Kipu Analytics: Revenue Cycle (CMD) Dashboard

  • Updated

The Revenue Cycle dashboard provides a review of financial health and identifies cash opportunities and inefficiencies within the revenue cycle. The dashboard contains data sourced exclusively from CollaborateMD (CMD).

The dashboard can only be shared with instances who have integrated billing with a CMD account under Kipu's partnership umbrella. The dashboard updates once a day at approximately 8 am EST.

Intended Users: C-Suite, Senior Leadership, Billing Staff, Billing Managers, Financial Analysts

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. 

Revenue Cycle (CMD) Dashboard

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

General Controls

Below the tabs that include the dashboard tabs, you will find several icons.

  • Control updates:

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    • 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.
    • In order to access the controls on any tab, click on the down arrow.
    • 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.mceclip7.png

Overview

The Overview tab can be used to provide an overall billing summary. Revenue Cycle health and performance can be evaluated through the analysis of transactions and charge lag trending over time and you can determine how long it takes staff to bill certain CPT codes and services. It is important to investigate lagging days because lagging days can cause delays in collections.

Additionally, reviewing gross collection rate trends can help identify areas for improvement and help to ensure that outstanding revenue is being collected. 

  • Controls default to All.

    • Date of Service: The selected date range defaults to 13 months and is tied to the graph trends and any KPIs labeled as ‘Selected Date Range’.
      • Note: Previous year, previous month, and current month KPIs will not update upon modification of the date range because they are hardcoded.
    • Facility: Facility options listed in alphabetical order in a multi-select drop-down with checkboxes.
    • Insurance: Insurance options listed in alphabetical order in a multi-select drop-down with checkboxes.
    • Provider: Provider options listed in alphabetical order in a multi-select drop-down with checkboxes.
    • Type of Service: Type of service code options listed in alphanumeric order in a multi-select drop-down with checkboxes.
    • CPT: CPT code options listed in alphanumeric order in a multi-select drop-down with checkboxes.

  • Billing Summary - Totals: This bar/line graph displays revenue cycle key performance indicators month over month. The bars for charge amount, adjustments, total payments, and AR balance are color coded, as are the lines for gross collection rate and percent outstanding.

  • Billing Summary - Average: This bar graph displays average charges, payments, adjustments, and AR balance per month. The month_YYYY is displayed on the x axis and the average dollar amounts are displayed on the y axis. The bars for charge amount, adjustments, total payments, and AR balance are color coded.

  • Billing Timing: The line graph displays billing key performance indicators. The number of days displayed on the y axis while the Month_YYYY is displayed on the x axis. Lines for charge lag, days to bill, days to 1st payment, and days to most recent payment are color coded.

  • Billing Timing Table: This table displays the following fields:
    • Insurance: The name of the insurance group
    • Charge Lag: Difference in days between service date and charge posted date
    • Days to Bill: Difference in days between service date and billed date
    • Days to 1st Payment: Difference in days between service date and date of first payment
    • Days to Most Recent Payment: Difference in days between service date and date of most recent payment
    • Date of Service: Month and year
    • Total: Displays the total for each column and row

Charges Overview

The Charges Overview tab can be used to compare primary payer contracted amounts against the charge amounts and units. It can also provide year-to-year and month-to-month benchmarking.

Additionally, you can focus in on the specific levels of care to see which levels of care are providing the most revenue and the highest payer reimbursement. This information can be useful when making decisions about which levels of care to invest in.

  • Controls default to All.

