Tristar PT — Operations Dashboard

Company-Wide Summary

Case Flow

Evaluations vs. Discharges — cases starting vs finishing

Evaluations Discharges

Clinic	Evaluations	Discharges	Net Change	Referrals	Conv %

PT vs OT by Location

Referrals, arrived visits and discharges by discipline Discipline is the treating provider's — assistants fold into their profession (PTA→PT, OTA→OT). Cases with no arrived visit yet have no provider and show under Unassigned.

Clinic	PT Referrals	PT Visits	PT Discharges	OT Referrals	OT Visits	OT Discharges	Unassigned

PT & OT Visit Frequency

Clinic	PT Patients	PT Visits / Patient	OT Patients	OT Visits / Patient	Seeing Both	Both — Visits / Patient

Capacity

Clinic	Arrived Hours / Day	Show Rate

Scheduling & Clinical Efficiency

Booked and arrived against bookable capacity Capacity = (worked − blocked − meeting) hours × 1.63 · evaluations count 1.5 slots · over 100% means booked beyond the template

Clinic	Providers	Worked Hrs	Blocked	Meetings	Capacity Slots	Booked	Arrived	Scheduling Eff.	Clinical Eff.
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Efficiency by Provider

Same capacity definition, per clinician A clinician covering two clinics appears once per clinic — that is how capacity is scheduled

Provider	Clinic	Worked Hrs	Blocked	Meetings	Capacity Slots	Booked	Arrived	Scheduling Eff.	Clinical Eff.
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Case Status

Active, engaged and lost cases by clinic These are three independent flags on the same case, not one status — a case can be both active and engaged, so the columns do not add up to a total and no total is shown

Clinic	Active	Engaged	Lost	Snoozed
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Days to Submission by Provider

Date of service to claim submission, per clinician Ranked by the share over 14 days, not the count — a larger caseload produces more late claims simply by producing more claims. A low median beside a high P90 is a stuck-claim tail, not a slow habit, and it is a different fix.

Provider	Claims	Median	Avg	P90	Over 14d	% Over 14d
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Therapist Productivity

Therapist	Type	Location	Arrived	Units	Units / Visit	Timed Min	Min / Unit	Over 8-Min Rule	Allowed Rev	Allowed / Visit	Notes Outstanding

Clinical Throughput

Clinic	Visits Arrived	Evaluations	Discharges	Notes-Signed Rate	Visits / Episode

Care Intensity

Clinic	Units / Visit	Allowed / Visit	Visits / Episode	Length of Stay	Actual Freq / Wk	Days Between Visits

Payer Mix — by Date of Service

Whose patients we treated Counted on date of service from the visit's primary insurance — not posted revenue, which lags service by weeks

Payer	Visits	Patients	Share of Visits
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Add or Update a User

Give someone access, or change what they can see Saving an email that already exists updates that person rather than adding a second row

Full name

Role

Clinic

Who Has Access

Email	Name	Role	Clinic	Can Do
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What Changed on This Site

What Each Role Can Do

Capability	Owner	Leadership	Clinic Director	All Staff

Payroll Summary

Payroll as a Share of Collections

Labour cost against cash actually banked, by month Payroll on pay date, collections on bank date — both are cash out and cash in, so the comparison is like for like

Month	Payroll	Collections	Payroll % of Collections

Payroll by Department

Department	Employees	Regular Hrs	OT Hrs	Gross Pay	Cost / Hr	Share
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Labour by Site — Assigned vs Delivered

Where staff are based against where the hours were worked Cost belongs to the home site — that column is the payroll figure. Delivered is the same dollars re-attributed to the site the shift was worked at, so cross-cover shows up. Read the gap, not either column alone.

Site	Employees	Assigned (cost)	Delivered (worked)	Gap	Gap %
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Payroll History by Period

Pay Date	Employees	Regular Hrs	OT Hrs	Gross Pay	Per Employee

Headcount by Role

Employee List

Role

Department

Show

Employee	Role	Job Title	Department	Location	Hired	Status

Department Trend — Latest Period vs Prior Average

Department	Latest Period	Prior Average	Change

Payroll Calculator

Model a hire, a raise, or a rate change Pay periods are biweekly — a year is 26 periods, not 52

Hourly rate

Hours / week

How many people

Burden %

Visits / week (optional)

What This Suggests

Week beginning (Monday)

⚡ fills automatically from the warehouse — nothing to type. ✎ is typed: the warehouse cannot answer it.

