Healthcare dashboards
Your practice data, connected and live
Visits live in the EHR, denials in the clearinghouse, training in a compliance file. RapidDashboard joins them in a private, HIPAA-aware data store and answers plain-English questions with a full leadership dashboard.
Live examples
One question, one full dashboard
Pick a question. RapidDashboard answers with KPIs, charts, the records behind them and an AI summary of what to do next. Hover any chart for values or open its table view.
Show me patient volume by provider and no-show rates from athenahealth this month.
Patient volume & access
Visits this month
1,847
+124 vs August
No-show rate
8.4%
-1.2 pts vs August
New patients
218
+31 best month this year
Third next available
9 days
-2 days new patient, primary care
Practice threshold: 10.0%
What changed and what to do
- Warning: NP Williams has a no-show rate of 11.4%, the third month above the 10% practice threshold. Her template carries the most Monday 8 am and Friday afternoon slots.
- Info: Monday 8 am (13.2%) and Friday 4 pm (12.1%) are the two weakest slots. A second Phreesia reminder the evening before targets exactly these hours.
- Good: New patient visits reached 218, the strongest month this year, and third next available improved to 9 days.
AI summary
Visits reached 1,847 in September, up 124 on August, and the practice no-show rate improved to 8.4%. Every provider grew volume, led by Dr. Okafor at 352 visits. One panel needs attention: NP Williams remains above the 10% no-show threshold, concentrated in early Monday and late Friday slots. Recommend a reminder protocol refresh for those slots and moving two of her Friday 4 pm templates to mid-morning.
Ask next
- Which visit types drive no-shows?
- Show cancellations within 24 hours
- Fill rate by location
What is our claim denial rate by payer, and how are days in A/R trending?
Denials & accounts receivable
Denial rate
7.1%
+1.3 pts vs 6 weeks ago
Clean claim rate
90.4%
-1.8 pts vs 6 weeks ago
Days in A/R
38.4
+2.6 days vs 6 weeks ago
Open denials
$185K
+$62K 314 claims, last 4 weeks
- Lakeshore Health Plan
- All payers
- All other payers
- Widely cited goal 5%
| Lakeshore Health Plan | All payers | All other payers | |
|---|---|---|---|
| Jul 13 | 5.9% | 5.7% | 5.6% |
| Jul 20 | 6.1% | 5.6% | 5.5% |
| Jul 27 | 6.0% | 5.8% | 5.7% |
| Aug 3 | 5.8% | 5.6% | 5.6% |
| Aug 10 | 6.1% | 5.6% | 5.5% |
| Aug 17 | 6.0% | 5.8% | 5.8% |
| Aug 24 | 6.9% | 6.0% | 5.7% |
| Aug 31 | 7.8% | 6.3% | 5.9% |
| Sep 7 | 8.9% | 6.5% | 5.8% |
| Sep 14 | 9.8% | 6.7% | 5.8% |
| Sep 21 | 10.9% | 6.8% | 5.7% |
| Sep 28 | 11.8% | 7.1% | 5.8% |
- Coding & modifier5447%
- Prior authorization3127%
- Eligibility1916%
- Other1210%
| Segment | Value | Share |
|---|---|---|
| Coding & modifier | 54 | 47% |
| Prior authorization | 31 | 27% |
| Eligibility | 19 | 16% |
| Other | 12 | 10% |
| Payer | Claims | Denial rate | Top reason (CARC) | Days in A/R | Status |
|---|---|---|---|---|---|
| Lakeshore Health Plan | 980 | 11.8% | CO-97 bundled (mod 25) | 51 | Rising 6 weeks |
| River Valley Medicaid | 640 | 9.0% | CO-16 missing info | 47 | Above goal |
| Prairie Mutual | 860 | 6.2% | CO-197 no prior auth | 36 | Watch |
| Summit Choice PPO | 520 | 5.4% | CO-27 coverage ended | 33 | Stable |
| Medicare | 1,420 | 4.2% | CO-50 medical necessity | 29 | At goal |
What changed and what to do
- Critical: Lakeshore Health Plan denials climbed from 6.0% to 11.8% in six weeks. 54 of its 116 denials are CO-97 bundling on E/M visits billed with modifier 25.
