Payment Claims in ABI tracks all claims with no payor payment due to denial or patient responsibility. It also provides a denied claims worklist for billing staff to follow up and identify top denied codes by payor to detect patterns and potential denial issues. No Payor Payment Claims Dashboard is located in the Financial section of the Insights module and uses the Claim Responses cube, which includes claim responses (ERA/835/EOB) data from the last 12 months (from the beginning of the current month), based on claim creation date.

The No Payor Payment Claims dashboard focuses on Claim Line Responses with $0 Payor Payment. If adjustment code PR 1, 2, or 3 is received in the ERA/835/EOB, the claim response type will be ‘Patient Copay/Deductibles/Coinsurance’; otherwise, it will be “Denial”.

It contains the following filters:

• Claim Response Date
• Service Date
• Claim Response Type
• Client Office Location Name
• Client Full Name
• Adjustment Code
• Adjustment Group
• Adjustment Reason
• Payor Priority
• Payor Name
• Service Code

No Payor Payment Claims is split into three parts to improve workflow:

1. Part I: All Claim Line Responses with No Payor Payment contains the following widgets:
   • # of Impacted Claims by Claim Response Categories 
     • This widget displays the number of impacted claims with no payor payment. This lack of payor payment can occur due to patient copays, deductibles, coinsurance, or denials.
     • Please note, within a single claim, there can be multiple claim lines, and some of these lines may have no payor payment, while others do. Furthermore, among the claim lines with no payor payment, some may be due to patient copays, deductibles, or coinsurance, while others may result from denials.
   • # of Claim Lines by Claim Response Categories 
     • This widget displays the number of claim lines with no payor payment due to patient copays, deductibles, coinsurance, or denials.
   • Agreed Charges by Claim Response Categories 
     • This widget displays the agreed charges associated with claim lines that have no payor payment. These instances can occur due to patient copays, deductibles, coinsurance, or denials. In essence, it represents the revenue that was expected from the payor but has not yet been collected.
   • Agreed Charge Related to No Payer Info By Payer 
     • This widget displays the agreed charges associated with claim lines that have no payor payment, categorized by payor. These payors can be primary, secondary, or tertiary based on the information provided in the claim sent to the payor.
       • Use the ‘Payor Priority’ filter to focus exclusively on primary payor claim responses.
       • View denied agreed charges exclusively by deselecting the other claim response types in the legend.
       • One can analyze which payor(s) have a higher denied amount and can focus on a specific payor by clicking into it.

2. Part II: Denied Claim Responses Only contains the following widgets:
   • Denied Claim Line Volume and Impacted Agreed Charges by Adjustment Code 
     • This table displays the top denial codes (adjustment reasons) based on impacted agreed charges. Since each claim line can receive more than one denial code, the sum of impacted agreed charges can be greater than the total agreed charges shown in the indicator at the top.
       • To filter by a specific denial code, right-click on it in the table to select.
   • Denied Claim Line Volume and Impacted Agreed Charges by Client 
     • This table displays clients with denied claim lines, sorted by impacted agreed charges. Since each claim line can receive more than one denial code, the sum of impacted agreed charges can be greater than the total agreed charges shown in the indicator at the top.
       • To filter by a specific client, right-click on their name in the table.
       • Users can see specific clients impacted by the selected denied code.
   • Denied Claim Line Responses (with No Payer Payment)  
     • This table displays denied claim response details, sorted by response date. Users can access related claim details by clicking the claim number link.
     • This widget helps users understand which set of denied claims should be prioritized for follow-up when using the agreed charges as a reference.
       • Please note, if the adjustment group is PR (patient responsibility), the ERA may include a patient responsibility amount.
3. Part III: Claim Line Responses with Patient Copay, Deductibles, or Coinsurance contains the following widget:
   • No Payor Payment Claim Line Responses Due To Patient Copay, Deductibles, or Coinsurance 
     • This table displays details of claim responses with no payor payments due to patient liability (copay, deductibles, coinsurance), sorted by response date. You can access related claim details by clicking on the claim number link.
       • Users can sort the table by clicking on the column headers.

