Kipu Analytics: Intake Dashboard

  • Updated

The Intake dashboard provides insights into the intake process and allows users to measure intake process efficiency with a focus on insurance authorizations. You can leverage the dashboard to help identify pain points during the intake process to increase patient satisfaction and secure timely revenue.

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

Intended Audience: Admissions, UR Coordinator, Program Director, Care Manager

Data Refresh Schedule

The data presented in the BI Dashboards is not updated in real time, which means there is a delay between when data is entered into the EMR and when it is viewable in the BI Dashboards. Instead, there are four scheduled BI data refreshes each work day at 3 AM, 9 AM, 1 PM, and 5 PM. There are two scheduled refresh periods on each weekend day at 3 AM and 3 PM. All times are EST.

Note: These BI data refresh periods typically last 4-6 hours and while the refresh process is uploading to the dashboards (usually the last 2 hours of the process) data may not be present or may be incomplete.

Data entered after a refresh will not be reflected in the dashboards until the following refresh is completed. When using the dashboards for analysis it is recommended to use yesterday as the most recent time period to ensure you are working with a complete data set.

Each subtab displays the date and time of the last refresh in UTC.

Intake Dashboard

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

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

  • Control updates:
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    • The refresh (circular arrow) allows you to reset 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.
    • You can hover over each widget to access the two indicated icons.
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      • 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.mceclip18.png
    • Hovering over widgets with charts, graphs, and other visual elements will display additional information.

Current Census - Auths

This tab contains authorization data for patients in your current census with a focus on upcoming and past due authorizations. 

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  • Controls default to All.

    • Current Census: The Current Census options are Yes and No, and default to Yes.
    • Current Auths: The Current Auths options are Yes and No, and default to Yes.
    • 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. If you select individual locations and then click on Show Selected Values, you will see a list of only the locations you have selected.
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    • Auth Status: Authorization status options are listed in alphabetical order.
    • Insurance Company: Insurance company options are listed in alphabetical order.
    • Payment Method: Payment method options are listed in alphabetical order.
    • Referrer: Referrer options are listed in alphabetical order.
    • Program: Program options are listed in alphabetical and/or numerical order.
    • Level of Care: UR level of care options are listed in alphabetical order.
    • Clinical Level of Care: Clinical level of care options are listed in alphabetical order.
    • UR Coordinator: UR coordinator options are listed in alphabetical order.
    • Primary Therapist: Primary therapist options are listed in alphabetical order.

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Note: Authorization due dates are based on the Next Review Date on the Authorization window.

  • Current Auths Past Due: Indicates the total number of insurance authorizations past due for patients in the current census according to the concurrent review section of a patient charts
  • Current Auths Due Today: Indicates the total number of insurance authorizations due today for patients in the current census according to the concurrent review section of a patient charts
  • Current Auths Due This Week: Indicates the total number of insurance authorizations due some time in the current week (Sunday-Saturday) for patients in the current census according to the concurrent review section of a patient charts
  • Current Auths Due Next Week: Indicates the total number of insurance authorizations due next week (following Sunday - Saturday) for patients in the current census according to the concurrent review section of a patient charts

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  • Current Auths by Status: This chart shows current census insurance authorizations color-coded by status with the overall total number of current census authorizations displayed in the center.
  • Current Auths Due Today by UR Coordinator: This graph shows the count of insurance authorizations due today for each UR coordinator.
    • Note: The UR Coordinator is added to a patient chart as part of their care team. 

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  • Current Auths Due This Week by UR Coordinator: This graph shows the count of insurance authorizations due this week according to the review coordinator.
  • Current Auths Due Next Week by UR Coordinator: This bar graph shows the count of insurance authorizations due next week according to the review coordinator.

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  • Current Authorizations by UR Coordinator & Status: This graph shows the count of insurance authorizations per utilization review coordinator by authorization status.
  • Current Open Cases by UR Coordinator & Managed/Unmanaged: This graph shows the count of open cases per utilization review coordinator by managed/unmanaged status.