Referrals This Week

Clinic	Total ⚡	vs Last Week ⚡	Mon	Tue	Wed	Thu	Fri	Sat	Sun	Physicians to Watch ✎

How Did They Find Us?

Doctor's Office ⚡	Google ⚡	Facebook ⚡	Drive By ⚡	Friend / Family ⚡	Worker's Comp ✎	Hospital / Rehab ✎	Past Patient ⚡	Conversions ⚡

Status of Last Week's Referrals

Clinic	Scheduled Evals ⚡	Completed Evals ⚡	Front Desk Call List ✎	Referrals Call List ✎	Front Office Declined ✎	OON ✎	No Answer / Block ✎	CX / NCNS Eval ⚡	Ref Dept Declined ✎	Pediatric Declined ✎

Referrals — Following Week — already booked

Clinic	Total ⚡	PT ⚡	OT ⚡	Post-Op ⚡	Non-Surgical ⚡	Peds ⚡	Pelvic Floor ⚡	Top Referring Doctor ✎

Therapist	Type	Clinic	Date of Service	Documented Min	Units Billed	Units Allowed	Over By
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Therapist Scorecard

One row per clinician, composed from the tables on this dashboard Every figure here is the same number its own table shows — nothing is recalculated

Sort by

Show

Therapist	Clinic	Arrived	Units / Visit	Over 8-Min Rule	Allowed / Visit	Notes Out	Needs Attention
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Discharges by Reason

Reason	Cases	Avg Visits	Share
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All Discharges

Therapist

Location

Discharge reason

Discharged from

Window

Patient	Clinic	Therapist	Discharged	Visits	Days in Care	Reason
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Audit Log

Sign-ins, what people opened, and what they changed Newest first · visible only to you

Rows are written by the server, never by the browser, so nothing here can be forged by a signed-in user. Row-level security in Postgres restricts reads to your address specifically - not to a role, which anyone with Users & Roles could otherwise grant.

When	Who	Type	Action	Target	Detail
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Questions Asked

What people have asked the Ask box and the Recommendations tab Newest first · admin only

A thumbs-down, an error, or a question that needed a live query all mean the same thing: somebody wanted something the dashboard did not readily give them. Those are the rows worth reading, and they are what the What should we build next button on Recommendations reasons over.

When	Who	Mode	Question	Rating	Live query	Tokens
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Recommendations

Reads whatever is currently loaded on your other tabs and returns the highest-impact problems with a concrete fix for each. It only sees figures already on your screen, so open the tabs you care about first — Operations, Billing and Front Desk give it the most to work with.

This week's findings

The same findings the Monday digest posts to Teams. Worst first; each card opens the tab holding the detail.

Opening this loads the week…

Leadership Action ItemsMeeting

Show

Department

Group by

Add items with the + button on any page

Action Item	Department	Assignee	Raised By	Due	Meeting	Status
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Suggest a Metric or FeatureRequests

Anything you want this site to show Everyone can see what has been asked for, so check before adding a duplicate

Your name

Request

Requested	From	Request	Status	Note
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Plans of CareOperations

Documentation Backlog — Plans of Care

Done	Clinic	Expired	Requires Attention	Expiring Soon

Worth Appealing — Denials by Recoverable ValueBilling

Done	Payer	Denied	At Risk	Avg / Claim	Below Appeal Cost	Worth Appealing
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Open Rejections — Never RebilledBilling

Done	Type	Reason	Rejections	Cases	Oldest DOS	Age
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Plan-of-Care Frequency

Prescribed visits per week against visits actually delivered 3x/week plans first, since that is where the volume and the shortfall both sit. Shortfall is undelivered visits, not weeks — the number of appointments the plan called for and did not get.