Operation Pulse Check in ABI allows users to easily monitor the operational health of their practice(s). It is located in the Operational section of the Insights module and uses the Auth Hours Utilization, Billing, Scheduling, and Supervision cubes. 

Operation Pulse Check in ABI can be filtered by Client Office Location Name to view a smaller subset of data specific to office location.  

There are 7 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. 

• Authorizations 
  • This helps users make sure new authorizations are obtained in a timely manner to ensure a great client experience.  
    • (Last 30 Days) Auth Utilization Rate 
    • (Last 12 Weeks) Prorated Authorized Hours and Authorization Utilization Rate  
    • 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.  
• BT Supervision 
  • This widget provides an overview of all applicable BT supervision rates for the current month. 
    • Users can see how many BT(s) have a supervision rate of less than 5% (colored in orange) and which BT(s) have the lowest supervision rate and require further review.

Paylocity Payroll Data in ABI is for organizations that use Paylocity as a third-party payroll company. It is located in the Staff Management section of the Insights module and contains employee payroll information. Paylocity Payroll Data in ABI uses the Payroll cube, which includes all past, current, and future payroll data. 

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. 

Paylocity Payroll Data in ABI contains the following filters and widgets. 

Filters

• Payroll Run Date 
• Payroll Run Started 
• Payroll ID 
• Quarters in Payroll Service Date

Widgets

• DETCODE Hours 
  • Secondary Value: # of Employee with DETCODE hours. 
• OT Hours 
  • Secondary Value: # of Employee with OT hours. 
• Mileage 
• DETCODE Hours Over Service Dates (wks) 
• OT Hours Over Service Dates (wks) 
• Mileage Over Payroll (wks) 

The grid and export at the bottom  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.  

Payroll Analysis in ABI 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. It is located in the Staffing section of the Insights module and uses the Payroll cube, which includes payroll data all past, current, and future payroll data. 

Payroll Analysis in ABI contains the following filters and widgets: 

Filters 

• Payroll Entry Date 
• Payroll Start Date 
• Payroll ID 
• Employee Full Name 
• Provider Office Location Name 

Widgets 

• Total Paid Amount 
  • This widget describes your total payroll paid amount and total number of payroll runs from this and last quarter based on payroll entry date. Use the payroll entry date filter to select a different date range. 
    • Primary Value: Total Payroll Paid Amount 
    • Secondary Value: # of Payroll Runs 
• Pay Type Breakdown 
  • This widget provides a breakdown of total paid payroll amount by pay type. 
• Payroll Period Trend 
  • This graph provides a daily trend of the total payroll paid amount and number of payroll runs over this and last quarter based on payroll entry date. 
    • Please note, the total payroll paid amount can be affected by scheduling or payroll workflow changes. 
• By Employee 
  • This graph breaks down total payroll paid amount and total payroll runs by provider. Each point is a provider. 
    • Providers with a high total are towards the right of the graph with a bigger circle, while providers with a low amount are towards the left of the graph with a smaller circle. 
    • Providers with a high total are towards the top of the graph, while providers with a low total are towards the bottom of the graph. 
• Employee Payroll Details 
  • This table provides details about each payroll run such a provider being paid, relevant dates, and paid amount. 

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

Practice Summary in ABI contains metrics highlighting appointment and service hour types. Multiple drill-ins to the practice’s activities are also included. It is located in the Operational section of the Insights module.  

Practice Summary in ABI uses the Billing and Scheduling cubes. The Billing cube includes billing data from the 3 last years (from yesterday) based on service date. The Scheduling cube includes scheduling data from the last 12 months (from the beginning of the current month), the current month, and all future months based on scheduling event date.