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  • Current Census Authorization Details
    • Full Name: Combination of the patient’s first, middle, and last name as defined on their Information tab. The patient's name is hyperlinked and will take you to the patient chart when selected.
    • MR: Patient’s latest MR number as defined on the patient’s Information tab.
    • Location: Location name as defined in the location profile under Settings > Company > Location.
    • Payment Method: Payment method as found under the payment method section of the patient’s information tab.
    • Insurance Company: The insurance company as listed on the patient's Information tab.
    • Level of Care: Patient's level of care as found in the patient's Information tab under Concurrent Review UR level of care.
    • Program: Program name as defined on the patient's Information tab.
    • Start Date: Start date found in the concurrent reviews section of the patient’s Information tab.
    • End Date: End date as found in the concurrent reviews section of the patient’s Information tab.
    • Next Review Date: Next review date as found in the concurrent reviews section of the patient’s Information tab.
    • Last Coverage Date: Last coverage date checkbox found within the authorization window in the concurrent reviews section of the patient’s Information tab.
    • Number of Days: Number of days found within the concurrent reviews section of the patient’s Information tab.
    • Authorization Status: Status found within the concurrent reviews section of the patient’s Information tab.
    • UR Coordinator: UR coordinator as listed in the top portion of the patient’s Information tab.
    • Primary Therapist: Kipu user with the role of Primary Therapist attached to the patient record via the Assignment of Care Team field in an evaluation template. 

Historical Auths

The Historical Auths tab contains visualizations for all authorizations including those for patients in your current census.

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  • Controls default to All.

    • Current Census: The Current Census options are Yes and No and default to Yes.
    • Current Auths: The Current Auth options are Yes and No and default to Yes.
    • 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. If you select individual locations and then click on Show Selected Values, you will see a list of only the locations you have selected.
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    • Auth Status: Authorization status options are listed in alphabetical order.
    • Insurance Company: Insurance company options are listed in alphabetical order.
    • Payment Method: Payment method options are listed in alphabetical order.
    • Referrer: Referrer options are listed in alphabetical order.
    • Auth Start Date: Date range is tied to graph trends and any KPIs labeled as Selected Date Range. The selection defaults to the last 2 years.
      • 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.
    • Level of Care: UR level of care options are listed in alphabetical order.
    • Clinical Level of Care: Clinical level of care options are listed in alphabetical order.
    • UR Coordinator: UR coordinator options are listed in alphabetical order.
    • Primary Therapist: Primary therapist options are listed in alphabetical order.

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  • Authorizations by Status: This chart shows insurance authorizations color-coded by status with the overall total number of authorizations displayed in the center.
  • Authorizations by UR Coordinator: This graph shows the count of insurance authorizations per utilization review coordinator.

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  • Authorizations by Insurance Company: This graph shows count of insurance authorizations per insurance company.
  • Authorizations by Referrer: This graph shows the count of insurance authorizations per utilization review coordinator.

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  • Authorizations by UR Coordinator & Status: This graph shows the count of insurance authorizations per utilization review coordinator by authorization status.
  • Open Cases by UR Coordinator & Managed/Unmanaged: This graph shows the count of open cases per utilization review coordinator by managed/or non-managed status.
    • Note: A case is considered open if the authorization is set to non-managed in the Authorization window. 

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  • Historical Authorization Details
    • Full Name: Combination of the patient’s first, middle, and last name as defined on their Information tab. The patient's name is hyperlinked and will take you to the patient chart when selected.

    • MR: Patient’s latest MR number as defined on the Information tab.

    • Location: Location name as defined in the location profile under Settings > Company > Location
    • Payment Method: Payment method found under the payment method section of the patient’s Information tab
    • Insurance Company: Insurance company as listed on the patient’s Information tab
    • Level of Care: Patient's level of care as found in the patient's Information tab under Concurrent Review
    • Program: Program name as defined on the patient’s Information tab
    • Start Date: Start date as found in the concurrent reviews section of the patient’s Information tab
    • End Date: End date as found in the concurrent reviews section of the patient’s Information tab
    • Next Review Date: Next review date as found in the concurrent reviews section of the patient’s Information tab
    • Last Coverage Date: Last coverage date checkbox found in the authorization window within the concurrent reviews section of the patient’s Information tab
    • Number of Days: Number of days found within the concurrent reviews section of the patient’s Information tab
    • Authorization Status: Status found within the concurrent reviews section of the patient’s Information tab
    • UR Coordinator: UR coordinator as listed in the top portion of the patient’s Information tab
    • Primary Therapist: Kipu user with the role of Primary Therapist attached to the patient record via the Assignment of Care Team field in an evaluation template 

Intake Metrics

This section contains calculated metrics to help you more easily compare intake efficiency across specific intervals.  