- Warning: Clean claim rate slipped to 90.4% and days in A/R rose 2.6 days, both tracking the Lakeshore trend.
- Good: Medicare holds a 4.2% denial rate and 29 days in A/R, inside the widely cited 5% denial goal.
AI summary
The practice denial rate reached 7.1% on a 4-week rolling basis, up 1.3 points in six weeks. Nearly all of the increase comes from Lakeshore Health Plan, where modifier 25 bundling denials began the week of Aug 24, while other payers held near 5.8%. Open denials now total $185K across 314 claims. Recommend a focused coding audit of modifier 25 claims this week, a Waystar scrubber edit for Lakeshore E/M plus procedure claims, and an A/R huddle on the top two payers.
Ask next
- Which providers bill modifier 25 most?
- Show appeal win rate by payer
- A/R over 90 days by payer
Which providers and staff are behind on HIPAA training, and when do their certifications expire?
HIPAA training & compliance
Training current
82%
+4 pts 120 of 146 staff
Expiring in 30 days
17
+5 vs last month
Overdue
9
-3 vs last month
Vendor BAAs current
38 / 41
3 renewals due in November
82%
of staff current · target 95%
- Billing & coding19 / 20 · 95%
- Nursing & medical assistants40 / 46 · 87%
- Front desk & scheduling28 / 35 · 80%
- Providers21 / 28 · 75%
- Imaging, lab & admin12 / 17 · 71%
| Name | Role | Location | Module | Expires | Status |
|---|---|---|---|---|---|
| Dr. Paul Lindgren | Physician | Downtown | HIPAA privacy, annual | Sep 14 | 19 days overdue |
| NP Dana Williams | Nurse practitioner | Northside | Security awareness | Sep 22 | 11 days overdue |
| Dr. Janet Reyes | Physician | Downtown | HIPAA privacy, annual | Oct 9 | Due in 6 days |
| Kara Alvarez | Front desk lead | Westgate | Minimum necessary | Oct 18 | Due in 15 days |
| PA Sam Brooks | Physician assistant | Northside | Security awareness | Oct 27 | Due in 24 days |
What changed and what to do
- Critical: Nine staff are past their training date, including two providers. Dr. Lindgren is 19 days overdue on the annual HIPAA privacy module.
- Warning: Providers sit at 75% current, the lowest clinical group. Seven provider renewals fall in the next 60 days.
- Good: Billing and coding reached 95% current, and overall compliance rose 4 points this month.
AI summary
Training compliance stands at 82%, with 120 of 146 staff current, 17 expiring within 30 days and 9 overdue. Providers and the imaging, lab and admin group trail the rest of the practice. Three vendor BAAs renew in November. Recommend protected 30-minute training blocks on provider templates this month and a reminder sequence from HealthStream at 30, 14 and 3 days before expiry.
Ask next
- Which vendor BAAs renew next?
- Show risk assessment status
- Training completion by location
Show referral leakage: which specialties and referring providers send patients out of network?
Referral leakage
Referrals sent
1,284
+6% vs prior 90 days
Leakage rate
17.8%
-1.6 pts sent out of network
Revenue leaked
$412K
-$38K estimated, 90 days
Loop closed
81%
+5 pts consult note received
- In network
- Out of network
| In network | Out of network | |
|---|---|---|
| Imaging | 290 | 40 |
| Orthopedics | 228 | 72 |
| Cardiology | 205 | 45 |
| Gastroenterology | 136 | 24 |
| Pediatric specialty | 113 | 11 |
| Dermatology | 83 | 37 |
| Step | Change |
|---|---|
| Potential | $2,140K |
| Orthopedics | -$168K |
| Cardiology | -$121K |
| Imaging | -$44K |
| Dermatology | -$38K |
| Other | -$41K |
| Captured | $1,728K |
What changed and what to do
- Warning: Orthopedics sends 72 referrals out of network, worth an estimated $168K. In-network orthopedic third next available is 24 days, which points to access as the driver.
