Getting started
Your dashboard
Arrange the widgets on your home page, show any list as a table, keep several dashboards, choose your home and share clinic dashboards with a role.
The dashboard is the first page you see after signing in. It is a grid of widgets, each one a small view of work that needs you today: who is coming in, who still has to confirm, coverage to check, authorizations running out.
What you see#
A widget only appears if your role lets you see what it shows. A therapist who cannot open the referral queue, for example, never sees the referral queue widget, even on a dashboard someone shared with them. Widgets that list patients or appointments follow the location you picked at the top of the menu, and providers see only their own caseload, just like the lists they summarize.
| Widget | What it shows |
|---|---|
| Table | Any list in NeatPractice, with the filters, sort, columns and rows per page you choose (see Table widgets) |
| Today's appointments | Everyone booked today, with where they are in their visit |
| Unconfirmed appointments | Upcoming patients who have not confirmed yet |
| Reminder activity | Reminders for your appointments today and tomorrow, and how patients answered |
| Reauthorization reports due | Authorizations whose payer wants a progress report before they end, with the report due date, an Overdue badge once it has passed and In progress once the report is started; click the date the authorization ends to open it |
| Monthly reports in progress | ABA progress reports and monthly summaries in draft or waiting for a signature, with who still has to sign; click the report to open the learner's reports or summaries; needs the ABA module |
| Exceptions | Counts of authorizations nearly used or ending, chart documents and consents ending, provider credentials ending, notes still unsigned after the grace hours and notes returned by review, all judged by your exception thresholds; click a tile to open the list where it is worked |
| Visit lifecycle | How many visits from the last two weeks and the coming week sit at each stage, from booked to paid; click a stage to open the visit lifecycle board at that stage |
| ABA exceptions | Counts of ABA authorizations nearly used or ending, ABA providers' credentials expiring, supervision logs at risk or not met, notes unsigned after the grace hours, notes returned by review and mastery decisions waiting; click a tile to open the list where it is worked; needs the ABA module |
| Eligibility problems | Upcoming patients whose coverage is inactive, failed its check or was not checked recently; needs the Eligibility checks add-on |
| Referral queue | How many referrals are waiting for an evaluation |
| Recently viewed patients | The charts you opened last |
| Open slot finder | A shortcut to search free appointment times |
| Notes to write | Your visits that have no note yet, oldest first |
| Progress reports due | Your patients whose payer calls for a progress report now or within a week |
| Recertifications due | Plans of care to recertify within two weeks, overdue ones marked Overdue |
| Re-evaluations due | Re-evaluations due within 8 days, overdue ones marked Overdue |
| Overdue documentation | Notes, co-signatures and caregiver signatures you owe that are past their deadline, oldest first |
| Practice KPIs | Cancel and no-show rate, visits per provider day, note timeliness and clean claim rate for the last 30 days |
| Charge review queue | How many charges are waiting in review before they can go on a claim |
| Claim rejections | How many rejected claims nobody has worked yet |
| Claims rejected by payers | How many claims a payer turned down and you still need to correct and resend |
| Assistant credits | The assistant credits your clinic has left and how much of this period's allowance remains |
Click an appointment's time, a patient's name or the date of a work item to open it. An appointment opens in its window over the dashboard, so closing it leaves you where you were. Click the number next to a widget's title, or Open source page in its menu (the three dots), to see the full list it counts. The appointment widgets count every appointment in their range; past 500, the number ends in + and the widget points you to the full list. Today's widgets move to the new day at midnight in the location's time zone (your practice's time zone under All locations), the same days the appointment list shows when you follow the link. Hover over or tab to a name cut short in a widget to read all of it.
Click Download CSV in a widget's menu to save what it shows as a spreadsheet file: a list widget saves the rows on the page in view with their column names, and a number or tile widget saves each count with its label. Columns without a name, such as row actions, are left out. The file name is the widget's title and today's date.
If a widget cannot refresh, it keeps the rows it had, says they may be out of date and offers Retry. Changing the range takes a list widget back to its first page.
A list widget shows ten rows at a time; use the arrows under it to page through the rest. Rows per page under the list changes the size for now, and the widget's settings keep a different size for good (see Arranging your dashboard). Two copies of a widget page on their own.
A list widget's card grows to fit its rows, so you never scroll inside a card; the page scrolls instead. A wide table still scrolls sideways within its card.
Exception thresholds#
The Exceptions and ABA exceptions widgets flag work by three clinic-wide thresholds. People who manage the practice click the gear in the Exceptions widget to change them:
- Authorization used (%): an authorization counts as nearly used once any of its lines reaches this percent (90 unless you change it).
- Ending within (days): authorizations, chart documents, consents and credentials ending this soon, or ended this recently and still on file, are flagged (30).
- Note grace (hours): a note still unsigned this many hours after its session ends counts as past due (48).
The tiles show the thresholds in their labels, so everyone reads the same rule.
Table widgets#
A table widget shows one of NeatPractice's lists right on your dashboard: patients, appointments, visits, notes, claims, payments, payers and any other list you can open. It works like the list itself:
- Click a row action (edit, sign, post and so on) and the same dialog opens on the dashboard. When you save, the table refreshes. Actions that open a chart or another page still go there.
