Kipu Analytics: Clinical Productivity Dashboard

The Clinical Productivity dashboard allows clinicians and management to gauge the contributions made towards profitability by providing billable hours data. It also provides document data for the measurement of compliance adherence. The purpose of the Clinical Productivity dashboard is to display admission and discharge data details in order to track the productivity, efficiency, and compliance of the clinical staff.

Important:  Data provided in this dashboard is solely based on EMR data. For the purposes of this dashboard, a document is deemed billable when the Billable box is checked in the document or group session template and no further determination is needed. For more information on how billable items are defined, or set up, check out the article on billable items.

Intended Users: Clinical managers, Directors, and compliance organizations can all view and work with this dashboard.

Prerequisites

To view the dashboard, ensure that the following prerequisites are met:

• Kipu Analytics has been enabled via Settings > Instance.
• The Clinical Productivity dashboard has been shared with the instance
• The BI admin has shared the Clinical Outcomes dashboard with the user (see this article for more information on Kipu BI users)
• Newly implemented sites have designated a BI admin and ensured that the main Kipu BI ETL is running for their instance.

Important: New Kipu customers must be live for at least 30 days before data will populate. Any previous year and previous month KPIs will not populate until after the end of the previous calendar year or month respectively.

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.

Clinical Productivity Dashboard

To begin, click on Reports > Kipu BI > Clinical Productivity.

• There are a few icons and elements that are the same across all tabs.

  • Below the tab that includes the Billing, Clinical Productivity, and other options, you will find a number of icons. The circular arrow refreshes the data, while the back and forward arrows undo and redo changes respectively.
  • If you click on the icon of a down arrow in a box, you will access the following drop-down list.
    
  • Use the options provided to print the current tab to or download it as a PDF file. Clicking View downloads will allow you to view all downloads created from that tab previously, and to download them again.
  • If you click on any of the Controls options, the section will expand. Each drop-down list allows you to customize the data which is included in the report.
  • Important: If you hover over each drop-down, three dots will appear. These can be clicked to access the Reset and Refresh options.
    
  • This dashboard contains the following subtabs, which are discussed at length below.
  • Important: Each widget in the Clinical Productivity section has options which can be opened by clicking on the empty space at the top right of the widget. The two arrows allow you to expand the widget to full screen, while the three dots allow you to export the data in the widget to a CSV file. You will see the options indicated in many of the following screenshots. 
     
  • Clicking on any control will expand the section, giving access to the drop-down lists.

Billable Evaluations and Sessions

• Controls default to All.

  • Session Date: The selected date range defaults to the last 13 months and is tied to graph trends, as well as 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 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).

  • Location: Locations available in the instance are listed in alphabetical order.
  • Clinician: Clinician options are listed in alphabetical and/or numerical order.
  • Document Status: Document statuses are listed in alphabetical order.
  • Session Type: Options are Group and Individual.
  • Billable?: Options are Yes and No.
  • Session Name: Status 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.

Important: The Dashboard does not recognize special characters. Documents must be searched without special characters. For example, "History & Physical" has to be searched as "History Physical" to yield results.

• Billable Hours – Previous Year: Total billable hours (duration of billable evaluations + duration of billable group session in the previous year (1/1-12/31)
• Billable Hours – Current Year: Total billable hours (duration of billable evaluations + duration of billable group sessions) in the current year (1/1-today's date)
• Billable Hours – Previous Month: Total billable hours (duration of billable evaluations + duration of billable group sessions) in the previous month (first-last day of the month)
• Billable Hours – Current Month: Total billable hours (duration of billable evaluations + duration of billable group sessions) in the current month (first day of month-today)
• Billable Hours – Selected Date Range: Total billable hours (duration of billable evaluations + duration of billable group sessions) for the selected date range
• Billable Evaluations and Sessions - Previous Year: Total billable evaluations and sessions in the previous year (1/1-12/31)
• Billable Evaluations and Sessions - Current Year: Total billable evaluations and sessions in the current year (1/1-today)
• Billable Evaluations and Sessions - Previous Month: Total billable evaluations and sessions in the previous month (first-last day of month)
• Billable Evaluations and Sessions - Current Month: Total billable evaluations and sessions in the current month (first day of month - today)
• Billable Evaluations and Sessions - Selected Date Range: Total billable evaluations and sessions in the date range selected

• Billable Hours – Selected Date Range: Billable hours monthly average indicated by the orange trend line.  