    • Date of Service: The selected date range defaults to 13 months and is tied to the graph trends and any KPIs labeled as ‘Selected Date Range’.
      • Note: Previous year, previous month, and current month KPIs will not update upon modification of the date range because they are hardcoded.
    • CPT Code: CPT code options are listed in alphanumeric order in a multi-select drop-down with checkboxes.
    • Facility: Facility options are listed in alphabetical order in a multi-select drop-down with checkboxes. 
    • Level of Care: Level of care options are listed in alphabetical order in a multi-select drop-down with checkboxes.
    • Insurance: Insurance options are listed in alphabetical order in a multi-select drop-down with checkboxes.
    • Rev Code: Rev code options are listed in alphanumeric order in a multi-select drop-down with checkboxes.
    • Type of Service: Type of service code options listed in alphanumeric order in a multi-select drop-down with checkboxes.
    • Place of Service: Place of service code options are listed in alphanumeric order in a multi-select drop-down with checkboxes. 

  • Charges - Previous Year: Indicates the total charges amount in the in the previous year (1/1 - 12/31)
  • Charges - Current Year: Indicates the total charges amount in the current year (1/1 - present)
  • Charges - Previous Month: Indicates the total charges amount in the previous month (first day - last day)
  • Charges - Current Month: Indicates the total charges amount in the current month (first day of the month - present)
  • Charges - Selected Date Range: Indicates the total charges amount in the selected date range based on date of service
  • Primary Payer Contracted Amount Total - Previous Year: Indicates the total contracted amount in the in the previous year (1/1 - 12/31)
  • Primary Payer Contracted Amount Total - Current Year: Indicates the total contracted amount in the current year (1/1 - present)
  • Primary Payer Contracted Amount Total - Previous Month: Indicates the total contracted amount in the previous month (first day - last day)
  • Primary Payer Contracted Amount Total - Current Month: Indicates the total contracted amount in the current month (first day of the month - present)
  • Primary Payer Contracted Amount Total - Selected Date Range: Indicates the total contracted amount in the selected date range based on date of service
  • Charge Units - Previous Year: Indicates the total charge units in the in the previous year (1/1 - 12/31)
  • Charge Units - Current Year: Indicates the total charge units in the current year (1/1 - present)
  • Charge Units - Previous Month: Indicates the total charge units in the previous month (first day - last day)
  • Charge Units - Current Month: Indicates the total charge units in the current month (first day of the month - present)
  • Charge Units - Selected Date Range: Indicates the total charge units in the selected date range based on date of service

  • Total Charges and Units by DOS: The bar/line graph displays charge unit totals, charge and primary payer contracted amounts month over month. The total dollar amounts are on the y axis on the left, counts on the right y axis, the lines display charge unit totals, and the bars are color coded.

  • Average Charges and Units by DOS: This bar/line graph displays average charge unit totals, average charge amounts, and average primary payer contracted amounts month over month. The average dollar amounts are displayed on the left y axis, average counts on the right y axis, lines display average charge units, and the bars are color coded.

  • Charge Amount by Level of Care by Date of Service (DOS): The line graph displays charge amounts by level of care and date of service. Dollar amounts are displayed on the y axis for charge amounts and lines are color coded by level of care.

  • Charge Amount by Level of Care: The donut chart displays charge amounts color coded by level of care. The overall total charge amount is displayed in the center.
  • Charge Amount by CPT: The horizontal bar graph shows charge amounts by CPT code.

  • Charge Amount by Rev Code: This horizontal bar graph displays charge amounts by revenue code
  • Charge Amount by Provider: This bar graph shows charge amounts by provider.

Payments Overview

The Payments Overview tab can be used to review payment behaviors over time. It can also provide year-to-year and month-to-month benchmarking.

Additionally, you can get more details on which levels of care, providers, CPT codes, insurances, and revenue codes are providing payment. The level of payment information can be leveraged for decision-making and insurance network conversations.

  • Controls default to All.

    • Date of Service: The selected date range defaults to 13 months and is tied to the graph trends and any KPIs labeled as ‘Selected Date Range’.

      • Note: Previous year, previous month, and current month KPIs will not update upon modification of the date range because they are hardcoded.