Clinic	Per Week	Cases	POC Weeks	Avg Actual	Weeks Under	% Under	Visit Shortfall
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Weekly Summary

None Scheduled — Active Plans of Care

On an active plan of care with nothing on the calendar Authorised to be seen and not booked — the plan lapses on its own unless someone calls

Clinic	Patients	Active POCs	None Scheduled	% Not Booked	Visit Gap

Filter

Provider	Evals	Planned Freq Mix (POC)	Avg Planned Freq

Marketer Date Range

Key Metrics

Marketer Performance

Stops Summary

Marketer	Stops	Avg / Week	Last Stop	Territory

Referral Conversion Funnel

Marketing Spend by Marketer

Spend OverviewLog spend on Office Visit meetings in HubSpot

Marketer	Stops	Total Spend	Spend / Stop	Territory

How to log a Stop + Spend in HubSpot

Open the Company record for the practice you visited
Click "Meeting" in the action bar (Note | Email | Call | Task | Meeting | More)
Set Meeting Type to "Office Visit"
Fill in "Marketing Spend ($)" with amount spent
Attach your receipt with the paperclip icon
Click Save

Pipeline by Stage

Top Referring Physicians

#	Physician	Referrals	Active Cases

Deals by Clinic

Clinic	Total Deals	Active Treatment	Discharged

Re-Engagement Status

Practices Needing Attention

Practice	Owner	Status	Days Silent

Revenue Attribution by Marketer

What each marketer's providers actually referred HubSpot deal owner joined to cash banked in Prompt

Office visits and spend say what a marketer did; this says what came back. Providers are attributed to the marketer who owns most of their deals. Click a marketer to see their providers.

Marketer	Providers	Cases	Arrived Visits	Collected	$ / Provider
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Show Outreach

Referred but Never Arrived

Patient	Clinic	Referred	Waiting	Booked?	Outreach	Insurance	Latest Note

Point-of-Service Collections

Collected at check-in, by day and location Read the capture rate, not the dollars — the same $2,900 is excellent against $3,000 expected and poor against $6,000. Expected and actual are both limited to visits that arrived, so a no-show is never charged against the desk.

Date
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Missed Appointments

No-shows and cancellations against booked visits Ranked by missed rate, not count — a bigger clinic misses more appointments by being bigger. Centre cancellations are separated because they are ours, not the patient's.

Clinic	Booked	Arrived	No Show	Pt Cancel	Centre Cancel	No-Show %	Missed %
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MVP Reminders

Typed in daily by front desk — one number per clinic ✎ The warehouse cannot answer this one. Blank means nobody has entered it yet, which is not the same as zero.

Day

Clinic	MVP Reminders ✎

Scheduling & Clinical Efficiency

Booked and arrived against bookable capacity Capacity = (worked − blocked − meeting) hours × 1.63 · evaluations count 1.5 slots · over 100% means booked beyond the template

Clinic	Providers	Worked Hrs	Blocked	Meetings	Capacity Slots	Booked	Arrived	Scheduling Eff.	Clinical Eff.
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Efficiency by Provider

Same capacity definition, per clinician A clinician covering two clinics appears once per clinic — that is how capacity is scheduled

Provider	Clinic	Worked Hrs	Blocked	Meetings	Capacity Slots	Booked	Arrived	Scheduling Eff.	Clinical Eff.
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Referral to First Visit

How long a referral waits, and how many never arrive at all Conversion is the column that matters — a referral that never gets a first visit is invisible in any average of the ones that did

Clinic	Referrals	Seen	Never Seen	Conversion	Avg Days	Median	Same Day	Within 3d	Over 7d
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Schedule Density by Weekday

Where the week is soft Arrival rate by day — a weekly average hides the day worth moving capacity off

Arrival, Cancellation & Point-of-Service Capture

Clinic	Arrived	Cancels	No-Shows	Arrival Rate	POS Collected	POS Count	POS Capture	$ / Arrived

Do Cancelled Visits Come Back?

