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Kareo Help Center

Dashboard Navigation

When you open a practice, the Kareo PM dashboard will always be your starting point, much like a "home page." You can access commands through various points, all depending on your personal preference. The dashboard that you see is determined by the Kareo PM user type and role(s) assigned to you. If you don't have access to a specific task or function described within these help topics, please contact the person in your office who is the Kareo PM Account Administrator.

Dashboard Views

Kareo PM provides two main dashboard views based on whether a User Type has been assigned as a Medical Office User or Business Office User by the System Administrator.

Medical Office User Dashboard

Medical office users have a different view on the practice home screen that allows them to manage a medical office workflow. You can schedule patients, check insurance eligibility, post payments, and print receipts. When you log into Kareo as a medical office user, you'll see shortcuts on the Dashboard that align with typical medical office functions.

Top Menus

  1. Menu bar: Contains drop-down menus of commands.
  2. Icon Toolbar: Denotes shortcuts to most commonly used commands.

Navigation

  1. Shortcuts: Offers quick access to some of the most commonly used sections.
  2. Open Windows: Shows all windows you have open.

Practice Home

  1. Workflow: A visual guide of shortcuts to your office’s workflow.
  2. Dashboard Charts: Depending on your user role, you can switch between the Payment Velocity, A/R Aging and Income Analysis charts.
  3. To Do List: Automatically generated by the Kareo PM system and helps you track your work. Clickable links take you to the specific area where you can complete that task.
  4. Click to refresh the To Do list.
  5. Key Performance Indicators: Helps you monitor key metrics that impact the financial and operational health of the medical practice.

 

PM medical office user dashboard.png

Business Office User Dashboard

Business office users have a different view on the practice home screen that allows them to manage their day to day responsibilities. When business office users log into Kareo, they will see shortcuts on the Dashboard leading them to complete specific duties.

Top Menus

  1. Menu bar: Contains drop-down menus of commands.
  2. Icon Toolbar: Denotes shortcuts to most commonly used commands.

Navigation

  1. Shortcuts: Offers quick access to some of the most commonly used sections.
  2. Open Windows: Shows all windows you have open.

Practice Home

  1. Workflow: A visual guide of shortcuts to your office’s workflow.
  2. Dashboard Charts: Depending on your user role, you can switch between the Payment Velocity, A/R Aging and Income Analysis charts.
  3. To Do List: Automatically generated by the Kareo PM system and helps you track your work. Clickable links take you to the specific area where you can complete that task.
  4. Click to refresh the To Do list.
  5. Key Performance Indicators: Helps you monitor key metrics that impact the financial and operational health of the medical practice.

 

PM business office user dashboard.png

 

Medical Office User Dashboard Details

Workflow

The Workflow is a visual guide to shortcuts of key medical process functions. Click on an icon in the Workflow to directly initiate the function described by the corresponding label. Kareo's recommended workflow process includes adding and finding Patients, Scheduling Appointments, creating and tracking Encounters, and Generating Reports.

Income Analysis Chart

The Income Analysis chart provides a visual snapshot of the income collected for several key periods of accounting activity, including:

  • Month to Date: The total income collected for the current month to date.
  • Last Month: The total income collected for the last calendar month.
  • Quarter to Date: The total income collected for the quarter to date.
  • Year to Date: The total income collected for the year to date.

Payment Velocity Chart

Kareo's Payment Velocity measures the actual time it takes for an average dollar to be collected from the date you see the patient until the date you receive payment, and therefore, more accurately measures how quickly you get paid. 

To-Do List

The To-Do List is automatically generated by the system to help you track your work and guide you through medical office processes. Below is a list of items that may be displayed in the To-Do List sections. The items you see are determined by your assigned Kareo User Role(s).

To-Do List Section Task (may be displayed) Description
Before you submit encounters to the Business Office... Enter the Practice Information for the medical practice. Click on the Practice Information link to enter detailed information about the practice. 
Set up one or more Encounter Forms for the medical practice. Click the Encounter Forms link to open the New Encounter Form window and create an encounter form.
As part of your daily activities... You have xx task(s) overdue. Click the task(s) link to open the Find Task window and view outstanding tasks. 
You have xx Patient(s) scheduled for an appointment today. Click the Patient(s) link to open the Find Appointment window and view appointments for the day.
You have xx Draft Encounter(s) to submit to the Business Office. Click the Draft Encounter(s) link to open the Find Encounter window and view encounters under the Draft tab.
You can fax documents to kFax # (xxx) xxx-xxxx. Fax documents to the number provided.
As part of your monthly practice review... You should review monthly Reports for omissions or errors. Click the Reports link to open the Reports Home window and view a list of available reports.
You should review the Report Closing Date. Click the Report Closing Date link to open the Edit Reporting Options window and view or change the Report Closing Date
 

Business Office User Dashboard Details

Workflow
The Workflow is a visual guide to shortcuts of key business process functions. With a click of a button, you can initiate the function described by the corresponding label. It shows a recommended workflow process from: Patients, Encounters, Sending Claims, Receiving Payments from Payer, Sending Patient Statements and Generating Reports.

A/R Aging Chart
The A/R Aging chart provides a visual snapshot of aging accounts receivable.

  • Dollars in A/R: The total dollar amount currently in accounts receivable. The dollar amounts reflect what has been billed and are awaiting payment.
  • Days in A/R:  The average days in accounts receivable for amounts not yet received.

Payment Velocity Chart

Kareo's Payment Velocity measures the actual time it takes for an average dollar to be collected from the date you see the patient until the date you receive payment, and therefore, more accurately measures how quickly you get paid. 

To-Do List
The To-Do List is automatically generated by the system to help you track your work and guide you through business processes. Below is a list of items that may be displayed in the To-Do List sections. The items you see are determined by your assigned Kareo User Role(s).

To-Do List Section Task (may be displayed) Description
Before you start billing for services... Enter the Practice Information for the medical practice. Click on the Practice Information link to enter detailed information about the practice. 
Configure the Electronic Claims Options for the medical practice. Once the eClaims enrollment process has been completed, click the Electronic Claims Options link to set the practice to live mode.
Configure the Patient Statement Options for the medical practice. Click to Patient Statement Options to set the default information that is printed on patient statements.
As part of your daily billing activities... You have xx Encounter(s) to review. Click the Encounter(s) link to open the Find Encounter window and see encounters under the Review tab.
You have xx Claim(s) to send. Click the Claims link to open the Find Claims window and locate claims with a Ready to send claims status. 
You have xx Denied claim(s) that need to be resolved. Click the Denied link to open the Find Claims window and locate claims with a Denied status. 
You have xx No Response claim(s) that need to be reviewed. Click the No Response link to open the Find Claims window and locate claims with a No Response status. 
You have xx Draft Encounter(s) to submit to the Business Office. Click the Draft Encounter(s) link to open the Find Encounter window and view encounters under the Draft tab.
You have xx Clearinghouse Report(s) to review. Click the Clearinghouse Report(s) link to open the Find Clearinghouse Report window and view reports.
You have xx Online Payment(s) to apply. Click the Online Payment(s) link to open the Find Payment window and view payments under the Online tab.
You can fax documents to kFax # (xxx) xxx-xxxx. Fax documents to the number provided.
As part of your monthly closing activities... You have xx Patient Statement(s) to send. Click the Patient Statement(s) link to open and view details in the Send Patient Statements window.
You should review monthly Reports for omissions or errors. Click the Reports link to open the Reports Home window and view a list of available reports.
You should review the Report Closing Date. Click the Report Closing Date link to open the Edit Reporting Options window and view or change the Report Closing Date

 

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