Practice Summary in ABI contains the following filters and widgets:

Filters 

• Scheduling Date 
• TimeBilling Service Date 
• Provider Full Name 
• Payor Name 
• Client Full Name 
• Client Office Location Name 
• Scheduling is Active 
• Scheduling Deleted On 
• TimeBilling Deleted Date 
• TimeBilling Void Date 

Widgets 

• Total Hours / Appointments 
  • This widget uses billing data to report your total client agreed charges and total service hours from this quarter and the last three quarters, based on date of service. Voided and deleted billing entries are excluded from calculations in this widget. 
    • Primary Value: Client Charges Agreed Total 
    • Secondary Value: Total Service Hours  
• Total Cancelled Hours   
  • This widget uses scheduling data to report your cancellation rate and total cancelled hours from this and the last three quarters. The calculations in this widget exclude deleted appointments to provide accurate metrics. 
    • Primary Value: Cancellation Rate  
    • Secondary Value: Total Cancelled Hours 
• (Last 90 Days) Unconverted Appointments ) 
  • This widget uses scheduling data to report unconverted appointments and session hours from the last 90 days to understand potential revenue that is being left on the table. 
  • Please note, this number only includes convertible appointments and does not include appointments within the last two days. 
    • Primary Value: # of Unconverted Appointments 
    • Secondary Value: Unconverted Hours  
• (Last 90 Days) Unconverted Appointments by Provider) 
  • This graph uses scheduling data to report unconverted appointments by provider from the last 90 days. This calculation does not include sessions from the last two days. 
    • Please note, these providers may need additional support to ensure their appointments are being converted. 
• Cancelled Hours by Month 
  • This graph provides a monthly trend of cancelled hours from this and the last three quarters, based on scheduling data. It excludes deleted appointments from the calculation to accurately report cancelled hours. 
    • Please note, any changes in cancelled hours from month to month could be due to seasonality or an operational change. 
• Service Hours Over Time 
  • This graph uses billing data to provide a monthly trend of service hours by billable status (billable, non-billable, unknown) over this quarter and the last three quarters. 
• Payor Service Hours 
  • This graph uses billing data from this quarter and the last three quarters to report service hours by payor. 
• Service Hours by Location 
  • This graph shows a breakdown of service hours by location from this quarter and the last three quarters, based on billing data.  
  • Each rectangle represents a Client Office Location.  
    • The size of the rectangle represents a location’s total service hours. 
    • The shade of blue represents the total number of billing entries for the location over this quarter and the last three quarters. 
• Provider by Service Hours and # of Clients 
  • This graph uses billing data to provide insight into caseload and productivity by provider. It reports total service hours and number of clients by provider for this quarter and the last three quarters. Each point on the graph is a provider. 
    • It is recommended that users focus on the top right portion of the graph, as these providers have high service hours and client count and may be at the risk of burning out. 
• Payor by Service Hours and # of Clients 
  • This graph uses billing data to report total service hours and number of clients by payor for this quarter and the last three quarters. Each point on the graph is a payor. 
    • It is recommended that users focus on the top right portion of the graph, as these payors have high service hours and a client count, and therefore can impact revenue and a positive customer experience. 

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

Productivity Analysis in ABI 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. It is located in the Operational section of the Insights module and uses the Billing cube, which includes billing data from the last 3 years (from yesterday) based on service date.

Productivity Analysis in ABI contains the following filters and widgets: 

Filters 

• TimeBilling Service Date 
• Provider Full Name 
• Service Code 
• Payor Name 
• Client Full Name 
• Provider Office Location Name 
• TimeBilling Deleted Date 
• TimeBilling Void Date 

