{{ c }}
{{ c.text }} {{ c.text }} {{ c.stateLabel }}

Cockpit

Referrals

Intake Tray

Patients

Providers

Reports

Rules

Operations

Feed

Filters{{ filterSummary }}{{ filtersChev }}

Region

Coordinator

Urgent Status{{ railUrgent.count }}

Intake Tray{{ railIntakeRow.count }}

Nothing in this stage right now.

{{ col.pageLabel }}

Document class

{{ p.referralCount }} referral(s)

On This Page

My view

Nothing pinned. Pin a report to keep it at the top of this rail.

On This Page

Welcome, {{ userName }}

Pending tasks

{{ g.count }} {{ g.label }} {{ g.meta }} ▸

All caught up

Items moved today

{{ velocity.done }} of {{ velocity.target }}

Your week

Kairix did this — cataloguing live {{ cock.infoChev }}

Stalled Referrals — site oversight

Ref ID	Patient	Days open	Assigned	Signal
{{ sr.refId }}	{{ sr.fullName }}	{{ sr.days }}	{{ sr.coordinator }}	{{ sr.signal }}

Nothing stalled past {{ stalledDaysLabel }} days.

Preference changes awaiting review{{ smQueues.prefCount }}

{{ pq.current }}to{{ pq.proposed }}

All caught up — no preference changes waiting.

Attendance corrections

Attendance is pulled from athenaOne. Where the source is wrong, correcting it is a Solutions Manager action with a governed reason.

Nothing to correct — athenaOne and the record agree on every reported visit.

{{ it.pageLabel }}Open ›

{{ intakeOpenDoc.from }} · {{ intakeOpenDoc.received }} · {{ intakeOpenDoc.detail }}

athenaOne Document # {{ intakeOpenDoc.athenaDoc }}

Not counted in Unclaimed until you confirm it.

What this is

What Kairix read

{{ intakeOpenDoc.band }} confidence{{ intakeOpenDoc.bandNote }}

Patient{{ intakeOpenDoc.patient }}

Pages{{ intakeOpenDoc.pages }}

Click to enlarge

How to decide

Split this document

Every page in one segment

Pagesto

What happens next

What was it?

Activity log{{ intakeOpenDoc.logChev }}

User	Date / time	Action
{{ a.who }}	{{ a.dateLabel }} · {{ a.timeLabel }}	{{ a.action }}

No activity recorded yet for this document.

Stages on the left. Urgent cuts across all four — an urgent referral still sits in one stage. Unclaimed sits before them: nobody owns it yet.

DOB {{ r.dob }} · {{ r.sex }} · {{ r.region }}

Possible Duplicate

New Patient

Not Seen 3+ Yrs

No referrals match

{{ intakeOpenDoc.from }} · {{ intakeOpenDoc.received }} · {{ intakeOpenDoc.detail }}

athenaOne Document # {{ intakeOpenDoc.athenaDoc }}

Not counted in Unclaimed until you confirm it.

What this is

What Kairix read

{{ intakeOpenDoc.band }} confidence{{ intakeOpenDoc.bandNote }}

Patient{{ intakeOpenDoc.patient }}

Pages{{ intakeOpenDoc.pages }}

Click to enlarge

How to decide

Split this document

Every page in one segment

Pagesto

What happens next

What was it?

Activity log{{ intakeOpenDoc.logChev }}

User	Date / time	Action
{{ a.who }}	{{ a.dateLabel }} · {{ a.timeLabel }}	{{ a.action }}

No activity recorded yet for this document.

Duplicateof {{ selectedRecord.duplicateOf }}

Conflict

{{ selectedRecord.conflictBy }} raised a scheduling conflict — {{ selectedRecord.conflictNote }}

Returned

Declined by {{ selectedRecord.returnedBy }} — {{ selectedRecord.returnedReason }}. Needs a rematch or reroute before it can be handed off again.

Agent suggests{{ selectedRecord.resolveSuggestion }}

In the {{ selectedRecord.officeLabel }} Office bucket, worked collectively. The first action taken on this record takes it off everyone else's list.

*Confirm before routing

Never asked: {{ selectedRecord.asteriskFlag.names }}

View only — {{ selectedRecord.stageOwnerLabel }} owns this stage.

View only — this referral is closed.

Closed

KAIRIX: {{ selectedRecord.refId }}

Returned

New Patient

Not Seen 3+ Yrs

BNI

Athena Referral # {{ selectedRecord.athenaRefId }}

Assigned to

Priority

Referring provider{{ selectedRecord.urgencyProv.stated }}Diagnosis table{{ selectedRecord.urgencyProv.table }}{{ selectedRecord.urgencyProv.note }}

Possible Duplicate — {{ selectedRecord.duplicateOf }}

Saved — synced to the athenaOne sandbox

From the referral team

Referral Coordinator{{ selectedRecord.carried.rcName }}

Handed to{{ selectedRecord.carried.handedTo }}

Handed off{{ selectedRecord.carried.workedAt }}

Left open for you — {{ selectedRecord.carried.openCount }}

Chase these in Documents below, then schedule the patient.