• Billable Hours by Location – Selected Date Range: Hover over each color segment in a bar to see total billable hours and location name.  

• Evaluation and Session – Billable – Selected Date Range: Total number of evaluations and sessions by hour category.
• Completed Evaluation and Sessions – Billable – Selected Date Range: Total number of  completed evaluations and sessions by hour category 
• Evaluation and Session Hours – Billable – Selected Date Range: Total number of hours documented (time spent) for evaluations and sessions by hour category
• Completed Evaluation and Session Hours – Billable – Selected Date Range: Total: Total documented hours (time spent) for completed evaluations and sessions by hour category

Evaluations and Sessions by Status

• Controls default to All.
  • Session Date: The selected date range defaults to the last 13 months and is tied to graph trends, as well as 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 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).
  • 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.
    
  • Clinician: Clinician options are listed in alphabetical and/or numerical order.
  • Document Status: Document statuses are listed in alphabetical order.
  • Session Type: Options are Group and Individual.
  • Billable?: Options are Yes and No and the field.
  • Session Name: Status 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.

Important: The Dashboard does not recognize special characters. Documents must be searched without special characters. For example, History & Physical" has to be searched as "History Physical" to yield results.

• Evaluation and Session Status - Selected Date Range: Billable and non billable evaluations and sessions are included.
• Billable Evaluations and Sessions Status – Selected Date Range: Non billable evaluations and sessions are excluded.
• Billable Evaluations and Sessions by Type – Selected Date Range: Non billable evaluations and sessions are excluded.

• Evaluations and Sessions by Status % - Selected Date Range 
  
  • Count: Total number of specified evaluations or sessions in a particular status
  • %: The Percentage of total specified evaluations or sessions per status
  • Total
    • Count: The count calculation of the total number of specified evaluations or sessions regardless of status
    • %: Percentage of total specified evaluations or sessions, which should always equal 100.

• Completed Evaluations and Sessions – Selected Date Range: Shows the total number of completed evaluations and sessions.
• Average Evaluation and Session Duration – Selected Date Range: Average completion time by evaluation or session. Only the top 2500 evaluations and sessions will display.

Evaluations and Sessions by User

• Controls default to All.
  • Session Date: The selected date range defaults to the last 13 months and is tied to graph trends, as well as 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 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).
  • 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.
    
  • Clinician: Clinician options are listed in alphabetical and/or numerical order.
  • Document Status: Document statuses are listed in alphabetical order.
  • Session Type: Options are Group and Individual.
  • Billable?: Options are Yes and No and the field.
  • Session Name: Status 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.

Important: The Dashboard does not recognize special characters. Documents must be searched without special characters. For example, History & Physical" has to be searched as "History Physical" to yield results.

• Evaluations and Sessions by User Per Week 
  
  • User: The group session leader for group sessions or the counselor for all non-group sessions
  • Billable: Indicates whether the evaluation or session is billable or not billable
  • Hours: Duration
  • Completed: The number of evaluations or sessions completed by the user in the reporting period
  • Created: The number of evaluations or sessions created by the user in the reporting period
  • Subtotal: Total hours, completed count, and created count in the reporting period for the user
  • Total: Total hours, completed count, and created count in the reporting period

• Evaluations and Sessions by User Per Month 
  
  • User: The group session leader for group sessions and the counselor for all non-group sessions
  • Billable: Indicates whether the evaluation or session is billable or not billable
  • Hours: Duration
  • Completed: The number of evaluations or sessions completed by the user in the reporting period
  • Created: The number of evaluations or sessions created by the user in the reporting period
  • Subtotal: Total hours, completed count, and created count in the reporting period for the user
  • Total: Total hours, completed count, and created count in the reporting period