Widgets 

• Hours / Billing Entry  
  • This widget displays the hours per billing entry and total hours worked across a practice from this and last quarter. 
    • Secondary Value: Total Hours Worked 
• Billable Hrs / Client  
  • This widget shows the total billable hours/the number of clients that have billing entries across a practice this and last quarter. 
    • Secondary Value: Total Billable Hours 
• Non-Billable Hrs / Client  
  • This widget shows the total non-billable hours/the number of clients that have billing entries across a practice this and last quarter. 
    • Secondary Value: Total Non-Billable Hours  
• Clients / Provider  
  • This widget uses billing data to show the client/provider ratio this and last quarter. 
    • Secondary Value: # of Providers 
• # of Clients   
  • This widget describes the number of clients across a practice and the total number of billing entries created (excluded deleted and voided entries) across the practice this and last quarter. 
    • Secondary Value: # of Billing Entries 
• Total Drive Time  
  • This widget describes total drive time and miles driven from billing entries this and last quarter. 
    • Secondary Value: Total Miles Driven 
• Service Code Type Hours Breakdown 
  • This graph provides a breakdown of service hours by billable status (billable, non-billable, unknown) from this quarter and last quarter. 
    • Secondary Value: Total Service Hours 
• Service Hours Over Months 
  • This graph uses billing data to provide a monthly trend of service hours by billable status (billable, non-billable, unknown) over this quarter and last quarter. 
• Payor: Hours Worked  
  • This graph uses billing data from this and last quarter to report service hours by payor. 
• Provider: Client #’s by Hours Worked with # of Billing Entries 
  • This graph uses billing data to report total service hours and number of clients by payor for this quarter and last quarter. Each point on the graph is a payor. 
    • It is recommended that users focus on the top right portion of the graph, as these payors have high service hours and a client count and therefore can impact revenue. 
• Productivity Detail 
  • This table provides details about each billing entry created (excluding deleted and voided entries) this and last quarter. 
  • Use the Billing Link ID to navigate to the billing entry in the Billing module of CentralReach. 

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

The Provider Trial Activity in Clinical Sessions dashboard is located in the Clinical Analysis folder in the Insights module and focuses on provider trial activity within sessions. This dashboard uses the Clinical Sessions cube, which includes data from all clinical sessions from the last 6 months (from yesterday) based on session date. Use the ‘Session Start Date’ filter to filter the data for a smaller timeframe. 

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.  

• Productivity Ratio = Number of Trials per Session Hour 
  • Number of Trials includes the following data types: Percent Correct, Percent Independent, Task Analysis, Rating Scale, Score, and Time Sampling. 
  • 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 filters and widgets:
Filters  

• Session Start Date  
• Session Hours 
  • This 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  
  • Please note, this calculation does not take sessions longer than 10 hours into account. Please adjust the Session Hours filter on the left to include sessions greater than 10 hours. 
• Total Trials  
  • Please note, this calculation does not take sessions longer than 10 hours into account. Please adjust the Session Hours filter on the left to include sessions greater than 10 hours. 
• Total Sessions  
  • This widget shows how many sessions have been completed for a better understanding of the volume of sessions for the data on the dashboard. 
• Sessions > 10 Hours  
  • This widget identifies outliers within the data, or any providers sessions that are greater than 10 hours. 
• Productivity Ratio and Session Count by Provider  
  • This widget allows for a comparison of productivity ratio across providers in the specified timeframe to get a sense of productivity in the organization and identify providers who may need additional support in clinical sessions.  
  • Each provider is a circle. The height of their circle indicates their productivity ratio, while the size of their circle indicates their total number of sessions. 
    • Providers with a high productivity ratio are towards the top of the graph, while providers with a low productivity ratio are towards the bottom of the graph.  
    • Providers who have completed many sessions have a bigger circle, while providers who have fewer sessions have a smaller circle.  
      • Please note, a small number of sessions means that a provider’s productivity ratio is a sensitive metric and could change drastically when completing upcoming sessions.  
      • It is recommended that users focus on the providers towards the bottom of the graph who have a bigger circle, as these providers have a low productivity ratio over several sessions, indicating a potential need for more support in clinical sessions. 
• Top 10 Providers by Productivity Ratio 
  • Please note, this widget ignores the following filters: provider and client status and provider and client name.  
    • Additionally, if clients have only completed a few session hours, their productivity ratio may change drastically when completing upcoming sessions. 
  • Provider Name  
  • Total Trials  
    • Total Session Hours  
    • Productivity Ratio  
• Bottom 10 Providers by Productivity Ratio 
  • Please note, this widget ignores the following filters: provider and client status and provider and client name.  
    • Additionally, if providers have only completed a few session hours, their productivity ratio may change drastically when completing upcoming sessions. 
  • Provider Name  
  • Total Trials  
    • Total Session Hours  
    • Productivity Ratio  
• 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  
  • Total Trials  
  • Skill Trials: Trials collected on goals where the domain is skill acquisition.  
  • Behavior Reduction Trials: Trials collected on goals where the domain is behavior reduction.  
  • Non-Specified Domain Trials: Trials collected where the domain was not specified as either a skill acquisition or behavior reduction.  
  • Productivity Ratio  