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  • Controls default to All.

    • Admission date: The date range defaults to the last 13 months and is tied to graph trends and any KPIs labeled 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.
    • Level of Care: UR level of care options are listed in alphabetical order.
    • Clinical Level of Care: Clinical level of care options are listed in alphabetical order.
    • UR Coordinator: UR coordinator options are listed in alphabetical order.

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  • Time to Appointment Avg - Previous Year: Time to appointment (TTA) is an efficiency measure calculated by the difference between a patient’s initial contact date and their admission date. To calculate the average time to appointment the sum of days for each time to admission is divided by the total number of patients in the reporting period. The reporting period is for the previous year (1/1 - 12/31).
  • Time to Appointment Avg - Current Year: Time to appointment (TTA) is an efficiency measure 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. The reporting period is within the current year (1/1 - today).
  • Time to Appointment Avg - Previous Month: Time to appointment (TTA) is an efficiency measure 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. The reporting period is for the previous month (first - last day).

  • Time to Appointment Avg - Current Month: Time to appointment (TTA) is an efficiency measure calculated by the difference between a patient’s initial contact date and their admission date. To get the average time the sum of days for each time to admission is divided by the total patients in the reporting period. The reporting period is for the current month (first day - today).

  • Time to Appointment Avg - Selected Date Range: Time to appointment (TTA) is an efficiency measure calculated using the difference between a patient’s initial contact date and their admission date. To get the average time to appointment the numerator is the sum of days for each time to admission divided by the total patients in the reporting period.

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  • Prior Initial Authorization % - Previous Year: Prior initial authorization rate is calculated by taking the total admissions with an initial authorization prior to admission date and dividing them by the total admissions in the reporting period. The reporting period is for the previous year (1/1-12/31).
  • Prior Initial Authorization % - Current Year: Prior initial authorization rate is calculated by the total admissions with an initial authorization prior to admission date divided by total admissions in the reporting period. The reporting period is for the current year (1/1-today).
  • Prior Initial Authorization % - Previous Month: Prior initial authorization rate is calculated by the total admissions with an initial authorization prior to admission date divided by total admissions in the reporting period. The reporting period is for the previous month (first day - last day).
  • Prior Initial Authorization % - Current Month: Prior initial authorization rate is calculated by total admissions with an initial authorization prior to admission date divided by total admissions in the reporting period. The reporting period is for the current month (first day to today).
  • Prior Initial Authorization % - Selected Date Range: Prior initial authorization rate is calculated by the total admissions with an initial authorization prior to admission date divided by total admissions in the reporting period.

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  • # Waitlisted - Previous Year: Indicates the number of patients (pre-admission charts) that were marked with a custom pre-admission status of waitlist, wait list, or waiting list at some point in the previous year (1/1-12/31).
  • # Waitlisted - Current Year: Indicates the number of patients (pre-admission charts) that were marked with a custom pre-admission status of waitlist, wait list, or waiting list in the current year (1/1-today).
  • # Waitlisted - Previous Month: Indicates the number of patients (pre-admission charts) that were marked with a custom pre-admission status of waitlist, wait list, or waiting list in the previous month (first day-last day).
  • # Waitlisted - Current Month:  Indicates the number of patients (pre-admission charts) that were marked with a custom pre-admission status of waitlist, wait list, or waiting list in the current month (first day to today).
  • # Waitlisted - Selected Date Range: Indicates the number of patients (pre-admission charts) that were marked with a custom pre-admission status of waitlist, wait list, or waiting list for the selected date range.

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  • Intake Metrics: This graph displays the average time to appointment, prior initial authorization rate, and waitlist size by month (month_YYYY). The prior initial authorization line is color-coded and displays with value.