• Evaluations and Sessions by User Per Year 
  
  • User: The group session leader for group sessions and the counselor for all non-group sessions
  • Billable: Indicates whether the evaluation or session is billable or not billable
  • Hours: Duration
  • Completed: The number of evaluations or sessions completed by the user in the reporting period
  • Created: The number of evaluations or sessions created by the user in the reporting period
  • Subtotal: Total hours, completed count, and created count in the reporting period for the user
  • Total: Total hours, completed count, and created count in the reporting period

• Completed Evaluations and Sessions by User - Selected Date Range: The total count will match the row total for user count and completed evaluations from the tables above.
• Average Evaluation and Session Duration by User – Selected Date Range: Shows the average document completion time by user

Consents by Status

• Controls default to All.
  • Session Date: The selected date range defaults to the last 13 months and is tied to graph trends, as well as 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 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).
  • 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.
    
  • Clinician: Clinician options are listed in alphabetical and/or numerical order.
  • Session Type: Options are Group and Individual.
  • Document Status: Document statuses are listed in alphabetical order and default to All.
  • Document Name: Document Name: Available documents are listed alphabetically by name and default to All.
  • 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.

• Consents by Status – Selected Date Range: Total count of consent forms by status

• Consents by Status % - Selected Date Range: Breakdown of each consent form by status, count and percentage of the consent total. 
  
  • Consent Name: Name of the consent form
  • Status 
    • Count: Total number of specified consents in a particular status
    • %: Percent of total specified consents per status (percentage should always equal 100)
  • Total
    • Count: Total number of consents regardless of status
    • %: Percentage of total specified consent (percentage should always equal 100)

• Completed Consents – Selected Date Range: Total number of completed consents by consent form
• Average Consents Duration – Selected Date Range: Average completion time for each consent form

Consents by User

• Controls default to All.
  • Session Date: The selected date range defaults to the last 13 months and is tied to graph trends, as well as 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 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).
  • 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.
    
  • Clinician: Clinician options are listed in alphabetical and/or numerical order.
  • Document Type: Discharge type options are listed in alphabetical and/or numerical order
  • Document Status: Document statuses are listed in alphabetical order and default to All.
  • Document Name: Document Name: Available documents are listed alphabetically by name and default to All.
  • 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.

• Consents by User by Week 
  
  • User: The name of the user who completed or created consents
  • Hours: Duration
  • Completed: Number of consents completed by the user in the reporting period
  • Created: Number of consents created by the user in the reporting period
  • Totals: Total hours, completed count, and created count in the reporting period

• Consents by User by Month
  
  • User: The name of the user who completed or created consents
  • Hours: Duration
  • Completed: Number of consents completed by the user in the reporting period
  • Created: Number of consents created by the user in the reporting period
  • Totals: Total hours, completed count, and created count in the reporting period

• Consents by User by Year
  
  • User: The name of the user who completed or created consents
  • Hours: Duration
  • Completed: Number of consents completed by the user in the reporting period
  • Created: Number of consents created by the user in the reporting period
  • Totals: Total hours, completed count, and created count in the reporting period

• Completed Consents by User - Selected Date Range: The total count will match the row total for the user count of completed consents.
• Average Consent Duration by User – Selected Date Range: The total count matches the row total for the user count of completed consents.

Consents by Expiration Status

• Controls default to All

  • Session Date: The selected date range defaults to the last 13 months and is tied to graph trends, as well as 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 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).
  • Location/Location Name: 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.
    
  • Clinician: Clinician options are listed in alphabetical and/or numerical order and default to All.
  • Session Type: Options are Group and Individual, and the list defaults to All.
  • Document Name: Available documents are listed alphabetically by name and default to All.
  • Program/Program Name: Program options are listed in alphabetical and/or numerical order, and default to All.
  • Level of Care: UR level of care options are listed in alphabetical order and default to All.
  • Clinical Level of Care: Clinical level of care options are listed in alphabetical order and default to All.
  • Reviewer: Reviewer options are listed in alphabetical order and default to All.
  • Patient (multi-select drop-down with checkboxes): Patient options are listed in alphabetical order and default to All.
  • MR: Medical Record numbers are listed in alphabetical order in a multi-select drop-down with checkboxes.