Acknowledged at handoff — {{ selectedRecord.carried.ackCount }}

Needs a decision

These values were not confident enough to state. Nothing was guessed.

athenaOne document status

How this referral arrived

Referral fax

Drag to resize

Patient documents

Barrow Neurological InstituteBNI

Clearing returns the referral to the BBS pipeline for matching and routing.

Possible duplicate — side by side

Match signal

Result

Proposed athenaOne chart

Diagnosis & routing{{ selectedRecord.dxChev }}

Referral type

Diagnosis{{ selectedRecord.flagDiagnosis }}

Matched physician{{ selectedRecord.flagPhysician }}

Match check

Must pass

Advisory

Exception accepted — {{ m.acceptedText }}

Override recorded — {{ selectedRecord.match.overrideReasonText }}

This provider does not meet every routing rule. Record a reason to keep the assignment.

Physician matchNot applicable — this referral is flagged for BNI. No BBS physician is matched and no routing runs; see the Barrow Neurological Institute section at the top of this card.

Referring provider{{ selectedRecord.provChev }}

Name{{ selectedRecord.flagProvider }}

Practice

Phone

Fax

Region{{ selectedRecord.flagRegion }}

Insurance{{ selectedRecord.insChev }}

Carrier / plan{{ selectedRecord.flagInsurance }}

VA authorization{{ selectedRecord.vaVisitsUsed }} of {{ selectedRecord.vaVisitLimit }} visits used · expires {{ selectedRecord.vaExpiration }} read-only

Limit tracking

Network

Coming soonPayer portal check — eligibility is set manually until Availity and payer API checks land.

Prior auth

Insurance verification{{ selectedRecord.insVerify.statusLabel }}

Where this coverage came from

Scanned insurance card on file, shown at right.

Kairix pre-filled{{ selectedRecord.insVerify.agentPrefillNote }}

Referral / auth required

Out-of-network prior auth

Scanned insurance card{{ selectedRecord.insVerify.cardMetaLabel }}

Payer portals

Documentation status

Documentation GateStatusAction

Attach

Request to {{ d.requestTo }}

Edit the text so the office sees exactly what is needed. Sending stays manual from Athena until write-back is live.

Call the patient — {{ d.patientPhone }}

Logged as a patient attempt on this item and written to the activity log.

Waiver reasonLogged to the audit trail with your name. The handoff gate clears for this item only.

Athena fax template — edit before sending · fax {{ selectedRecord.docRequestDoc.faxTo }}

Patient outreach

When	Who	Channel	Outcome	By	What was discussed
{{ o.when }}	{{ o.party }}	{{ o.channel }}	{{ o.outcome }}	{{ o.by }}	{{ o.note }}

No outreach logged. Three attempts are required before a Patient Could Not Be Reached closure status can be accepted.

Ready to schedule

Documentation{{ selectedRecord.readiness.docVerdict }}

Clinical{{ selectedRecord.readiness.flagVerdict }}

▸

Referral history for this patient

Handoff

ReadySystem check clear — physician match, insurance, and documents all read clean.

Open items — {{ selectedRecord.handoffIssueCount }}

✓Clear to hand off

Hand off with open items?

This referral still has {{ selectedRecord.handoffIssueCount }} unresolved item(s). The Care Coordinator will receive it as-is.

Care Coordinator

Handed off to {{ selectedRecord.coordinatorLabel }}

Triage decision

Standing criterion{{ selectedRecord.triage.standingRule }}

On the physician's behalf — both names are recorded and the clinical time attributes to {{ selectedRecord.triage.onBehalfOf }}.

Scheduling{{ selectedRecord.schedChev }}

with {{ selectedRecord.physician }}

After the booking

Appointment note

Attached to the appointment, not to this referral. The front desk reads it at check-in and the care coordinator MA reads it during chart prep — write it for them, not as a scratch note.

Check this date before you book

You can book it anyway — the conflict is recorded on the referral's activity trail.

Medicare opt-out{{ selectedRecord.medicareOptOut.name }}

Confirm before booking{{ selectedRecord.preBook.count }}

The booking writes to the medical record and there is no undo, so all four are read back before it commits.

Linked Appointments

From referral	Date / time	With	Scope	Linked to this referral
{{ ap.refId }}	{{ ap.dateLabel }}	{{ ap.withWhom }}	{{ ap.scope }}	{{ ap.linkedLabel }}

Closure reason{{ selectedRecord.closureReason }}

History{{ selectedRecord.logChev }}

Everything that happened to this referral, Kairix and people in one stream. Newest first.

{{ a.who }}{{ a.dateLabel }} · {{ a.timeLabel }}

Nothing has happened to this referral yet.

Reversible{{ selectedRecord.reverse.what }}

Closed — read only. Reopening requires an admin.