VOB

Review information about the patient’s insurance and automated eligibility checks through the VOBGetter service.

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  • 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. If you select individual locations and then click on Show Selected Values, you will see a list of only the locations you have selected.
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    • Admission Date: The selected date range defaults to the last 12 months
    • In Census: In Census options are Yes and No, and default to Yes.
    • Status: Verification of benefits status options are listed in alphabetical order (Active, Error, Inactive, Restricted, Unverified, Verified).
    • VOB Type: Verification of benefit type options are listed in alphabetical order (NULL - Phone verification, VOBGetter Instant, VOBGetter Monitoring).
    • Insurance: Insurance company options are listed in alphabetical order.
    • Insurance Type: Insurance type options are listed in alphabetical order.
    • Insurance Plan Type: Insurance plan type options are listed in alphabetical order.
    • Received Date UTC: The date and time the VOB was received in Coordinated Universal Time. 
      • Note: Previous year, previous month, and current month KPIs will not update upon modification of the date range because they are hardcoded. 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).
    • Requested Date UTC: The date and time the VOB was requested in Coordinated Universal Time. 
      • Note: Previous year, previous month, and current month KPIs will not update upon modification of the date range because they are hardcoded. 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).

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  • Total Patients by Status: This chart shows total patients color-coded by verification status with the total number of eligibility checks in the center.
  • Total Patients by Insurance: This graph shows a count of patients per insurance

  • Count of Verifications and Admission by Admission Date: This graph shows the correlation between the verification of benefits and admissions. The y axis shows admission record counts with admission dates in the past or on the present day. The x axis shows the month/year.  

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  • Received Date: Shows the date on which the VOBGetter response was received. The field will say N/A for verifications completed by phone. 
  • Requested Date: The date the request was submitted via VOBGetter. The field will say N/A for verifications completed by phone.
  • Requested By: Shows the name of the user who submitted the VOBGetter request. The Field will say N/A for verifications completed by phone.
  • Location: Location name as defined in the location profile under Settings > Company > Location.
  • Full Name: Combination of the patient’s first, middle, and last name as defined on their Information tab. The patient's name is hyperlinked and will take you to the patient chart when selected.
  • MR: Patient’s latest MR number as defined on the patient’s Information tab
  • Patient ID: Displays a patient's unique UUID
  • DOB: Date of birth as found on patient’s Information tab
  • Gender: Birth sex as found on the patient’s Information tab
  • Admission Date: Admission date as found on the patient’s Information tab
  • Discharge Date: Discharge date as found on the patient’s Information tab
  • Insurance Company: Insurance company as listed on the patient’s Information tab. 
  • Insurance Type: Insurance type/priority listed on patient’s information tab
  • Insurance Plan Type: Plan type listed on patient’s information tab
  • Policy #: Policy number listed in patient’s information tab
  • VOB Status: Insurance policy benefit status (active, restricted, inactive, error, unverified) found within the insurance information section of the patient’s information tab. 
  • Effective Date: Insurance policy’s effective date found in insurance information section of the patient’s information tab
  • Termination Date: Insurance policy’s termination date found in the insurance information section of patient’s information tab
  • Error Message: Error message associated with VOBGetter response. This field will be “N/A” if VOBGetter was not used for insurance verification.
  • Message: The exact VOBGetter response message. This field will be “N/A” if VOBGetter was not used for insurance verification.
  • Results Status Group: The results status group is a rolled-up grouping based on the following result status mapping:
    Active Status
    • 1 Active Coverage

    Restricted Status

    • 2 Active Full Risk Capitation
    • 3 Active Services Capitated
    • 4 Active Services Capitated to PCP
    • 5 Active Pending Investigation

