Kipu Analytics: Executive Dashboard

The Executive Summary dashboard provides a holistic bird’s eye view of both clinical and operational performance. Overall organizational health can be reviewed in one place for swift decision-making purposes.

The data sets within the dashboard will be limited to the 3 years. The data will refresh on a rolling 36-month basis to ensure optimal refresh performance and adherence to the Joint Commission standards.

Intended Users: Executives, owners, and other leadership.

Executive Dashboard

To navigate to the tab, click on Reports > Kipu BI > Executive Dashboard.

On the Executive Dashboard, there are a few icons and elements that are the same across all tabs.

• Control updates:

  • 
    • The refresh (circular arrow) allows you to re-set the dashboard to default after you change the controls.
    • The back arrow allows you to undo the most recent change.
    • The forward arrow allows you to redo the previous action.
  • You can hover over each widget to access the two indicated icons.
    
    • Click on the two arrows to expand the widget to full screen
    • Click on the three vertical dots to view summary data or export the information in the widget to CSV.
  • Click on this icon to print the entire dashboard, generate it as a PDF, or download it.
  • Hovering over widgets with charts, graphs, and other visual elements will display additional information.
    

Summary

The elements on the Summary tab provide a broad snapshot of your facility's activities and performance.

• Location: Options are listed in alphabetical order and are available in accordance with the instance itself. They will match the locations found in the Kipu EMR instance banner and default to All. If you select individual locations and then click on Show Selected Values, you will see a list of only the locations you have selected.
  

Summary Metrics

• Current Census: Shows the number of patients currently in the active census. A patient is considered in active census when they have an admission date, an MR number, and have yet to discharge. Incoming patients are excluded.
  • Important: This number might differ from the count displayed on the Patients tab banner. The Patients tab census count includes patients without an MR number recorded because it includes incoming patients in the census count.
• Incoming Admissions: Shows the number of incoming admissions for the current date. A patient is considered an incoming patient when their admission date matches the current date, and they have no MR number.
  • Important: This number might differ from the Incoming count displayed on the Patients tab banner because the Patients tab includes patients incoming today or at a later date.
• Pre-Admissions: Shows the number of Pre-admissions. A patient is considered a pre-admission when they have an MR number and no admission date.
• Discharging Today: Shows the number of in-census patients with a discharge date of today. A patient is considered in-census when they have an admission date, an MR number, and have yet to discharge.
• Anticipated Discharges: Shows the number of in-census patients with an anticipated discharge date of today. A patient is considered in census when they have yet to discharge and have an MR number.
• Occupied Beds: Shows the total number of occupied beds.
• Available Beds: Shows the total number of vacant beds.
• Occupancy %: Indicates the capacity percentage for a given location, program, or level of care 
  • KPI calculation: Total occupied beds / Total beds

Current Census Breakdown

• Current Census by Program: Count of patients by program, based on the most recent MR number in the patient record. Program names and count totals are displayed in each tile.
• Current Census by Level of Care: Count of patients by program, based on the most recent MR number in the patient record. Level of care names and count totals are displayed in each tile.
• Current Census by Clinical Level of Care: Count of patients by clinical level of care based on the most recent MR number in the patient record. Clinical level of care names and count totals are displayed in each tile.
• Current Census by Location: Count of patients by location based on the most recent MR number in the patient record. Locations and count totals are displayed in each tile.

Previous Month Metrics

• Admissions: Indicates the total number of admissions for the previous month (first day - last day).
• Discharges: Indicates the total number of discharges for the previous month (first day - last day).
• AMAs: Indicates the total number of AMA discharges in the previous month (first day - last day) and includes the standard hardcoded discharge types left voluntarily before completing treatment (against medical, clinical, or staff advice) and any customized discharge type containing the following: AMA, ACA, ATA, ASA (but not ASAM), APA, voluntary, voluntarily, against, AWOL, unsuccessfully, premature.
• Re-Admits: Indicates the total number of readmissions in the previous month (first day - last day).
• Appointments: Indicates the total number of appointments in the previous month (first day - last day).
• Billable Items: Indicates the total number of billable items in the previous month (first day - last day).
• Billable Hours: Indicates the total number of billable hours (duration of billable evaluations + duration of billable group sessions) in the previous month (first day - last day).
• Unused Days: Indicates the total number of unused days in the previous month (first day - last day)
  • Important: An unused day is defined as an authorized day that was not deemed billable.

