Every practice already has the data. It is sitting in Best Practice: every appointment, every item billed, every recall sent, every care plan due. What almost no practice has is a way to see it. Cubiko is a practice analytics platform that connects to your clinical software and turns that data into dashboards. This is how we set it up and what we look at.
What Cubiko is
A cloud analytics product for Australian general practice. It reads from your clinical software — we set it up with Best Practice Premier — and presents the practice’s activity as dashboards and lists: billings, appointments, doctor productivity, recalls, chronic disease management, patient demographics and more. It does not replace the clinical software; it sits beside it. It is not a clinical tool and does not change patient records.
Setup — the way we do it
- Connection and history. Connected to Best Practice with historical data loaded, so the first dashboards already show trends rather than a blank month.
- Configuration for your practice. Doctors, rooms, session structures, billing types and fee categories set up so the numbers mean what you think they mean. Misconfigured doctor mapping is the most common reason a practice distrusts its dashboards.
- The dashboards that matter. We pare it back to the handful of views the manager and owner will actually use (below), and build a one-page monthly review around them.
- Training. Practice manager and owner trained to read the numbers; reception trained to act on the lists; doctors shown their own view.
- The routine. Reception works the recall and due-for-review lists daily. The manager reviews billing and utilisation weekly. The owner gets a one-page monthly summary with actions.
The dashboards worth looking at
Billing by doctor and item
Which items each doctor bills, how that compares across the practice, and where the pattern looks like habit rather than the rules. This is where under-billing shows up.
Chronic disease management and health assessments due
Patients eligible for care plans, reviews and health assessments who have not had them. In most practices this is the single largest pool of unbilled, clinically appropriate work, and it is the nurse’s best use of time.
Appointment utilisation and no-shows
Filled versus available sessions by doctor and day, no-show rates, and where the book has gaps that reception can fill from the recall list.
Recall performance
Recalls sent, actioned and outstanding. A practice with hundreds of outstanding recalls has a clinical risk and a revenue gap at the same time.
New and active patients
New patient flow by month, active patient count, and where patients are coming from — the numbers behind patient growth.
Incentive programs
Where the practice stands against the requirements of programs it participates in, so nobody discovers a shortfall after the quarter closes.
The benefit is not the dashboard. It is the practice manager who now knows, every Monday, exactly what to fix this week. Cubiko is the tool; the routine is the value.
What it costs, honestly
A subscription priced by practice size, plus our setup and training time. It pays for itself when the practice acts on it — books the reviews that are due, fixes the item-number habits, fills the sessions — and not otherwise. We say that to every client before they buy it.
We set up Cubiko as part of IT & Systems and teach the routine as part of practice manager training.
Quick answers
Does Cubiko work with our clinical software?
We set it up with Best Practice Premier, which is what most of our clients run. Check the current list of supported software with Cubiko before you commit; it changes.
Is Cubiko expensive for a small practice?
It is a subscription priced by practice size. Whether it pays for itself depends entirely on whether someone acts on it. In our experience a practice that books the care plans and health assessments Cubiko shows are due, and fixes the unbilled items it surfaces, recovers the cost quickly. A practice that installs it and never opens it has bought a screen saver.
Who should be looking at it?
The practice manager weekly, the owner monthly, and reception daily for the recall and “due for review” lists. Doctors respond best to their own productivity and billing view, shown to them as support rather than surveillance.
Fifteen years in medical practice operations. MBA, Melbourne Business School. Two medical centres built and sold; ten-plus centres overseen today. About Jamal →