Find the empty slots and unpaid balances at every location
Connect your practice-management or EHR database and ask in plain English: no-shows and schedule fill by location, production by provider, collections, recalls due and new patients by referral source.
For multi-location medical groups, dental groups and DSOs, and specialty clinics such as dermatology and physiotherapy.
Free plan. No credit card required.
No-show rate by location last month, and by day of week
AI Analyst
353 of 6,400 booked appointments were no-shows in September, 5.5%. Riverside ran highest at 8.3%, and at 12.6% on Fridays.
| Location | Booked | No-shows | Rate | Worst day |
|---|---|---|---|---|
| Northgate | 2,140 | 92 | 4.3% | Mon 5.9% |
| Riverside | 1,860 | 154 | 8.3% | Fri 12.6% |
| Elm Park | 1,420 | 68 | 4.8% | Mon 6.1% |
| Southview | 980 | 39 | 4.0% | Fri 5.2% |
ReadappointmentslocationsSQL
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Every question, by who asks it
Taken from what teams in this industry ask Supaboard. Each one opens a free account with the question waiting.
01 · Front desk and scheduling
- No-show rate by location last month, and by day of weekAsk this: No-show rate by location last month, and by day of week
- Schedule fill for the next two weeks by provider: who is under 80% booked?Ask this: Schedule fill for the next two weeks by provider: who is under 80% booked?
- Recall patients more than 3 months overdue with nothing booked, by locationAsk this: Recall patients more than 3 months overdue with nothing booked, by location
- Patients not seen in 18 months, for the reactivation listAsk this: Patients not seen in 18 months, for the reactivation list
02 · Providers and production
- Production by provider last month against the same month last yearAsk this: Production by provider last month against the same month last year
- Chair and room utilisation by location last week: booked hours against open hoursAsk this: Chair and room utilisation by location last week: booked hours against open hours
- Treatment plans presented in Q3: how many were accepted, scheduled and completed?Ask this: Treatment plans presented in Q3: how many were accepted, scheduled and completed?
03 · Owners and finance
- Collections against net production by location, month to dateAsk this: Collections against net production by location, month to date
- Patient balances by aging bucket, for each locationAsk this: Patient balances by aging bucket, for each location
- New patients by referral source last quarter, against the quarter beforeAsk this: New patients by referral source last quarter, against the quarter before
Keep it running
What teams keep on a schedule once they've asked the question once.
Report · Monday 07:00
Last week, location by location
No-shows, production and collections for last week, and schedule fill for the week ahead, as a PDF to the owners and every practice manager.
- Timed Start
- Query Your Data
- Summarize Insights
- Send Email
Alert · Every 5 minutes
Same-day cancellation watch
A SQL check finds new cancellations for today and tomorrow, and the front desk gets an email with the open slot and the recall patients due at that location.
- Alerts
- Query Your Data
- Send Email
Datasite · Month end
A datasite for each location
A private datasite per location, showing that location's schedule fill, production and collections, with Google or Microsoft sign-in.
The numbers it keeps watch on
Standard definitions, and where each one lives in Supaboard once you've asked for it.
| Measure | Definition | Source | In Supaboard |
|---|---|---|---|
| No-show rate | Scheduled appointments the patient did not attend ÷ all scheduled appointments | MGMA DataDive definitions | Weekly report, by location |
| Schedule fill | Booked provider hours ÷ open hours in the schedule template | Common practice | Daily report for the front desk |
| Production | Fees for completed procedures, by provider, at the office fee schedule; net production is after contractual write-offs | Common practice | Monthly report, by provider |
| Net collection rate | Net fee-for-service revenue ÷ adjusted charges (gross charges less adjustments) | MGMA DataDive definitions | Each location's datasite |
| Days in AR | Total AR ÷ (a year's adjusted charges ÷ 365) | MGMA DataDive definitions | Monthly owners' pack |
| New patients | Patients with no care from a provider in the same group in the past 3 years | MGMA DataDive definitions | A rule, then a monthly report by referral source |
| Recall rate | Patients due for recall with an appointment booked ÷ patients due | Common practice | Daily list for the front desk |
| Case acceptance | Treatment plans accepted ÷ treatment plans presented, by count or by value | Common practice | Ask it each quarter |
Where your data lives
Or attach an export to a conversation, as CSV or Excel:
- XLSPractice-system reportsUpload
The tables these questions read:
- Appointments, with status: kept, cancelled, no-show or rescheduled
- Provider and chair or room schedules, with open hours
- Procedures with CPT or CDT codes, provider, location and fee
- Charges, payments and adjustments, with patient and insurance balances
- Recall due dates, and treatment plans presented and accepted
- Patients, with first-visit date and referral source
Teach it your definitions once
Rules are read with every question, so a term means the same thing in Chat, in Slack and in the Monday report.
- Rule“A cancellation less than 24 hours before the appointment counts as a no-show.”
- Rule“Production means completed procedures at the office fee schedule, before write-offs.”
- Rule“A new patient is one with no visit at any of our locations in the past 3 years.”
Already running on it
A healthcare software company that builds an EHR and practice-management system uses Supaboard to give each clinic manager a self-serve analyst for their own clinic.
A Supaboard customer, described without its name
Security
HIPAA BAA
Available on Enterprise. Sign it before patient data goes into Supaboard.
Read-only by construction
Database and warehouse queries are read-only. We give you the SQL for a read-only user too.
Your data region
North America, EU or Asia, chosen when the workspace is created.
Credentials stay in the workspace
Scoped to the one workspace that connected them, never logged and never sent back to a browser.
Frequently asked questions
Does it work with our practice-management system?
If your system keeps its data in SQL Server, MySQL or Postgres and you can reach that database, connect it live and read-only. If it only gives you reports, upload one as CSV or Excel and ask about it. To keep the reports current on a schedule, have them copied into a database you connect.
Will Supaboard sign a BAA?
Yes. A HIPAA BAA is available on Enterprise. If patient data is in scope, sign it before that data goes into Supaboard.
Can each location get its own numbers?
Yes. Email each practice manager a report for their own location on a schedule, or publish a private datasite per location with Google or Microsoft sign-in. Groups that run each practice separately can keep one workspace per practice.
How does it learn what we call a no-show or a new patient?
Write it once as a rule, such as "a cancellation within 24 hours counts as a no-show". The agent reads its rules with every question, and you can save reviewed SQL as examples.
Can the Monday numbers be in our inbox before the morning huddle?
Yes. Schedule the report weekly at 07:00 in your timezone. It runs your questions, summarises what changed and emails a PDF, PowerPoint or Excel file.
More in Healthcare & Life Sciences
- Revenue Cycle ManagementDenials, aging AR, days to bill and client SLAs, from claims and remittance data.
- Senior Care & StaffingAuthorised hours, missed visits, overtime and open shifts, from scheduling and payroll data.
- PharmaciesScripts, margin by payer, stock and refills, from your pharmacy system's data.
Supaboard is the AI data analyst connected to your business data. For the background on this industry, read AI predictive analytics in healthcare: a practical guide.
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