    • CPT Code: CPT code options are listed in alphanumeric order in a multi-select drop-down with checkboxes.
    • Facility: Facility options are listed in alphabetical order in a multi-select drop-down with checkboxes. 
    • Level of Care: Level of care options are listed in alphabetical order in a multi-select drop-down with checkboxes.
    • Insurance: Insurance options are listed in alphabetical order in a multi-select drop-down with checkboxes.
    • Rev Code: Rev code options are listed in alphanumeric order in a multi-select drop-down with checkboxes.
    • Type of Service: Type of service code options listed in alphanumeric order in a multi-select drop-down with checkboxes.
    • Place of Service: Place of service code options are listed in alphanumeric order in a multi-select drop-down with checkboxes

  • Insurance Payments - Previous Year: Indicates the total insurance payment amount in the in the previous year (1/1 - 12/31)
  • Insurance Payments - Current Year: Indicates the total insurance payment amount in the current year (1/1 - present) 
  • Insurance Payments- Previous Month: Indicates the total insurance payment amount in the previous month (first day - last day)
  • Insurance Payments - Current Month: Indicates the total insurance payment amount in the current month (first day of the month - present)
  • Insurance Payments - Selected Date Range: Indicates the total insurance payment amount in the selected date range based on date of service
  • Patient Payments - Previous Year: Indicates the total patient payment amount in the in the previous year (1/1 - 12/31)
  • Patient Payments - Current Year: Indicates the total patient payment amount in the current year (1/1 - present)
  • Patient Payments- Previous Month: Indicates the total patient payment amount in the previous month (first day - last day)
  • Patient Payments - Current Month: Indicates the total patient payment amount in the current month (first day of the month - present)
  • Patient Payments - Selected Date Range: Indicates the total patient payment amount in the selected date range based on date of service
  • Total Payments - Previous Year: Indicates the total payment amount in the in the previous year (1/1 - 12/31)
  • Total Payments - Current Year: Indicates the total payment amount in the current year (1/1 - present)
  • Total Payments- Previous Month: Indicates the total payment amount in the previous month (first day - last day)
  • Total Payments - Current Month: Indicates the total payment amount in the current month (first day of the month - present)
  • Total Payments - Selected Date Range: Indicates the total payment amount in the selected date range based on date of service

  • Total Payments by Date of Service (DOS): The stacked bar graph shows total payments by date of service. The month and year of the date of service is listed on the x axis, the payment amount in dollars is displayed on the y axis, and payment responsibility is color coded. 

  • Average Payments by Date of Service (DOS): The stacked bar graph displays average payments by date of service with the month and year of the DOS on the bottom and the average payment amounts on the left. The bars are color coded by payment responsibility. Payments of $0 are included in the calculations.

  • Average Payments (excluding $0 Payments) by Date of Service (DOS): This stacked bar graph for shows average payments by date of service. The month and year of the DOS are on the bottom while the dollar amounts of the average payments are on the left. The bars are color coded by payment responsibility. Payments of $0 are not included in the calculations.

  • Total Payments by Level of Care: The line graph displays payment amounts by level of care and date of service. The month and year of the DOS are on the bottom, the charge amount in dollars are on the left. The lines are color coded by level of care.

  • Total Payment by Level of Care: The donut chart shows total payment by level of care with the overall total displayed in the center. The levels of care are color coded.
  • Total Payments by CPT Code: The bar graph shows total payments by CPT code with the codes displayed on the left and the payment amounts in dollars on the bottom.

  • Total Payments by Rev Code: The bar graph displays total payments by revenue code with payment amounts on the bottom and rev codes on the left.
  • Total Payments by Provider:  The bar graph for total payments by provider shows payment amounts on the bottom and providers on the left.

AR Balance Overview

The AR Balance Overview tab can be used to review accounts receivable balances over time and by source. You can see which insurance companies, levels of care, CPT codes, and revenue codes make up the accounts receivables.

  • Controls default to All. 