- Page through the rows with the arrows under the table.
- Click View all in the widget's header to open the full list with the same filters, sort and columns.
- The table follows the location you picked at the top of the menu, and shows only the records you may see there.
Some table widgets come ready to add: Notes to sign, Notes to co-sign, Returned notes, Sent to me, Expiring authorizations and Plans awaiting certification. Each is an ordinary table widget you can change afterwards.
To set up a table widget:
- In edit mode, click Add widget, then Table (or click the gear on a table widget you already have).
- Pick the List to show. Only lists you can open are offered.
- Optionally give it a Title, or pick Start from a saved view to copy one of your saved views of that list.
- Set the filters, sort, columns and Rows per page on the preview of the list below. The widget opens with what the preview shows.
- Click Save.
If someone shares a dashboard with a table widget for a list you cannot open, the widget says No access to this list. and shows nothing from it.
Practice KPIs#
The Practice KPIs widget shows the practice's key numbers for the 30 days through yesterday, with each number for the 30 days before it and a small weekly trend line. Green means the number moved the right way. Click the help icon next to a number to see exactly how it is counted, and click its name to open the report behind it. The numbers are refreshed every night, so today's work shows up tomorrow. They count the location you picked at the top of the menu, or every location you can work in under All locations.
| Number | How it is counted |
|---|---|
| Cancel and no-show rate | Cancellations, late cancels and no-shows divided by appointments scheduled |
| Visits per provider day | Completed visits divided by the days providers had hours set in their availability |
| Note timeliness | Visits whose note was signed within 24 hours, divided by visits held |
| Clean claim rate | Claims accepted on their first submission, divided by claims that have an answer back |
Days in accounts receivable, collection rates and the denial rate join the widget once payments are posted in NeatPractice. You need the Reports > Dashboard > View permission to add it.
Range and refresh#
The range buttons at the top (7d, 14d, 30d) set how far ahead the widgets that look ahead count, such as unconfirmed appointments and eligibility problems. A widget can keep its own range instead; it then shows a small badge with that range.
Click the refresh button to reload every widget at once. The arrow next to it turns on automatic refresh every minute, 5 minutes or 15 minutes; the choice is kept per dashboard.
Arranging your dashboard#
- Open the dashboard menu (the three dots at the top right) and click Edit layout.
- Click Add widget and pick one. A widget already on the dashboard says On dashboard; you can still add a second copy, for example one per provider. Type in Search widgets to narrow the list by name or what a widget shows; press Enter to add the first match.
- Drag a widget by its grip to move it, or drag an edge or corner to resize it. To use the keyboard instead, tab to the grip and press the arrow keys to move it, or hold Shift and press the arrow keys to resize it.
- Click the gear on a widget to rename it, give it its own range, show one provider only or set its Rows per page (1 to 100) for a list widget. A table widget's gear changes its list, filters, sort, columns and rows per page, all set on its preview.
- Click Save. Cancel puts the dashboard back the way it was.
While you edit, each widget keeps the size you gave it and cuts off anything longer; once you save, list widgets grow to fit their rows again.
Leaving the page with unsaved layout changes, by any link, asks you to keep editing or discard them. If someone else saves the same dashboard while you edit, NeatPractice keeps your changes and offers Reload to start from theirs. Outside edit mode, widget settings close only once the change is saved; a failed save keeps what you entered.
On a phone or a narrow window the widgets stack in one column. You can still add, set up and remove widgets there; widen the window to move or resize them.
Several dashboards#
Use the dashboard switcher at the top to move between dashboards, or pick one in the Dashboard menu on the left: it lists Overview, then My dashboards and Clinic dashboards you can open, and highlights the one you are on. Your home dashboard opens at the plain dashboard address.
- New dashboard starts empty or from a starting layout: Practice overview, Therapist day, Clinical supervisor, Front desk or Billing.
- Duplicate makes your own copy of any dashboard you can open, including a clinic dashboard.
- Edit details renames a dashboard or changes its description. If someone saved the dashboard after you opened the window, your changes are not saved and the window says so; click Load Latest to start from their version. Delete removes one you own.
- The house button next to a dashboard, or Set as home in the dashboard menu, makes it the page you land on when you click Dashboard.
Clinic dashboards#
People who manage practice settings can make clinic dashboards and publish them to roles. Turn on Clinic dashboard when creating one, then pick the roles in Published to.
- Users with one of those roles see the dashboard in their switcher, read-only. They can duplicate it to make changes of their own.
- Home for makes it the landing page for a role. Users with that role land on it until they choose their own home dashboard. A role has one home dashboard at a time.
- A new clinic starts with a clinic dashboard for each common role: practice overview for owners and administrators, therapist day (today's appointments and the notes and reports you owe), clinical supervisor (the therapist day plus your caseload's open items), front desk and billing (charges to bill and rejected claims first). The practice overview and clinical supervisor dashboards end with the Oversight list as a table widget.
Users whose role has no home dashboard land on the built-in Overview until they pick one.