Recovery rate by clinic A cancel that rebooks is a delay; one that never does is lost revenue and an incomplete plan of care

Clinic	Cancelled / No-Show	Cases	Returned	Recovery Rate

RTM by Therapist

Minutes and units billed per therapist Minutes are derived from 98980/98981 at 20 minutes a unit — setup (98975) and device supply (98976/98977) carry no minutes

Therapist

Location

Show

Therapist	Clinic	Claim Lines	Units	Minutes	Setup	Device	Management
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RTM Coverage by Clinic

Clinic	Patients	Flagged	Billed	Flagged, Not Billed	Billed, Not Flagged	No RTM	Flagged → Billed

Revenue by RTM Code

CPT	Claims	Billed	Collected

Worth Appealing — Denials by Recoverable Value

Work these top-down, not by claim count

Payer	Denied	At Risk	Avg / Claim	Below Appeal Cost	Worth Appealing

Open Rejections — Never Rebilled

Pre-adjudication failures Separate from denials — these were never adjudicated, so they will not appear in the Denials tab

Type	Reason	Rejections	Cases	Oldest DOS	Age

Unbilled Visits by Clinic

Clinic	Arrived	Unbilled	% Unbilled	Oldest Unbilled

Denials & Rejections by Payer

Payer	Claims	Denied	Rejected	Failed Edit	Denial Rate	Submitted	Paid

Why Revenue Is Being Reduced — Adjustment Reasons

Code	Type	Reason	Lines	Adjusted	Written Off

Underpaid Settled Claims by Payer

Paid less than the contracted expected reimbursement Conservative signal from Prompt's own expected amount — validate in Prompt before appealing

Payer	Claims	Expected	Paid	Gap	Avg Gap

Arrived Visits With No Billable Charge

Care delivered and never billed Today excluded — same-day charges are often not yet entered

Clinic	Arrived	Unbilled	% Unbilled	Cases	Oldest Unbilled

Group by

Open Accounts Receivable

Group	Open	0-30	31-60	61-90	91-120	121-180	181-365	366+	Total AR	% >90

Cash Collected by Month

Posted + unapplied patient payments, by payment date The current month is partial — it is not a decline

Month	Posted	Not Posted	Total Collected	vs Prior Month

Open AR Over Time — Prompt ships a static monthly archive through 2025-09-01; daily capture starts 2026-08-26

Date	Total AR	Open Balances	0-30	31-60	61-90	Over 90	% Over 90	Change

Collections by Month — Bank Date

Cash actually banked Provider-paid remittance on bank date — not billed, not allowed, not posted

Break down by

Within location

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Payer Mix — by Date of Service

Whose patients we treated Counted on date of service from the visit's primary insurance — not posted revenue, which lags service by weeks

Payer	Visits	Patients	Share of Visits
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Three payer views, three bases — they will not tie, and that is correct.
By date of service counts visits when the patient was seen — whose patients we treated.
By bank date counts cash when it hit the account — what was actually collected.
Posted revenue counts postings when billing recorded them — company-wide only, because the underlying mart carries no clinic.
Service leads cash by weeks, so a payer can look large on one and small on another in the same month. Pick the basis that matches the question rather than reconciling them.

Payer Mix by Clinic — by Bank Date

Why one clinic collects more per visit than another Cash on bank date, not charges — the mix column is usually the explanation

Clinics are ordered by dollars per visit. Click one to see its payer breakdown: a clinic ahead on $/visit is nearly always weighted toward a better-paying payer rather than doing anything different at the front desk.

Clinic	Collected	Paid Visits	$ / Visit	Top Payer	Its Share
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Payer Performance — Posted Revenue

Last 6 months Excludes UnitedHealthcare / UMR / Optum — Tristar is out-of-network

Payer	Postings	Insurance Posted	Check Total	Reconciliation Rate

Revenue & Billing Efficiency

Workers' Compensation

Volume and reimbursement on the workers' comp channel Payers matched by name — see get_net_revenue_per_visit for the authoritative payer list

Basis: billed units and claims from Prompt's claim/CPT feed; visits from arrived-visit records; collections from posted insurance + patient payments. Evaluation units use CPT 97161–97163 / 97165–97167 (initial); re-eval units use 97164 / 97168. All figures are trailing-window company totals, not yet split by clinic.