    • Date of Service: The selected date range defaults to 13 months and is tied to the graph trends and any KPIs labeled as ‘Selected Date Range’.

      • Note: Previous year, previous month, and current month KPIs will not update upon modification of the date range because they are hardcoded.

    • CPT Code: CPT code options are listed in alphanumeric order in a multi-select drop-down with checkboxes.
    • Facility: Facility options are listed in alphabetical order in a multi-select drop-down with checkboxes. 
    • Level of Care: Level of care options are listed in alphabetical order in a multi-select drop-down with checkboxes.
    • Insurance: Insurance options are listed in alphabetical order in a multi-select drop-down with checkboxes.
    • Rev Code: Rev code options are listed in alphanumeric order in a multi-select drop-down with checkboxes.
    • Type of Service: Type of service code options listed in alphanumeric order in a multi-select drop-down with checkboxes.
    • Place of Service: Place of service code options are listed in alphanumeric order in a multi-select drop-down with checkboxes. 

  • Total AR Balance by DOS: This bar graph displays total accounts receivable by date of service (DOS). The date of service month and year are displayed on the x axis, and the dollar amounts for accounts receivable is displayed on the y axis.

  • Total AR Balance by Source: This stacked bar graph shows total accounts receivable by source. The month and year of the date of service is displayed on the x axis, the amounts receivable dollar amount is displayed on the y axis, and sources are color coded.

  • Average AR Balance: The bar graph indicates the average accounts receivable balance with the x axis showing the month and year of the date of service, and the y axis showing the accounts receivable amounts in dollars.

  • AR Balance Amount by Level of Care by Date of Service (DOS): This line graph displays AR amounts by level of care and date of service. The month and year of the date of service are displayed on the y axis and the charge amounts in dollars are on the y axis. Lines are color coded by level of care.

  • AR Balance Amount by Level of Care: The donut chart shows AR amounts color coded by level of care with the total dollar amount of accounts receivable displayed in the center.
  • AR Balance Amount by CPT Code: This horizontal bar graph displays AR amounts by CPT code with CPT codes on the left and the dollar amount for accounts receivable on the bottom.

  • AR Balance Amount by Rev Code: The bar graph for AR amounts by revenue code shows accounts receivable dollar amounts on the bottom and rev codes on the left.
  • AR Balance Amount by Provider: This bar graph for AR amounts by provider shows accounts receivables dollar amounts on the bottom and providers on the left.

AR by Charge Amount

The AR by Charge Amount tab can be used to review accounts receivable balances over time and by source. You can see which insurance companies, levels of care, CPT codes, and revenue codes make up the accounts receivables.

  • Controls default to All.

    • Facility: Facility options are listed in alphabetical order in a multi-select drop-down with checkboxes.
    • Provider: Provider options are listed in alphabetical order in a multi-select drop-down with checkboxes.
    • Patient Name: Patient name options are listed in alphabetical order in a multi-select drop-down with checkboxes.
    • Balance Type: Balance type is listed in alphabetical order in a multi-select drop-down with checkboxes).
    • Level of Care: Level of care options are listed in alphabetical order in a multi-select drop-down with checkboxes. 
    • CPT Code: CPT code options are listed in alphanumeric order in a multi-select drop-down with checkboxes.
    • Insurance: Insurance options are listed in alphabetical order in a multi-select drop-down with checkboxes.

  • AR by Facility: This table displays AR dollar amounts and the percentage of total AR for each date of service aging category broken out for each facility.  

  • AR by Type: This table displays AR dollar amounts and the percentage of total AR for each date of service aging category broken out for each AR balance type. 

  • AR by Level of Care (LOC): The table displays AR dollar amounts and the percentage of total AR for each date of service aging category broken out for each level of care. 

  • AR by CPT: The table displays AR dollar amounts and the percentage of total AR for each date of service aging category broken out for each CPT code. 

  • AR by Provider: This table displays AR dollar amounts and the percentage of total AR for each date of service aging category broken out for each provider.