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). 

RCM Analysis in ABI provides insights on payor and client responsibilities. Users can compare total gross charges to net payments, as well as different payment types over time. This dashboard is located in the Financial section of the Insights module. This dashboard uses the Billing cube, which includes billing data from the last 3 years (from yesterday) based on service date. 

Please note, Collection Rate = Total Payment / Adjusted Agreed Charges, where Adjusted Agreed Charges = Agreed Charges – Sales Adjustments. 

RCM Analysis in ABI includes the following widgets and filters:

Filters 

• Service Date 
• Client Office Location Name 
• Payor Name 
• AR Buckets 
• Service Code Types 
• Service Code Category 

 Widgets 

• Total and Adjusted Charges 
  • This widget displays the adjusted agreed charges and total agreed charges within the selected service date range. The distinction between adjusted agreed charges and total agreed charges is that adjusted agreed charges exclude sales adjustments from the total agreed charges. 
  • It allows users to see the adjusted agreed charges for this specific timeframe, as this figure represents the expected revenue during this period. 
  • This widget also helps users view the monetary difference between the adjusted and total agreed charges. A larger difference indicates a higher amount of sales adjustments applied. This may be an indicator that the agreed charges require updating. 
• Total Account Receivables (AR) 
  • This widget displays the outstanding Account Receivables (AR) and Total # of Services within the selected service date range. 
    • Please note, the current outstanding receivables will include all receivables within the selected service date range, even the recently billed one (if applicable). 
• Total AR by Aging Buckets 
  • This widget allows users to see the outstanding receivables by aging buckets. Ideally, most of the outstanding receivables should be in the more recent aging buckets. 
  • Users can see what the receivables in the older aging buckets are and why they are not collected yet. 
    • Please note, to drill down into a specific aging bucket, click into the bucket in the graph, which will filter this whole dashboard with the selected aging bucket. 
• Monthly Collection Rate and Adjusted Agreed Charges 
  • This widget displays collection rate and adjusted agreed charges by service month. 
    • Collection Rate = Payment / Adjusted Agreed Charges, where Adjusted Agreed Charges = Agreed Charges – Sales Adjustments. The goal is to collect 100% on your adjusted agreed charges. 
      • Please note, users will always see the collection rate being much lower in recent months since they are likely billed but not fully processed and paid by the payor yet. 
    • This widget allows users to see if the collection rate is stable in the older months and, if the collection rate is <100% in the older months, what the reasons are for the uncollected agreed charges. 
• Monthly Total Receivables, Payments, Sales Adjustments, and Bad Debt 
  • This widget provides a breakdown of receivables, payments, sales adjustments, and bad debt for each service month. The sum of these metrics represents the total agreed charges. 
    • Users can focus on specific metrics in this graph by selecting them in the legend. For instance, by unselecting all other metrics in the graph, users can exclusively view Receivables. 
  • This widget allows users to view older receivables that may require further investigation, the primary causes of bad debt, and the sales adjustments per month.  
    • Please note, an increasing trend may necessitate a review of the agreed charges setup, as the fee schedule may have changed. 
  • Users can also determine if the payment per month is stable, increasing, or decreasing. 
    • This metric represents the actual payments collected per service month, regardless of the timing of payment collection. 
• Monthly Total Receivables, Payments, Sales Adjustments, and Bad Debt by Payors 
  • This widget provides a breakdown of receivables, payments, sales adjustments, and bad debt for each payor. The sum of these metrics represents the total agreed charges. 
    • The graph is sorted by the amount receivable. Users can also focus on specific metrics in this graph by selecting them in the legend. For instance, by unselecting all other metrics in the graph, users can exclusively view Receivables. 
  • This widget allows users to view the receivables by payor and determine if a particular payor has higher receivables in relation to the total agreed charges. 
  • Users can see if a particular payor has a high bad debt and view the primary causes of this bad debt. 
  • Users can also see the sales adjustments per payor and determine if a particular payor has higher sales adjustments. Payors with higher sales adjustments may require a review of their agreed charges setup, as the fee schedule may have changed. 
• Monthly Total Receivables, Payments, Sales Adjustments, and Bad Debt by Client Office Location 
  • This widget provides a breakdown of receivables, payments, sales adjustments, and bad debt for each client location. The sum of these metrics represents the total agreed charges. 
    • The graph is sorted by the amount receivable. Users can also focus on specific metrics in this graph by selecting them in the legend. For instance, by unselecting all other metrics in the graph, users can exclusively view Receivables. 
• AR Detail 
  • This table offers billing entry details, including agreed charges, sales adjustments, receivables, bad debt, and payments, organized by patient and insurance based on the selected service date range. Further details of the billing entries can be accessed through the Billing ID Link. 