    Inactive Status

    • 6 Inactive

    • 7 Inactive Pending Eligibility Update

    • 8 Inactive Pending Investigation

    • 9 Not Covered
    Error Status
    • 10 Cannot Process
    • 11 Generic Inquiry Provided No Info for Service Type
    • 12 Not Deemed a Medical Necessity
    • 13 Second Surgical Opinion Required
    • 14 Card Reported Stolen
    • 42 Unable to Respond at Current Time Health Plan is not able to serve a response in less than 20 seconds at this time. (Eligible automatically tries twice)
    • 41 Authorization/Access Restrictions Health Plan may require you "enroll" the NPI you are using before allowing transactions.
    • 50 Provider Ineligible for Inquiries Health Plan may require you "enroll" the NPI you are using before allowing transactions.
    • 51 Provider not on file Health Plan may require you "enroll" the NPI you are using before allowing transactions.
    • 71 Patient Birth Date Does Not Match That for the Patient on the Database DOB does not match
    • 43 Invalid/Missing Provider Identification NPI number was not found in health plan DB - could not authenticate
    • 45 Invalid/Missing Provider Specialty Provider taxonomy code is invalid/missing
    • 72 Invalid/Missing Subscriber Id Member ID did not match health plan records.
    • 73 Invalid/Missing Subscriber/Insured Name Member Name did not match the health plan records.
    • 75 Subscriber/Insured Not Found Member was not found.
    • 76 Duplicate Subscriber/Insured ID Number Member could not be identified with the subscriber id provided due to multiple entries matching the data content. Please check your parameters and try again
    • 79 Invalid Participant Identification Invalid Participant Identification
    • 80 No response received Transaction failed at the health insurance company
    • 0 Member was found but plan has expired or is inactive Member is inactive.
    • 99 Member id submitted is a prior identification number Rejected due to member id submitted is a prior identification number. The member id must be the most up to date id number. Please correct and resubmit.
    • 100 Some error prevented the insurance company from responding. Some error prevented the insurance company from responding. Check your parameters and try again.
    • E3 Requested Record Will Not Be Sent As per Medicare HETS rules, duplicate eligibility requests using the same NPI/HICN combination are not allowed in the same 24 hour period. Please try again after 24 hours.
    • 408 Request timed out. Request timed out.
    This field will be “N/A” if VOBGetter was not used for insurance verification.
  • Contact Name: Contact name found in VOBGetter response.
  • Contact Type: Contact type found in VOBGetter response. This field will be “N/A” if VOBGetter was not used for insurance verification. 
  • Contact Value: Contact value found in VOBGetter response. This field will be “N/A” if VOBGetter was not used for insurance verification. 
  • Received Date: Unique to VOBGetter, date VOBGetter response was received. Field will display N/A for verifications done via phone.
  • Requested Date: Date the request was submitted via VOBGetter. Field will display N/A for verifications done via phone. 
  • Requested By: Unique to VOBGetter, user who submitted the VOBGetter request. Field will display N/A for verifications done via phone.

Authorized Days - By Individual Auth

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  • 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. If you select individual locations and then click on Show Selected Values, you will see a list of only the locations you have selected.
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    • Auth Date: Date range is tied to graph trends and any KPIs labeled as Selected Date Range. The selection defaults to the last 2 years.
      • 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.
    • Level of Care: UR level of care options are listed in alphabetical order.
    • Clinical Level of Care: Clinical level of care options are listed in alphabetical order.
    • UR Coordinator: UR coordinator options are listed in alphabetical order.

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  • Average # of Days by Program: This map shows the average authorized days by program calculated by taking the total number of authorized days and dividing it by total authorizations.
  • Average # of Days by LOC: This map shows the average authorized days by UR level of care calculated by taking the total number of authorized days and dividing it by total authorizations.
  • Average # of Days by Clinical LOC: This map shows average authorized days by clinical level of care calculated by taking the total number of authorized days and dividing it by total authorizations.

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  • Average # of Days by Insurance and Program: This table shows the average authorized days by insurance and program. The insurance, program name, and average number of days are displayed with overall average days at the bottom.
  • Average # of Days by Insurance and Level of Care: Table for average authorized days by insurance and level of care (UR). Insurance, UR level of care, and average number of days are displayed with overall average days at the bottom.
  • Average # of Days by Insurance and Clinical Level of Care: Table for average authorized days by insurance and clinical level of care. Insurance, clinical level of care, and average number of days are displayed with overall average days at the bottom.

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  • Average # of Days by Insurance: This graph shows average authorized days by insurance.
  • Total # of Days by Insurance: This graph shows total authorized days by insurance.