  • AR by Insurance: The table displays AR dollar amounts and the percentage of total AR for each date of service aging category broken out by insurance.

  • AR by Patient: This table displays AR dollar amounts and the percentage of total AR for each date of service aging category broken out by patient.

AR by Contract Amount

The AR by Contract tab can be used to review accounts receivable balances based on contracted rates entered in CollaborateMD (CMD) over time and by source. You can see which insurance companies, levels of care, CPT codes, and revenue codes make up the accounts receivables.

  • Controls default to All.

    • Facility: Facility options are listed in alphabetical order in a multi-select drop-down with checkboxes.
    • Provider: Provider options are listed in alphabetical order in a multi-select drop-down with checkboxes.
    • Patient Name: Patient name options are listed in alphabetical order in a multi-select drop-down with checkboxes.
    • Balance Type: Balance type is listed in alphabetical order in a multi-select drop-down with checkboxes).
    • Level of Care: Level of care options are listed in alphabetical order in a multi-select drop-down with checkboxes. 
    • CPT Code: CPT code options are listed in alphanumeric order in a multi-select drop-down with checkboxes.
    • Insurance: Insurance options are listed in alphabetical order in a multi-select drop-down with checkboxes.

  • AR by Facility: This table displays AR dollar amounts and the percentage of total AR for each date of service aging category broken out for each facility based on the contracted rates entered in CMD. 

  • AR by Type: This table displays AR dollar amounts and the percentage of total AR for each date of service aging category broken out for each AR balance type based on the contracted rates entered in CMD.  

  • AR by Level of Care (LOC): The table displays AR dollar amounts and the percentage of total AR for each date of service aging category broken out for each level of care based on the contracted rates entered in CMD. 

  • AR by CPT: The table displays AR dollar amounts and the percentage of total AR for each date of service aging category broken out for each CPT code based on the contracted rates entered in CMD. 

  • AR by Provider: This table displays AR dollar amounts and the percentage of total AR for each date of service aging category broken out for each provider based on the contracted rates entered in CMD. 

  • AR by Insurance: The table displays AR dollar amounts and the percentage of total AR for each date of service aging category broken out by insurance based on the contracted rates entered in CMD. 

  • AR by Patient: This table displays AR dollar amounts and the percentage of total AR for each date of service aging category broken out by patient based on the contracted rates entered in CMD. 

Billing Summary - LOC

The Billing Summary – LOC tab can be used to review the summarized billing data broken out by level of care for each week, month, and year. It can be leveraged for quick reference on charge amount and units.

  • Controls default to All.

    • First Billed Date: The selected date range defaults to 3 years.
    • Facility: The facility options are listed in alphabetical order in a multi-select drop-down with checkboxes.
    • CPT Code: CPT code options are listed in alphanumeric order in a multi-select drop-down with checkboxes.
    • Insurance: Insurance options are listed in alphabetical order in a multi-select drop-down with checkboxes.

  • Facility Billing Summary by Week by Level of Care (LOC): Table displays the following fields: 
    • Facility
    • Level of Care
    • Charge Amounts
    • Charge Units
    • First Billed Date 

  • Facility Billing Summary by Month by Level of Care (LOC): Table displays the following fields:
    • Facility
    • Level of Care
    • Charge Amounts
    • Charge Units
    • First Billed Date

  • Facility Billing Summary by Year by Level of Care (LOC): The table displays the following fields: 
    • Facility
    • Level of Care
    • Charge Amounts
    • Charge Units
    • First Billed Date

Billing Summary - CPT 

The Billing Summary – CPT tab can be used to review the summarized billing data broken out by CPT for each week, month, and year. It can be leveraged for quick reference on charge amount and units.

  • Controls default to All.

