Units Utilization Dashboard

Maximizing revenue

The Units Dashboard within the BI DASHBOARDS section is a critical financial and operational oversight tool. It allows agency leadership to track Utilization Rates—specifically, how many service units have been authorized by payers versus how many have actually been delivered and billed by the staff.

1. Global Filters

Before analyzing the data, you can narrow the scope of the dashboard using the filters at the top of the UNITS tab:

• Select Client: Filter data for a specific individual (e.g., Andre Fuego Mandana Maya).

• Select Procedure: Isolate specific service codes (e.g., Habilitation or Supported Employment).

• Date Range: Define the period of analysis (e.g., October 1, 2025 – March 21, 2026).

2. High-Level Summary Cards (Utilization Totals)

These cards provide the "Big Picture" of your current authorizations and spending:

• Units Approved (310): The total number of service units authorized by payers for the selected period.

• Units Used (14): The actual number of units that have been performed and logged by fieldworkers.

• Amount Approved ($2.5k): The total dollar value of the authorized units.

• Amount Used ($675.00): The total dollar value of the services already delivered.

Use Case: Budget Oversight. If "Amount Approved" is high but "Amount Used" is low, the agency is leaving money on the table. This signals a need to increase staffing or frequency of visits to ensure the client receives their full authorized care.

3. Units Utilization by Procedure Code

This horizontal bar chart compares Units Approved (Light Blue) vs. Units Used (Dark Blue) for each specific service type.

• Example Entry: CBS Acuity Visit shows 28 Units Approved, but only 10 Units Used.

• Use Case: Service Gap Analysis. This chart helps identify which specific services are being underutilized. If "Supported Employment - Individual" has 10 units approved but only 2 used, a manager should investigate if there are scheduling conflicts or if the client no longer requires that specific intensity of service.

4. Units Over 12 Months (Trend Graph)

This line graph tracks the lifecycle of your units over a rolling year. It visualizes the monthly "Approved" capacity vs. the "Used" reality.

• Insight: The graph shows a massive spike in Units Approved in late 2025 (peaking at 155 units in December) followed by a drop, while Units Used remains relatively flat.

• Use Case: Authorization Management. This helps billing teams spot when large authorizations are about to expire or when new authorizations have been successfully uploaded into the system.

5. Detailed Utilization Table

The bottom of the dashboard provides a line-item breakdown of the raw data:

Customer Name	Procedure & Type	Units Approved	Units Used	Amt Approved	Amt Used
Andre Fuego...	CBS Acuity Visit	14	5	$98	$125
Andre Fuego...	Supp. Employment (Group)	12	7	$72	$350

• Use Case: Individualized Care Planning. During a monthly check-in, a case manager can use this table to tell a family exactly how many units of a specific service they have left for the quarter, ensuring they don't run out of authorized time prematurely.

Summary of Potential Use Cases

Category	Practical Application
Financial Health	Comparing "Amount Approved" vs "Amount Used" to calculate projected vs. actual revenue.
Compliance	Ensuring the agency does not exceed "Units Approved," which would result in non-reimbursable work (denied claims).
Staffing	Using "Units Utilization by Procedure" to determine if more staff need to be trained in a specific service type that is currently under-utilized.
Payer Relations	Providing data-backed evidence to insurance payers when requesting additional units if the "Units Used" is consistently hitting the "Approved" ceiling.

Individualized Units Utilization

When you filter the Units Dashboard for a specific customer, the documentation should shift from "Agency Oversight" to "Individualized Case Management." This view is specifically designed for Case Managers and Clinical Supervisors to ensure that a client is receiving the full scope of care authorized by their payer. When a report is generated for a specific client (e.g., Andre Fuego Mandana Maya), the dashboard provides a targeted look at their current service budget and consumption.

1. Individualized KPI Analysis

Instead of agency-wide totals, the KPI cards reflect the client's specific authorization period:

• Burn Rate Monitoring: Compare Units Approved (e.g., 310) against Units Used (e.g., 14).

• Remaining Budget: Subtract the amount used from the amount approved to determine the remaining funds available for the client's care plan for the rest of the authorization cycle.

2. Service-Specific Gap Identification

The Units Utilization by Procedure Code chart becomes a diagnostic tool for the individual's care:

• Identification of Under-Served Areas: If a client has 14 units of CBS Acuity Visits approved but only 5 used, it signals a potential barrier to care (e.g., scheduling issues or staff call-outs) that needs to be addressed.