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  • Total # of Days by Insurance and Program: This table shows insurance, program name, and total number of authorized days with the overall total authorized days displayed at the bottom
  • Total # of Days by Insurance and Level of Care (UR): This table shows insurance, UR level of care, and total number of authorized days with the overall total authorized days displayed at the bottom
  • Total # of Days by Insurance and Clinical Level of Care: This table shows insurance, clinical level of care, and total number of authorized days with the overall total authorized days displayed at the bottom.

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  • Average # of Days by Referrer and Program: This table shows referrer name, program name and average number of days with the overall average days displayed at the bottom
  • Average # of Days by Referrer and Level of Care (UR): This table shows referrer name, UR level of care, and average number of days with the overall average days displayed at the bottom.
  • Average # of Days by Referrer and Clinical Level of Care: This table shows referrer name, clinical level of care, and average number of days with the overall average days displayed at the bottom.

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  • Average # of Days by Referrer: This graph shows average authorized days by referrer.
  • Total # of Days by Referrer: This graph shows total authorized days by referrer.

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  • Total # of Days by Referrer and Program: This table shows referrer name, program name, and total number of authorized days with the total authorized days displayed at the bottom.
  • Total # of Days by Referrer and Level of Care (UR): This table shows referrer name, UR level of care, and total number of authorized days with the total authorized days displayed at the bottom.
  • Total # of Days by Clinical Level of Care: This table shows referrer name, clinical level of care, and total number of authorized days with the total authorized days displayed at the bottom.

Authorized Days - By Authorization Run

This tab displays authorizations that were extended for the same level of care. For example, if a patient was authorized for 15 days of PHP, and the insurance company authorized 10 additional days of PHP, this is considered an authorization run and will count as a single authorization.

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  • Controls default to All.

    • Current Census: Current Census options are Yes and No, and default to Yes.
    • Current Auths: Current Auths options are Yes and No, and default to Yes.
    • 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. If you select individual locations and then click on Show Selected Values, you will see a list of only the locations you have selected.
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    • Auth Status: Authorization status options are listed in alphabetical order.
    • Insurance Company: Insurance company options are listed in alphabetical order.
    • Payment Method: Payment method options are listed in alphabetical order.
    • Auth Start Date: Authorization start dates sort by date and default to the last two years. 
    • Program: Program options are listed in alphabetical and/or numerical order.
    • Level of Care: UR level of care options are listed in alphabetical order.
    • Clinical Level of Care: Clinical level of care options are listed in alphabetical order.
    • Referrer: Referrer options are listed in alphabetical order.
    • UR Coordinator: UR coordinator options are listed in alphabetical order.

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  • Average Days Per Run by Program: This map shows the average authorized days per program authorization run by program. If a patient has multiple authorizations consecutively run on the same level of care it will count as one authorization (i.e. if a patient has 3 days of detox and the utilization review coordinator is able to add 2 more authorized days).
  • Average Days Per Run by Level of Care (UR): This map shows the average authorized days per level of care authorization run by UR level of care. If a patient has multiple authorizations consecutively run on the same level of care it will count as one authorization (i.e. if a patient has 3 days of detox and the utilization review coordinator is able to add 2 more authorized days).
  • Average Days Per Run by Clinical Level of Care: This map shows the average authorized days per level of care authorization run by clinical level of care. If a patient has multiple authorizations consecutively run on the same level of care it will count as one authorization (i.e. if a patient has 3 days of detox and the utilization review coordinator is able to add 2 more authorized days).

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  • Avg Days Per Run by Insurance and Program: This table shows the average authorized days per program authorization run by insurance and program. If a patient has multiple authorizations consecutively run on the same level of care it will count as one authorization (i.e. if a patient has 3 days of detox and the utilization review coordinator is able to add 2 more authorized days).
  • Avg Days Per Run by Insurance and Level of Care: Table for average authorized days per level of care authorization run by insurance and UR level of care. If a patient has multiple authorizations consecutively run on the same level of care it will count as one authorization (i.e. if a patient has 3 days of detox and the utilization review coordinator is able to add 2 more authorized days).
  • Avg Days Per Run by Insurance and Clinical Level of Care: Table for average authorized days per level of care authorization run by insurance and clinical level of care. If a patient has multiple authorizations consecutively run on the same level of care it will count as one authorization (i.e. if a patient has 3 days of detox and the utilization review coordinator is able to add 2 more authorized days).