    • First Billed Date: The selected date range defaults to 3 years
    • Facility: Facility options are listed in alphabetical order in a multi-select drop-down with checkboxes.
    • CPT Code: CPT code options are listed in alphanumeric order in a multi-select drop-down with checkboxes.
    • Insurance: Insurance options are listed in alphabetical order in a multi-select drop-down with checkboxes.

  • Facility Billing Summary by Week by CPT: Table displays the following fields: 
    • Facility
    • CPT Code
    • Charge Amounts
    • Charge Units
    • First Billed Date

  • Facility Billing Summary by Month by CPT: The table displays the following fields: 
    • Facility
    • CPT Code
    • Charge Amounts
    • Charge Units
    • First Billed Date

  • Facility Billing Summary by Year by CPT: Table displays the following fields: 
    • Facility
    • CPT Code
    • Charge Amounts
    • Charge Units
    • First Billed Date

Posting Summary

The Posting Summary tab can be used to review the summarized charge poster data for each week, month, and year. It can be used to measure productivity.

  • Controls default to All.

    • Posted Date: Selected date range defaults to 3 years
    • Facility: Facility options are listed in alphabetical order in a multi-select drop-down with checkboxes.
    • CPT Code: CPT code options are listed in alphanumeric order in a multi-select drop-down with checkboxes.
    • Insurance: Insurance options are listed in alphabetical order in a multi-select drop-down with checkboxes.

  • Charge Posting Summary by Poster by Week: Table displays the following fields: 
    • Poster (user)
    • Charge Amounts
    • Charge Units
    • Posted Date

  • Charge Posting Summary by Poster by Month: Table displays the following fields: 
    • Poster
    • Charge Amounts
    • Charge Units
    • First Billed Date

  • Charge Posting Summary by Poster by Year: The table displays the following fields: 
    • Poster
    • Charge Amounts
    • Charge Units
    • First Billed Date

Consolidated Table 

The Consolidated Table tab provides the full data table used in the Revenue Cycle dashboard. It can be exported to a CSV file and used for further manipulation. It can also be used to provide line item detail.

  • Controls default to All

    • $0 Payment Flag: Defaults to Yes.
    • Facility: Facility options are listed in alphabetical order in a multi-select drop-down with checkboxes.
    • CPT: CPT code options are listed in alphanumeric order in a multi-select drop-down with checkboxes.
    • Payer Name: Payer names are listed in alphabetical order in a multi-select drop-down with checkboxes.
    • Date of Service: Selected date range defaults to 13 months and is tied to the graph trends and any KPIs labeled as ‘Selected Date Range’
      • Note: Previous year, previous month, and current month KPIs will not update upon modification of the date range because they are hard coded.
    • Provider Name: Provider names are listed in alphabetical order in a multi-select drop-down with checkboxes.
    • Level of Care: Level of care options are listed in alphabetical order in a multi-select drop-down with checkboxes.
    • Type of Service: Type of service code options listed in alphanumeric order in a multi-select drop-down with checkboxes.
    • Most Recent Payment Date: Use the calendar boxes and Start and End time fields to set the date and time range.

  • Consolidated Table: The data table displays the following fields: 
    • Client ID
    • Facility
    • Insurance
    • Patient
    • Patient ID
    • DOS (Date of Service)
    • Poster
    • Provider
    • Provider ID
    • LOC (Level of Care)
    • CPT
    • Rev Code
    • Type of Service
    • ICD10 1
    • ICD10 2
    • ICD10 3
    • ICD10 4
    • Modifier 1
    • Modifier 2
    • Modifier 3
    • Modifier 4
    • Aging Bracket
    • Charge Units
    • Place of Service
    • First Billed At
    • Last Billed At
    • Posted Date
    • First Payment Entered
    • Recent Payment Entered
    • Charge ID
    • Charge Amount
    • Contract Amount
    • Insurance Paid Amount
    • Patient Paid Amount
    • Total Payments
    • Adjustments
    • AR Balance

Glossary

This tab contains KPI definitions and calculations.

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