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

Tasks Summary in ABI tracks created tasks to ensure all team members are progressing with projects and to dos, by viewing opened and completed tasks by employee. This dashboard is located in the Operational section of the Insights module and uses the Tasks cube, which includes all past, current, and future task data. 

Tasks Summary in ABI contains the following widgets and filters: 

Filters 

• Task Status 
• Task Creation Date 
• Task Completed Date 
• Task Status 
• Task Template Name 
• Provider Full Name 

Widgets 

• Tasks By Status 
  • This graph describes task status for all tasks that were created this and last quarter. Use the “Task Created Date” filter on the left to view tasks within a different range. 
• TTM Task Completion 
  • This graph provides a monthly trend of completed tasks that were created this and last quarter. 
• Open Tasks Aging 
  • This graph describes how many overdue tasks are in each aging bucket. This only takes into consideration tasks created this and last quarter. Use the Task Created Date filters on the left to view tasks within a different date range. 
  • Users can see if operational changes are needed based on a high volume of overdue tasks from 3-6 months ago. 
• Tasks Details 
  • This table provides details on all tasks created this and last month. Use the Task Created Date filter on the left to filter within a different date range. 
  • Use the Task ID Link to navigate to the specific task in the Tasks module of CentralReach. 

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

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 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 new Claim Responses cube contains data on claim responses from the last 12 months (from the beginning of the current month) based on claim creation date and allows users to analyze claim responses by adjustment code, payor, client, office location, and claim response date. The cube only contains claim response data from claims that have an electronic response (ERA/835/EOB).

Every unique record is the claim response for each claim line on the adjustment code level. In the example below, claim #123456 contains 4 claim lines. Claim Line 1 has two adjustment codes, CO 45 and PR 1, and therefore, Claim Line 1 will have two unique records in the cube. For claim #123456, there are a total of 7 records.  

The cube contains two calculated fields to help identify and categorize claim responses: Claim Response Category and Claim Response Type.  