- Info: Dermatology leaks 31% of referrals. The network has one dermatologist, so recruiting or a preferred partner agreement is the lever.
- Good: Leakage fell 1.6 points over the quarter and 81% of referrals now close the loop with a consult note.
AI summary
Of 1,284 referrals in the last 90 days, 229 went out of network, a leakage rate of 17.8% and an estimated $412K in specialty revenue. Orthopedics and cardiology account for 70% of that amount. Dr. Lindgren refers out most often, mainly to orthopedics. Recommend opening two weekly same-week orthopedic slots for primary care referrals and reviewing the cardiology scheduling path with the referral coordinators.
Ask next
- Where do orthopedic referrals go?
- Referral wait time by specialty
- Which payers drive leakage?
Show our payer mix and which payer contracts are up for renegotiation.
Payer mix & contract calendar
Net collections
$14.2M
+6.1% trailing 12 months
Commercial share
44%
-1 pt of visits
Net collection rate
96.1%
+0.4 pts vs prior year
Contracts renewing
4
1 urgent next 10 months
| Item | Visits, trailing 12 months | Rate as % of Medicare |
|---|---|---|
| Medicare | 6,870 | 100% |
| Lakeshore Health Plan | 4,720 | 118% |
| Prairie Mutual | 2,980 | 131% |
| River Valley Medicaid | 2,410 | 76% |
| Summit Choice PPO | 1,750 | 142% |
| State Medicaid FFS | 1,456 | 64% |
- Commercial4444%
- Medicare3232%
- Medicaid1818%
- Self-pay66%
| Segment | Value | Share |
|---|---|---|
| Commercial | 44 | 44% |
| Medicare | 32 | 32% |
| Medicaid | 18 | 18% |
| Self-pay | 6 | 6% |
What changed and what to do
- Critical: Lakeshore Health Plan carries 22% of visits at 118% of Medicare, the lowest commercial rate. The 90-day notice for the Jan 31 renewal is due Nov 2.
- Warning: Prairie Mutual renews Mar 31 and its rate proposal is due Jan 15. Its denial rate has held at 6.2%.
- Info: Medicaid grew to 18% of visits, up 2 points on last year, and reimburses at about 70% of Medicare.
AI summary
Commercial payers account for 44% of 21,500 visits, with net collections of $14.2M over the last 12 months and a 96.1% net collection rate. Lakeshore Health Plan is both the largest commercial payer and the lowest-paying one, and its notice window closes Nov 2. Recommend sending renewal notice to Lakeshore this month with a rate request backed by visit volume and the current denial trend, then preparing the Prairie Mutual proposal in December.
Ask next
- Model a 5% Lakeshore rate increase
- Show reimbursement by CPT code
- Self-pay collections trend
Sample data for a fictional company. Your dashboards run on your own connected systems.
Sound familiar?
Where the numbers live today
Volume and denials in separate systems
Visits live in the EHR and denials in the clearinghouse, so the full picture takes three logins and a spreadsheet.
Denial trends arrive at month-end
A payer-specific denial pattern shows up in the monthly report, close to the end of the appeal window.
Training status in a quarterly file
HIPAA training dates and vendor BAAs live in a spreadsheet that someone updates once a quarter.
Referral leakage surfaces late
Referrals that leave the network appear when finance asks why specialty revenue came in under plan.
Metrics glossary
The metrics behind these dashboards
How each number is defined, so everyone reads it the same way.
- Denial rate
-
The share of submitted claims a payer denies on first submission. Under 5% is a widely cited goal for physician practices.