• Over-Utilization Alerts: Identify if a client is consuming units faster than planned (e.g., Supported Employment - Group showing high usage), which might require a request for additional units from the payer.

3. Authorization Timeline Tracking

The Units over 12 months graph tracks the client's history with the agency:

• Authorization Spikes: Identify when new authorizations were added (e.g., the jump to 155 units in December 2025).

• Consistency Check: Ensure the "Units Used" line remains steady. Significant drops in usage compared to the approved ceiling can be used in clinical reviews to justify why certain services may need to be adjusted or increased.

4. Audit-Ready Data Table

The tabular data at the bottom provides the raw numbers needed for ISP (Individual Service Plan) meetings:

• Provides the exact totalAmountUsed per procedure code.

• Allows Case Managers to provide families with a clear, transparent update on how their allocated budget is being spent.

Suggested Use Cases for Customer-Specific Reports

Scenario	Strategic Action
Quarterly ISP Meeting	Export the Units Report as a PDF to show the family and the state coordinator exactly which services were utilized and what budget remains.
Discharge Planning	Review the "Units over 12 months" to see if a client's usage is naturally tapering off, indicating they may be ready for a lower tier of support.
Payer Re-Authorization	Use the "Units Approved vs. Used" data as evidence when requesting a renewal of services, proving that the client is actively utilizing the care provided.

Procedure-Specific Units Dashboard

Filtering the Units Dashboard by a specific service code (e.g., CBS Acuity Visit) shifts the focus from general agency health to Service Line Performance. This view is essential for program directors and billing managers to evaluate the efficiency of specific clinical programs and ensure that specialized authorizations are being fulfilled.

1. High-Level Summary Cards (Procedure Aggregates)

When a procedure is selected, the KPI cards at the top of the UNITS tab summarize the total capacity and delivery for that specific service line across your entire client base:

• Units Approved (e.g., 70): The cumulative number of service units authorized by all payers for this specific code during the selected date range.

• Units Used (e.g., 5): The actual number of these specialized units that have been physically delivered and logged by fieldworkers.

• Financial Value (e.g., $490.00 Approved vs. $125.00 Used): Provides the specific revenue potential and actual realized income for this service line.

Insight: A significant gap (e.g., only 7% utilization in this example) indicates Service Under-Utilization. This suggests that while payers have authorized this care, the agency may have a bottleneck—such as a lack of qualified staff or scheduling conflicts—preventing delivery.

2. Units Utilization per Customer

This bar chart breaks down the aggregate procedure data to show exactly which clients are utilizing the service.

• Identifying Key Clients: You can see which individuals have the highest authorization for this service (e.g., Andre Fuego Mandana Maya with 14 approved units).

• Delivery Variance: By comparing the dark blue (Used) vs. light blue (Approved) bars, you can identify which specific clients are not receiving their authorized care, allowing for targeted case management interventions.

3. Service Trend Analysis (Units over 12 Months)

The Units over 12 months graph tracks the historical demand and delivery of the specific procedure over a rolling year.

• Spotting Growth: Identify if a service line is expanding (e.g., more units being approved over time).

• Authorization Cycles: Visual spikes (like the peak in December 2025) help billing teams anticipate when major re-authorizations are due for renewal.

4. Raw Data Verification (Table View)

The tabular data at the bottom provides a line-item check of the billing metrics for the procedure:

• Rate Validation: You can verify the billing rate by dividing the totalAmountUsed by the totalUnitsUsed (e.g., $125 / 5 units = $25.00 per unit).

• Audit Trail: Provides a clean list of which clients received the service, the exact number of units, and the financial totals—perfect for preparing for state or payer-specific audits.

Strategic Use Cases

Scenario	Strategic Action
Program Evaluation	Determine if a specific program (like CBS Acuity) is profitable or if the administrative effort of managing it outweighs the realized revenue.
Resource Allocation	If "Units Approved" is high across many clients but "Used" is low, reassign fieldworkers from less-demanded services to focus on this high-priority procedure.
Billing Integrity	Quickly identify "Units Used" with zero "Units Approved," which alerts the team to a service being provided without a valid authorization (a "red flag" for claim denials).
Contract Negotiations	Use the "Amount Approved" data to show payers the volume of work you are contracted for when negotiating annual budget increases.