Current Month Metrics

• Admissions: Indicates the total number of admissions for the current month (first day - today).
• Discharges: Indicates the total number of discharges for the current month (first day - today).
• AMAs: Indicates the total number of AMA discharges in the current month (first day - today) and includes the standard hardcoded discharge types left voluntarily before completing treatment (against medical, clinical, or staff advice) and any customized discharge type containing the following: AMA, ACA, ATA, ASA (but not ASAM), APA, voluntary, voluntarily, against, AWOL, unsuccessfully, premature.
• Re-Admits: Indicates the total number of readmissions in the current month (first day - today).
• Appointments: Indicates the total number of appointments in the current month (first day - today).
• Billable Items: Indicates the total number of billable items in the current month (first day - today).
• Billable Hours: Indicates the total number of billable hours (duration of billable evaluations + duration of billable group sessions) in the current month (first day - today).
• Unused Days: Indicates the total number of unused days in the current month (first day - today).
  • Important: An unused day is defined as an authorized day that was not deemed billable.

Key Trends

The Key Trends tab allows you to track trends in outcomes, attendance, billable productivity, and more by location over time.

• Location: Options are listed in alphabetical order and are available in accordance with the instance itself. They will match the locations found in the Kipu EMR instance banner and default to All. If you select individual locations and then click on Show Selected Values, you will see a list of only the locations you have selected.
  

• Admissions & Discharges: This graph shows total admissions and discharges over time.

• Census KPIs: This graph displays census days, total census, and average daily census by month (month_YYYY).

• Outcomes: This graph shows length of stay, AMA percentage, and re-admit percentage over time.

• Attendance: This graph shows absent vs. present attendance totals over time. The line displays attendance percentages.

• Appointments: This graph shows appointments, cancellation rates, and no-show rates over time.

• Utilization Review Metrics: This graph shows the average time to appointment (in days), patient waitlist totals, and authorized days total over time.
• Time to Appointment (TTA) is an efficiency measure that is calculated by the difference between a patient’s initial contact date and their admission date. To get the average time to appointment the sum of days for each time to admission is divided by the total patients in the reporting period.
• Waitlist Total is the count of pre-admission patient charts that were marked with a custom status of waitlist, wait list, or waiting list.

• Billable Productivity: This graph shows the total completed billable hours, total completed billable evaluations, and group sessions over time.

• Total Productivity: This graph shows the total completed productivity hours, total evaluations, and group sessions over time.

At A Glance

The At A Glance charts allow you to see numbers for how many patients were admitted and discharged by location and program, how many patients were in the daily census on average, and how long they stayed on average.

• Controls default to All.

  • Location: Options are listed in alphabetical order and are available in accordance with the instance itself. They will match the locations found in the Kipu EMR instance banner and default to All. If you select individual locations and then click on Show Selected Values, you will see a list of only the locations you have selected.
    
  • Census Date: Selected date range defaults to Last 12 months (12 months up to the current date) and is tied to the graph trends and any KPIs labeled as Selected Date Range.
    • Important: Previous year, previous month, and current month KPIs will not update upon modification of the date range because they are hard coded. Additionally, if you enter a manual date range, note that data from the end date will not be included (if you want reports on data from 1/1/2025-1/31/2025 you would enter 1/1/25-2/1/25 and the data from 2/1 won't be included in the report).
  • Program: Program options are listed in alphabetical and/or numerical order and default to All. You can select or unselect individual programs.
  • Level of Care: Level of care options are listed in alphabetical and/or numerical order and default to All. You can select or unselect individual level of care options.
  • Clinical Level of Care: Level of care options are listed in alphabetical and/or numerical order and default to All. You can select or unselect individual clinical level of care options.
  • Insurance Company: Insurance company options are listed in alphabetical and/or numerical order and default to All. You can select or unselect individual insurance companies.

• KPIs by Location: Table of operations KPIs listed for each location and month (Month_YYYY).
  • Average Daily Census (ADC): Shows the average number of patients in the Daily Census for the month.
    • KPI calculation: Sum of the daily census for each day in the reporting period / Total number of days in the reporting period
  • Total Census: Shows the total number of patients in the census for the month.
  • Average Length of Stay (ALOS): Shows the average number of days patients stayed in a location that month.
    • KPI calculation: Sum of total LOS for discharged patients / Total discharges
  • Admits: Shows the total number of patients admitted to each location in the month.
  • Discharges: Shows the total number of patients discharged from each location during the month.

• KPIs by Location and Program: Table of operations KPIs listed for each location, program, and month (Month_YYYY).
  • Average Daily Census (ADC): The average number of patients in the daily census for the month by location and program.
    • KPI calculation: Sum of the daily census for each day in the reporting period / Total number of days in the reporting period for each location and program.
  • Total Census: The total number of patients in the census for each location and program by month.
  • Average Length of Stay (ALOS): The average number of days patients stayed in each program by location.
    • KPI calculation: Sum of total LOS for discharged patients / Total discharges
  • Admits: The number of patients admitted to each program by location.
  • Discharges: The number of patients discharged from each program by location.

Glossary

This tab contains KPI definitions and calculations.