Help / Quick reference

Practice admin cheat sheet

One page. Everything you own across a typical day, week, and month.

Start of day

Task	Where	Shortcut
Check action items and SLA breach alerts	Dashboard → right panel → Action Items	—
Review fax queue age (target: zero > 24 h)	More (Fax) → Fax Review Queue	—
Verify all providers are marked On Duty	Fleet Calendar → day view → provider swim lanes	—
Switch facility context	Header → facility name pill → select facility	—

Use ⌘K / Ctrl+K (Quick Jump) to navigate to any patient, visit, page, or facility without touching the sidebar.

Daily tasks

Task	Where
Approve pending referral assignments	Referral Intake → Ready for Assignment column
Confirm no appointments on archived patients	Fleet Calendar → check for Archived patient badge
Review credential expirations due this week	HR & Compliance → Credential Tracker
Check for unanswered Team Chat pings	Team Chat → Conversations
Monitor IVR queue — flag any stalled requests	Inventory Management → IVR Tracking

Keyboard shortcuts

Shortcut	Action
⌘K / Ctrl+K	Quick Jump — patient, visit, facility, page
⌘/ / Ctrl+/	Help for the current page
⌘S / Ctrl+S	Save draft on any editable form

SLA targets to monitor

Metric	Target	Where
Fax queue age	Zero faxes > 24 h	More (Fax) → Fax Review Queue → SLA Breach Timer column
Referral-to-schedule time	< 24 h from referral created	Referral Intake → kanban → Ready for Assignment
Unbilled encounters	Cleared within 72 h of visit signature	Billing → Work Queue → Ready preset
ERA posting	Auto-posted; reconcile unmatched within 24 h	Billing → ERA / Payments (/era-eob)
Credential expiry notices	Actioned same day	HR & Compliance → Credential Tracker

Weekly tasks

Task	Where
Run the Claims report	Billing → Reports Center → Claims Reports
Run the Account Receivable report; flag aged balances	Billing → Reports Center → Account Receivable Reports
Scan the operational Heat Map (patients vs. clinicians)	Oversight Cockpit → Heat Map
Audit inactive practices	CRM → Practices → filter by activity
Verify inventory PAR levels are current	Inventory Management → Main Inventory

Monthly tasks

Task	Where
Review revenue geography (Revenue by Zip)	Oversight Cockpit → Heat Map → Revenue by Zip
Export billing reports (Claims, Insurance Payment, Charges)	Billing → Reports Center
Archive or close non-admit referrals	Referral Intake → Non-Admit column → Archive
Validate facility user roster is current	HR & Compliance → Facility Users

Inviting and onboarding new users

1. Go to HR & Compliance → New Employee Onboarding.
2. Complete the single New Employee form (Basic Info; Provider Details appear for clinical roles). There is no multi-step wizard.
3. Assign one or more facilities (multi-facility selection is supported).
4. Save to create the account.
5. Verify their permissions in Administrator → Organization Role Config.

The Administrator → Organization Role Config matrix controls what each role can see and do across all modules. Test a new role in the demo environment before applying it to production users.

Facility switching

• The current facility context appears as a pill in the app header.
• Click the pill to open the facility selector; search by name or scroll.
• All module data (patients, referrals, calendar, billing) scopes to the selected facility.
• Practice admins with org-level access can toggle All Patients → All Facilities to view cross-facility patient lists without switching context.

Troubleshooting

Symptom	Likely cause	Fix
Provider not appearing in Fleet Calendar	Provider not marked On Duty or facility mismatch	HR & Compliance → Facility Users — confirm facility assignment
Referral stuck in Info Needed	Missing demographic or insurance field	Open referral → Details tab → fill flagged field
Claim in Needs Info status	Missing modifier or diagnosis pointer	Billing → Claims → open claim → follow rule-engine flag
Credential expiry banner on Dashboard	Credential nearing expiry	HR & Compliance → Credential Tracker → upload renewal
Archived patient appeared in scheduling	Legacy appointment predating the archive fix	Cancel appointment; confirm patient is archived in All Patients