FormulaDenied claims ÷ Claims submitted
- Clean claim rate
-
The share of claims that pass payer edits and are accepted on first submission with no correction or resubmission.
FormulaClaims accepted first pass ÷ Claims submitted
- Days in A/R
-
The average number of days it takes to collect payment after a service is billed.
FormulaTotal accounts receivable ÷ Average daily gross charges
- Net collection rate
-
How much of the collectible amount, after contractual adjustments, the practice actually collects.
FormulaPayments ÷ (Charges − Contractual adjustments)
- No-show rate
-
Scheduled appointments where the patient neither arrived nor cancelled in advance.
FormulaNo-show appointments ÷ Scheduled appointments
- Third next available appointment
-
Days until the third open appointment slot for a given visit type. A standard access measure that ignores one-off openings from cancellations.
Connections
How your systems connect
Supported APIs and exports sync into a private RapidDashboard store you approve. Dashboards read from that store, so source systems keep their normal load.
athenahealth
PullsAppointments, encounters, claims, payments, demographics as authorized
Vendor REST APIs under a Business Associate Agreement, synced on a schedule into your private store.
Epic
PullsScheduling, referrals, RCM summaries, operational metrics
FHIR R4 and SMART on FHIR pathways or approved reporting extracts, scoped to your agreement.
Waystar (clearinghouse)
PullsClaim status, 835 remittances, denial reason codes
Clearinghouse API and secure file feeds, mapped to payer and CARC code.
HealthStream / compliance LMS
PullsTraining assignments, completions, expiry dates
LMS exports or API joined to your staff roster, so status updates daily.
What you can build
Dashboards and reports teams build next
Patient access
- Volume by provider and location
- No-show and late cancellation
- Third next available by specialty
Revenue cycle
- Denial rate by payer and CARC
- Days in A/R and A/R over 90
- Clean claim rate trend
Compliance
- Training expirations
- Vendor BAA register
- Risk assessment status
Referrals & contracts
- Out-of-network leakage
- Referring provider trends
- Payer contract calendar
HIPAA, in leadership English
Practice data includes protected health information. RapidDashboard works under a Business Associate Agreement, keeps PHI in a private data store with minimum necessary access, role-based permissions and audit trails, and builds leadership views from aggregates wherever possible. AI features are optional and run on enterprise endpoints whose terms prohibit training on your data, so PHI stays out of consumer chatbots.
FAQ
Healthcare dashboards: common questions
What should a healthcare practice dashboard show?
Most practice leaders start with visits by provider, no-show rate, third next available appointment, denial rate by payer and days in A/R. Compliance teams add HIPAA training status and vendor BAAs. RapidDashboard builds each view from a plain-English question, so the next one is a conversation away.
How is claim denial rate calculated?
Denial rate is the number of claims denied on first submission divided by the number of claims submitted in the same period. Tracking it by payer and by CARC reason code shows whether a rise comes from coding, authorization or eligibility. Under 5% is a widely cited goal for physician practices.
Can RapidDashboard connect to athenahealth and Epic?
Yes. athenahealth connects through its vendor REST APIs, and Epic through FHIR R4, SMART on FHIR or approved reporting extracts, scoped to your agreement. Clearinghouse data such as Waystar remittances joins the same private store, so denials and visits appear side by side.
Is RapidDashboard suitable for HIPAA-covered practices?
Yes. RapidDashboard signs a Business Associate Agreement and keeps PHI in a private data store with minimum necessary access, role-based permissions and audit trails. AI features are optional and run on enterprise endpoints that prohibit training on customer data.
How do you calculate days in A/R for a medical practice?
Divide total accounts receivable by average daily gross charges, usually measured over the last 90 days. Under 40 days is a widely cited goal for many specialties. A dashboard that splits days in A/R by payer shows which contracts slow cash.
Keep exploring
Related example dashboards
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