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  • Avg Days Per Run by Referrer and Program: Table for average authorized days per level of care authorization run by referrer and program. If a patient has multiple authorizations consecutively run on the same level of care it will count as one authorization (i.e. if a patient has 3 days of detox and the utilization review coordinator is able to add 2 more authorized days).
  • Avg Days Per Run by Referrer and Level of Care (UR): Table for average authorized days per level of care authorization run by referrer and UR level of care. If a patient has multiple authorizations consecutively run on the same level of care it will count as one authorization (i.e. if a patient has 3 days of detox and the utilization review coordinator is able to add 2 more authorized days).
  • Avg Days Per Run by Referrer and Clinical Level of Care: Table for average authorized days per level of care authorization run by referrer and clinical level of care. If a patient has multiple authorizations consecutively run on the same level of care it will count as one authorization (i.e. if a patient has 3 days of detox and the utilization review coordinator is able to add 2 more authorized days).

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  • Avg Days Per Run by UR Coordinator and Program: Table for average authorized days per level of care authorization run by UR coordinator and program. If a patient has multiple authorizations consecutively run on the same level of care it will count as one authorization (i.e. if a patient has 3 days of detox and the utilization review coordinator is able to add 2 more authorized days).
  • Avg Days Per Run by UR Coordinator and Level of Care (UR): Table for average authorized days per level of care authorization run by UR coordinator and UR level of care. If a patient has multiple authorizations consecutively run on the same level of care it will count as one authorization (i.e. if a patient has 3 days of detox and the utilization review coordinator is able to add 2 more authorized days).
  • Avg Days Per Run by UR Coordinator and Clinical Level of Care: Table for average authorized days per level of care authorization run by UR coordinator and clinical level of care. If a patient has multiple authorizations consecutively run on the same level of care it will count as one authorization (i.e. if a patient has 3 days of detox and the utilization review coordinator is able to add 2 more authorized days).

UR Coordinator Metrics

UR Coordinators are added to the patient record as part of their care team. 

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  • 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. If you select individual locations and then click on Show Selected Values, you will see a list of only the locations you have selected.
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    • Auth Date: The date range is tied to graph trends and any KPIs labeled as Selected Date Range. They default to the last 2 years. 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.
    • Level of Care: UR level of care options are listed in alphabetical order.
    • Clinical Level of Care: Clinical level of care options are listed in alphabetical order.
    • UR Coordinator: UR coordinator options are listed in alphabetical order.

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  • Authorization Status by UR Coordinator: This graph shows total authorizations per status by UR coordinator.

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  • Average # of Days by UR Coordinator and Program: This table shows average authorized days by UR coordinator and program with the total average days displayed at the bottom.
  • Average # of Days by UR Coordinator and Level of Care (UR): This table shows average authorized days by UR coordinator and program with the total average days displayed at the bottom.
  • Average # of Days by UR Coordinator and Clinical Level of Care: This table shows average authorized days by UR coordinator and clinical level of care with the total average days displayed at the bottom.

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  • Average Days by UR Coordinator: This graph shows average authorized days by UR coordinator.

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  • Total # of Days by UR Coordinator and Program: This table shows total authorized days by UR coordinator and program with the total authorized days displayed at the bottom.
  • Total # of Days by UR Coordinator and Level of Care (UR): This table shows total authorized days by UR coordinator and UR level of care with the total authorized days displayed at the bottom.
  • Total # of Days by UR Coordinator and Clinical Level of Care: This table shows total authorized days by UR coordinator and clinical level of care with the overall total authorized days displayed at the bottom.

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  • Total Days by UR Coordinator: This graph shows total authorized days by UR coordinator.