• “Claim Response Category” categorizes the claim line based on payor payment. Currently, if the posted payor payment in the claim response is $0, the Claim Response Category is “No Payor Payment”. For any posted payments other than $0, the Claim Response Category will be N/A.  
• “Claim Response Type” categorizes claim lines based on payor payment and adjustment code. Currently, the field only populates for records where Claim Response Category = No Payor Payment. If the claim line has an adjustment code that is PR 1, 2, or 3, Claim Response Type = Patient Copay/Deductible/Copay for that claim line. For all other adjustment codes, Claim Response Type = Denial. 

Example Data: 

The Claim Response cube contains several other fields on claim line data, claim response data (ERA/835/EOB), client data, and payor data. To see a full list of fields, view the The Claim Responses Field Mapping v9.10. 

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.

Paycom Payroll Data in ABI is for organizations that use Paycom as a third-party payroll company. It is located in the Staffing section of the Insights module and contains employee payroll information. Paycom Payroll Data in ABI uses the Payroll cube, which includes all past, current, and future payroll data. 

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. 

Paycom Payroll Data in ABI contains the following filters and widgets: 

Filters 

• Payroll Run Date 
• Payroll Run Started 
• Payroll ID 
• Payroll Service Date 

Widgets 

• Earning Code Hours (Including OT) 
• Mileage 
• Earning Code Hours Over Service Dates (wks) 
  • This widget displays the total earning code hours by service week, including OT. 
• Mileage Over Service Dates (wks) 
  • This widget displays the total mileage by service week. 

The grid and export at the bottom 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 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.” 

Timesheet Timeliness in ABI is located in the Operational section of 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. Timesheet Timeliness in ABI uses the Billing cube, which includes billing data from the last 3 years (from yesterday) based on service date. 

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 Timesheet Timeliness Report contains the following widgets and filters:  

Filters: 

• TimeBilling Service Date 
• Provider Office Location Name  
• Provider Active Status 
• Provider Full Name 
• Service Code Billable Status  
• Service Code 

Widgets  

• Provider Count 
  • Total number of providers who converted timesheets in the specified time frame.  
• No Tardies 
  • Number of providers that have always converted on time (within 48 hours). “No Tardy” timesheets are those that are converted on time, or within 48 hours. 
• With Tardies 
  • Number of providers that had at least one conversion > 48 hours. “Tardy” timesheets are those that are converted late, or beyond 48 hours. 
• Billing Counts 
  • Total number of converted billing entries from the scheduled event (by all providers).  
• 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.  
• Billing Entries and Avg Time to Convert  
  • This graph shows each provider’s average time to convert along with their total converted timesheets (or billing entries). Every point on the scatterplot is one provider. Providers with a high average time to convert are towards the top, while providers with a low average time to convert are towards the bottom. Providers with several timesheets are towards the right of the graph, and providers with few timesheets are towards the left. Users can also use this widget to filter the dashboard for one provider by clicking on a point on the graph. 
• Billing Entry Conversions Over Weeks  
  • This graph uncovers the volume of on-time and late billing entries per week for this and last quarter (or the specified date range). Please note, it does not take any unconverted timesheet into consideration. 
    • To view the timesheet timeliness trend for a specific provider, select a provider by clicking on their point in the graph to the left, or using the “Provider Full Name” filter to the right. 
• Compliant and Noncompliant Billing Entry Conversions by Provider 
  • This graph uncovers the volume of on-time and late billing entries per provider. Please note, it does not take any unconverted timesheets into consideration. 
    • To view the timesheet timeliness trend for a specific provider, select a provider by clicking on their bar on this graph, or using the “Provider Full Name” filter to the right. 
• Timesheet Conversion Details  
  • This graph provides details about each provider’s timesheet (or billing entries) this and last quarter. 
    • Use the “Billing Link ID” to navigate to view an individual billing entry in the Billing module. 
  • Provider Full Name  
  • Provider ID  
  • Created By ID  
  • Client Full Name  
  • Service Code  
  • TimeBilling ID  
  • Date of Service  
  • Total Conversion Hours Log