This tab allows users to view consent form data based on expiration status.

• Consents by Expiration Status (Excluding Discharged and Completed): This bar graph shows all consents broken up by form name. The colors indicate the consent's status. As indicated, consents in the Discharged and Completed statuses are not included. Hover over each bar for more detailed information.

• Consents by Expiration Status: This chart shows all consents by status. Hover over each color section for more information with the total in the center.
• Consents by Expiration Status (Excluding Discharged and Completed): This chart shows all consents by status except for Discharged and Completed with the total in the center. Hover over each color section for more information

• Consents by Patient (Excluding Discharged and Completed): This table shows all consents grouped by patient, excluding those in the discharged and completed statuses). Click on the boxes beside each piece of data for more information.

Incomplete Documentation 

• Controls default to All

  • Session Date: The selected date range defaults to the last 13 months and is tied to graph trends, as well as 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 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).
  • Location/Location Name: 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.
    
  • Clinician: Clinician options are listed in alphabetical and/or numerical order and default to All.
  • Document Status: Document statuses are listed in alphabetical order and default to All.
  • Session Type: Options are Group and Individual, and the list defaults to All.
  • Billable?: Options are Yes and No and the field defaults to All.
  • Session Name: Status options are listed in alphabetical order, and the field defaults to All.
  • Program/Program Name: Program options are listed in alphabetical and/or numerical order, and default to All.
  • Level of Care: UR level of care options are listed in alphabetical order and default to All.
  • Clinical Level of Care: Clinical level of care options are listed in alphabetical order and default to All.
  • Reviewer: Reviewer options are listed in alphabetical order and default to All.

This tab allows users to break down incomplete documentation data using various filters such as status, location, and program.

• Incomplete Documentation by Status: This chart breaks down incomplete documentation separated out by status (indicated by color). Hover over each section for more information. 
• Incomplete Documentation by Location: This chart breaks down incomplete documentation by location (indicated by color). Hover over each section for more information.
• Incomplete Documentation by Program: This chart breaks down incomplete documentation by program (indicated by color). Hover over each section for more information.

• Incomplete Documentation by Status: This chart shows incomplete documentation broken down by month and status. Hover over each section for more information.

• Incomplete Documentation by Location: This chart shows incomplete documentation for each location by month. Hover over each section for more information.

• Incomplete Documentation by Program: This chart shows incomplete documentation for each program by month. Hover over each section for more information.

• Incomplete Documents Awaiting Signature: This chart shows how many documents are awaiting signature, broken down by month and the roll of the user whose signature is required. Hover over each section for more information.

• Incomplete Documentation by Evaluation Name: This chart breaks down incomplete evaluations by name. Hover over each section for more information.
• Incomplete Documentation by Document Creator: This chart breaks down incomplete evaluations by the creator of the evaluation. Hover over each section for more information.

• Incomplete Evaluations and Sessions: This chart displays all evaluations and sessions that are not yet completed. Patient's names are hyperlinked and open their facesheet in a new tab when clicked.

• Incomplete Consents: Displays all consents that are not yet completed.

User Focus

• Controls default to All.
  • Session Date: The selected date range defaults to the last 13 months and is tied to graph trends, as well as 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 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).
  • Clinician: Clinician options are listed in alphabetical and/or numerical order.
  • 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.
    
  • Session Name: Status options are listed in alphabetical order.
  • Session Type: Options are Group and Individual
  • Document Status: Document statuses are listed in alphabetical order and default to All.
  • Billable?: Options are Yes and No.
  • 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.

Filter by clinician to get individualized metrics.