Unused Days

The Unused Days tab contains information about days that were authorized but not billed for discharged patients. This tab is particularly important for evaluating individuals who discharged against medical advice (AMA) and understanding the revenue left on the table due to unused days. A day is considered unused if the date has an active authorization, but no billable group sessions or evaluations were completed for the patient on that day.

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  • Controls default to All.

    • Discharge Date: The discharge date range defaults to the last 13 months and is tied to graph trends and any KPIs labeled as Selected Date Range. 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).
    • 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. If you select individual locations and then click on Show Selected Values, you will see a list of only the locations you have selected.
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    • Patient Name: Patient name options are listed in alphabetical order.
    • Unused Days: Unused days options are True and False.
    • Unbilled Days: Unbilled days options are True and False.
    • Discharge Type: Discharge type options are listed in alphabetical order.
    • Closed: Closed options are True and False.
    • Primary Therapist: Primary therapist options are listed in alphabetical order.

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Important: An unused day is defined as an authorized day that was not deemed billable because no billable items (group sessions or evaluations) were completed for that day.

  • Unused Auth Days by Discharge Type: This chart shows unused authorized days color-coded by discharge type with the total in the center.
  • Unused Auth Days by Program: This chart shows unused authorized days color-coded by program with the total in the center.

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Important: An unused day is defined as an authorized day that was not deemed billable.

  • Unused Auth Days by Insurance: This chart shows unused authorized days color-coded by insurance with the total number of days in the center.
  • Unused Auth Days by Last Level of Care (UR): This chart shows unused authorized days color-coded by last UR level of care with the total number of days in the center.

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  • Unused Auth Days by Discharge Month: This graph shows unused authorized days by discharge month.
    • Important: An unused day is defined as an authorized day that was not deemed billable.

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  • Discharged Patients
    • Full Name: This column contains the patient’s first, middle, and last name as defined on the patient’s information tab. The patient name is hyperlinked and will take you straight to the patient chart when selected.
    • MR: Patient’s latest MR number as defined on their Information tab
    • Location: Location name as defined in the location profile under Settings > Company > Location
    • Admission Date: Admission date as found on the patient’s Information tab
    • Discharge Date: Discharge date as found on the patient’s Information tab
    • Program: Program name as defined on the patient’s Information tab
    • First Level of Care: UR level of care upon admission as found in the patient’s Information tab under Concurrent Review
    • Last Level of Care: UR level of care upon discharge as found in the patient’s Information tab under Concurrent Review
    • Discharge Type: Patient’s discharge type as defined on an evaluation template in the Discharge Type field. The values in the Discharge Type field drop-down are defined by the discharge types enabled within Settings.
    • Closed: Displays as True or False depending on whether or not the patient's chart has been closed.
    • Closed By: The name of the user who closed the patient’s chart
    • Closed Date: The date and time when a patient’s chart was closed
    • Readmitted: Displays as True or False depending on whether or not the patient was readmitted
    • Authorized Days: Total number of authorized days across all levels of care
    • Present Days: Number of days the patient is/was present within a facility regardless of billable status
    • Billable Days: Number of days with a billable item
    • Unbillable Days: Number of days without a billable item
    • Unused Days: Number of authorized days that the patient did not use

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  • Discharged Patients by LOC 
    • Full Name: This column displays the patient’s first, middle, and last name as defined on the patient’s information tab. The patient name is hyperlinked and will take you straight to the patient chart when selected.
    • MR: The latest MR number as defined on the patient’s Information tab
    • Location: Location name as defined in the location profile under Settings > Company > Location
    • Admission Date: Admission date as found on the patient’s Information tab
    • Discharge Date: Discharge date as found on the patient’s Information tab
    • Program: Program name as defined on the patient’s Information tab
    • Level of Care: Patient’s UR level of care upon discharge as found in the patient’s Information tab under Concurrent Review.
    • Discharge Type: Patient’s discharge type defined on an evaluation template in the Discharge Type field. The values in the Discharge Type field drop-down are defined by the discharge types enabled under Settings.
    • Authorized Days: Number of authorized days per level of care
    • Billable Days: Number of days with a billable item
    • Unbillable Days: Number of days without a billable item
    • Unused Days: Number of authorized days that the patient did not use

Glossary

KPI definitions and calculations

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