• Billable Hours – Previous Year: Total billable hours (duration of billable evaluations + duration of billable group sessions) in the previous year (1/1-12/31)
• Billable Hours – Current Year: Total billable hours (duration of billable evaluations + duration of billable group sessions) in the current year (1/1-today)
• Billable Hours – Previous Month: Total billable hours (duration of billable evaluations + duration of billable group sessions) in the previous month (first-last day of month)
• Billable Hours – Current Month: Total billable hours (duration of billable evaluations + duration of billable group sessions) in the current month (first day of month - today)
• Billable Hours - Selected Date Range: Total billable hours (duration of billable evaluations + duration of billable group sessions) in the selected time range
• Billable Evaluations and Sessions - Previous Year: Total billable evaluations and sessions in the previous year (1/1-12/31)
• Billable Evaluations and Sessions - Current Year: Total billable evaluations and sessions in the current year (1/1-today)
• Billable Evaluations and Sessions - Previous Month: Total billable evaluations and sessions in the previous month (first-last day of month)
• Billable Evaluations and Sessions - Current Month: Total billable evaluations and sessions in the current month (first day of month - today)
• Billable Evaluations and Sessions - Selected Date Range: Total billable evaluations and sessions in the date range selected

• Billable Hours – Selected Date Range: Trend line for average billable hours for the date range

• Evaluation and Session – Billable – Selected Date Range: Total number of evaluations and sessions by hour category for the selected date range
• Completed Evaluation and Sessions – Billable – Selected Date Range: Total number of completed evaluations and sessions by hour category for the selected date range
• Evaluation and Session Hours – Billable – Selected Date Range: Total hours documented (time spent) for evaluations and sessions by hour category for the selected date range
• Completed Evaluation and Session Hours – Billable – Selected Date Range: Total documented hours (time spent for completed evaluations and sessions by hour category for the selected date range
• Evaluation and Session Status - Selected Date Range: Total evaluation and session count by status (includes billable and non-billable sessions) for the date range
• Billable Evaluations and Sessions Status – Selected Date Range: Total billable hours by status for the selected date range
• Billable Evaluations and Sessions by Type – Selected Date Range: Total billable evaluation and session count by type (individual or group) for the selected date range
• Consents by Status – Selected Date Range: Total consent count by stats for the selected date range

• Completed Evaluations and Sessions – Selected Date Range: Total number of completed evaluations and sessions by name for the selected date range 
• Completed Evaluation and Sessions Average Duration – Selected Date Range: Average completion time by evaluation or session for the selected date range

• Completed Consents – Selected Date Range: Total number of completed consents by name for the selected date range
• Average Completed Consent Duration – Selected Date Range: Average completion time by by name for the selected date range

• Incomplete Evaluations and Sessions: This chart displays all evaluations and sessions that are not yet completed. Patient's names are hyperlinked and open their facesheet in a new tab when clicked.

• Incomplete Consents: Displays all consents that are not yet completed

Patient Tracker

• Controls default to All.
  • Session Date: The selected date range defaults to the last 13 months and is tied to graph trends, as well as 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 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).
  • 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.
    
  • Clinician: Clinician options are listed in alphabetical and/or numerical order.
  • Evaluation or Session Name: Options are listed in alphabetical order.
  • Consent Name: Options are listed in alphabetical order
  • Session Type: Options are Group and Individual.
  • Status: Statuses are listed in alphabetical order.
  • Billable?: Options are Yes and No.
  • Patient Name: Patient 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.

• Patient Documentation Tracker: This data table includes a section for each patient. The checkmarks can be selected to collapse all related data, making the table easier to view.
  • Patient: Displays the name of the patient and includes a hyperlink that can be clicked to navigate to the patient's facesheet.
  • MR: The patient's MR number
  • Admission Date: The patient’s admission date found on their information tab
  • Discharge Date: Patient’s discharge date found on their information tab
  • Program: Program name as defined on their information tab
  • Billable?: An evaluation or session is considered billable when the billable checkbox is checked in the evaluation or group session template
  • Session Type: Session type is defined as either individual or group, and evaluations are defined as an individual session.
  • Session Name: Defined by the evaluation name or group session title
  • Session Date: The session date is defined by the date stamp in the start time of the evaluation or group session.
  • Clinician: Counselors in evaluations are defined by the user who signed an evaluation template. Group leaders are defined as the individuals who initiate and sign off on the group session.
  • Status: Status is determined by start date/time, end date/time, signature requirements, and progression. If there is a start date/time, end date/time, and all required signatures are present then the status is considered Complete.
  • Duration (completion time): Evaluation duration is defined by the difference between the start and end times entered in the evaluation template. Group session duration is defined by the difference between the scheduled start and end time.

• Patient Hours & Sessions Weekly Summary: This chart displays the hours spent for each session by patient. Clicking on the checkmarks will collapse all related data for ease of navigation.

Data Tab

• 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.
    
  • Clinician: Clinician options are listed in alphabetical and/or numerical order.
  • Session Date: The selected date range defaults to the last 13 months and is tied to graph trends, as well as 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 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).
  • Status: Statuses are listed in alphabetical order.
  • Evaluation or Session Name: Options are listed in alphabetical order.
  • Consent Name: Options are listed in alphabetical order
  • Patient Name: Patient options are listed in alphabetical order
  • Billable?: Options are Yes and No.
  • Session Type: Options are Group and Individual.
  • Program: Program options are listed in alphabetical and/or numerical order.

• Evaluation and Session Data - Billable Hours: The billable hours data table includes a line item for each patient. If there are multiple patients in a group session there will be a line item for each patient/each hour.
  • Location: As defined in the location profile under Settings > Company > Location.
  • Session Name: Defined by the evaluation name or group session title
  • Clinician: Counselors in evaluations are defined by the user who signed an evaluation template. Group leaders are defined as the individuals who initiate and sign off on the group session.
  • Clinician Title: The user title is defined by the credentials found after the group leader or counselor’s full name.
  • Patient: Displays the name of the patient and includes a hyperlink that can be clicked to navigate to the patient's facesheet.
  • MR: The patient's MR number
  • Session Date: The session date is defined by the date stamp in the start time of the evaluation or group session.
  • Session Type: Session type is defined as either individual or group, and evaluations are defined as an individual session.
  • Status: Status is determined by start date/time, end date/time, signature requirements, and progression. If there is a start date/time, end date/time, and all required signatures are present then the status is considered Complete.
  • Status Update Date: The status update date specifies the completed date attributed to the patient evaluation or session.
  • Billable?: An evaluation or session is considered billable when the billable checkbox is checked in the evaluation or group session template
  • Duration (completion time): Evaluation duration is defined by the difference between the start and end times entered in the evaluation template. Group session duration is defined by the difference between the scheduled start and end time.
  • Completed: An evaluation or session is considered completed when all required signatures are present, and the status is set to Completed. 

• Evaluations and Sessions Data - Client Facing Hours: An example of client-facing hours vs. billable would be if a therapist has eight individuals in a one-hour group session. They would have one client-facing hour with eight hours deemed billable.
  • Location: As defined in the location profile under Settings > Company > Location.
  • Session Name: Defined by the evaluation name or group session title
  • Clinician: Counselors in evaluations are defined by the user who signed an evaluation template. Group leaders are defined as the individuals who initiate and sign off on the group session.
  • Clinician Title: The user title defined by the credentials found after the group leader or counselor’s full name.
  • Patient: Displays the name of the patient and includes a hyperlink that can be clicked to navigate to the patient's facesheet.
  • MR: The patient's MR number
  • Session Date: The session date is defined by the date stamp in the start time of the evaluation or group session.
  • Session Type: Session type is defined as either individual or group, and evaluations are defined as an individual session.
  • Status: Status is determined by start date/time, end date/time, signature requirements, and progression. If there is a start date/time, end date/time, and all required signatures are present then the status is considered Complete.
  • Status Update Date: The status update date specifies the completed date attributed to the patient evaluation or session.
  • Billable?: An evaluation or session is considered billable when the billable checkbox is checked in the evaluation or group session template
  • Duration (completion time): Evaluation duration is defined by the difference between the start and end times entered in the evaluation template. Group session duration is defined by the difference between the scheduled start and end time.
  • Completed: An evaluation or session is considered completed when all required signatures are present, and the status is set to Completed. 

• Consents Data: This table shows the following data information on consent forms: 
  • Location: Location name as defined in the location profile under Settings > Company > Location.
  • Session Name: Session name is defined by the consent form name.
  • Clinician: The clinician is defined by the individual who updated the consent (updated by).
  • Clinician Title: The user title is defined by the credentials found after the updated by user.
  • MR: The patient's MR number
  • Patient: Displays the name of the patient and includes a hyperlink which can be clicked to navigate to the patient's facesheet.
  • Session Date: The session date is defined by the consent form created date.
  • Session Type: The session type for consents will always be Consent.
  • Status: The status is determined by signature requirements and the progression of those signature requirements. If all required signatures are present, then the status will be Complete.
  • Status Update Date: The status update date is defined by the last update date timestamped on the consent form.
  • Completed: A consent form is considered completed when all required signatures are present, and the status is set to Completed. 
  • Duration (completion time): Duration is defined by the difference between the start and end times.

Chart Check

Before you can view data in this tab, Chart✓ must be enabled and in use. 

Important: The dataset and metrics contained in this subtab are only applicable if the Chart✓ feature is enabled and in use.

As above, the following controls are available within this subtab.

• Controls default to All.

  • Location: Locations available in the instance are listed in alphabetical order.
  • Document Name: Available documents are listed alphabetically by name.
  • Current Census: Choose Yes or No from the drop-down list, which defaults to Yes.
  • Due Date: Defined as the current month (first day of the current month-first day of the following month (i.e. 2022/08/01 00:00:00 - 2022/09/01 00:00:00)). 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).
  • Admission Date: Defined as the previous year (January 2021-December 2021). 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).
  • Discharge Date: Defined as the previous year (January 2021-December 2021). 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 Name: Program names are listed in alphabetical order.
  • Status: Lists statuses in alphabetical order.
  • Completed By: Lists users in alphabetical order.
  • Type: Shows types available.
  • Signature Type: Lists signature type options in alphabetical order.
  • Primary Therapist: Lists primary therapists in alphabetical order.
  • Case Manager: Lists case managers in alphabetical order.
  • Primary Nurse: Lists primary nurses in alphabetical order.
  • Primary Physician: Lists primary physicians in alphabetical order.

• Completion %: A percentage calculated by dividing the number of items with the statuses Completed, On Time, and Completed, Past Due by the total number of documents
• Incomplete Tasks: The total number of tasks with any kind of incomplete status
• Incomplete Tasks Past Due: Displays the total number of tasks in the Incomplete, Past Due status
• Completed On Time: A percentage calculated by dividing the number of documents with the Completed, On Time status by the total number of documents

• Documents by Status: Count of documents per name and by status

• Incomplete Documents by Signature: Number of documents per signature type needed for completion

• Documentation Compliance: Average number of days past due by document name
  
  • Average days past due calculation equals the total number of days past due by document name divided by the total number of documents. 

• Document Compliance by User: Average days due or past due and percentage of documents completed on time per document name grouped by user
  
  • Average and Complete, On Time percentage calculations are based on the specific document and user. 
  • Days past due is calculated by dividing the total number of days past due by the total number of documents.

• Avg Days Past Due by Completed Date: This chart displays information on what the average days past due is for Chart✓ documentation based on due date.

• Chart Check Data: This table displays the following information about Chart✓ documentation:
  • Location: Location name as defined in the location profile under Settings > Company > Location
  • Patient: The patient’s first, middle, and last name as defined on their information tab
  • MR: The patient’s MR number as defined on their information tab
  • Admission Date: The patient’s admission date found on their information tab
  • Discharge Date: Patient’s discharge date found on their information tab
  • Program: Program name as defined on their information tab
  • Evaluation Type: Chart✓ item is either a consent or an evaluation
  • Document Name: Sort by document name
  • Due Date: The due date of the Chart✓ item is defined in the template upon set up
  • Completed Date: This is the date/time stamped upon final signature
  • Days Past Due: Calculates fields referencing the difference between completion date and due date. The due date is defined on the chart check template at set up.
  • Completed By: This the user who issued the final signature resulting in a completed status
  • Completion Status: Displays the Completion Status
  • Completed Expectation: Shows the user who signed the document.
  • Next Expectation: Displays the next expectation, if any.

Glossary

KPI definitions and calculations.