Team total

Editing as Platform Admin

Changes stage as drafts. Nothing a coordinator sees changes until you publish.

Diagnosis → Priority Mapping

Diagnosis	Tier	Clinical note
{{ d.dxEdit.error }}{{ d.diagnosis }}	{{ d.tierEdit.error }}{{ d.tier }}	{{ d.noteEdit.error }}{{ d.note }}

Provider Matching & Even Distribution

How a referral reaches a physician: the diagnosis decides the eligible panel, then open load decides which eligible physician gets it. Even distribution balances within a match — never across one.

Diagnosis → panel mapping

Rows marked * are procedure-specific. On those rows a blank cell means the physician was never asked, not that they decline — they stay on the eligible panel and the referral carries a flag to confirm before routing.

Diagnosis / referral-type keywords	Match	Eligible panel
{{ m.astMark }}{{ m.kwEdit.error }}{{ m.keywords }}	{{ m.targetEdit.error }}{{ m.target }}	{{ m.eligibleEdit.error }}{{ m.eligible }}

Source documents: “Surgical Diagnosis Revised” (diagnosis → named surgeon) and the physician-preference matrix, plus the Insurance Grid for payer acceptance. Refresh cadence for both remains a tracked open item (DRD §6.3).

Assignment sequence

Step	Rule
{{ g.stepEdit.error }}{{ g.step }}	{{ g.ruleEdit.error }}{{ g.rule }}

Override reasons

Live per-physician load sits in Reports → Provider Load Distribution.

Region Grouping

Region	Sites
{{ g.regionEdit.error }}{{ g.region }}	{{ g.sitesEdit.error }}{{ g.sites }}

Status Glossary

SLA Policy

Two kinds of rule sit on this screen. One is BBS's own, taken from their Referral Coordinator Workflow SOP. It is editable — BBS can change their own policy — but only by a Solutions Manager, and only with a recorded note. The rest are Kairix defaults with no BBS decision behind them yet, and are yours to set.

Stage targets — hours before Over SLA

Stage	Hours	Source
{{ s.label }}	{{ s.hoursEdit.error }}{{ s.hours }}	{{ s.provLabel }} A note is required before this can be published.

Cross-cutting clocks — apply wherever the referral sits

Clock	Hours	Source
{{ s.label }}	{{ s.hoursEdit.error }}{{ s.hours }}	{{ s.provLabel }}

Documentation chase policy

How many contacts a coordinator logs on an outstanding document before it stops holding the handoff. Set by the Solutions Manager.

Office requestsPatient calls

View only — a Solutions Manager changes this.

Policy defaults

Policy	Target
{{ p.label }}	{{ p.valueEdit.error }}{{ p.value }}

Fixed — sourcedBBS policy

Policy	Target
Registration, verification and referral detail Locked	Complete within 72 hours of receipt — Referral Coordinator only. Not a per-stage clock, and not configurable.

Source: BBS Referral Coordinator Workflow SOP, carried into DRD §6.5.

Payer Plans

Every carrier dropdown — on a referral card and on the provider insurance-acceptance form — reads this list. Sub-types matter: two plans can share a claims address and still route to different networks, so the plan code is what tells them apart.

Plan	Claims address · plan code	Actions
{{ p.value }}	{{ p.detail }}

Fax Lines

The inbound number on a cover sheet says which office a referral arrived at. Search a number, a location or a region.

Location	Region	Inbound fax	Note
{{ fx.location }}	{{ fx.region }}	{{ fx.fax }}	{{ fx.note }}

No fax line matches that.

Escalation Contacts

Coordinator	Role	Regions	Email	Phone
{{ c.name }}	{{ c.role }}	{{ c.regionsEdit.error }}{{ c.regions }}	{{ c.emailEdit.error }}{{ c.email }}	{{ c.phoneEdit.error }}{{ c.phone }}

No contact matches that search.

Governed Vocabularies

Fixed lists the platform enforces. Every dropdown that offers these values reads from here — changes take effect on publish.

{{ L.colA }}	{{ L.colB }}	{{ L.colC }}	Actions
{{ r.error }}{{ r.value }}	{{ r.stage }}	{{ r.def }}

Rule Change Log

Every published change to Rules — who made it, when, and what it replaced.

No rules have been changed yet.

When	Who	Section	Field	From	To
{{ l.when }}	{{ l.who }}	{{ l.section }}	{{ l.what }}	{{ l.from }}	{{ l.to }}

Permission Matrix

Generated from the live role definitions — roles down, pipeline stages and screens across. Read-only snapshot; permissions are changed in code, not here.

Pipeline stage — where the role may act

Role	{{ h.label }}
{{ r.role }}{{ r.scopeLabel }}

Screen — what the role can open

Role	{{ h.label }}
{{ r.role }}

Can actRead onlyNo access

Choose a patient from the list

DOB {{ selectedPatientRecord.dob }} · {{ selectedPatientRecord.sex }} · {{ selectedPatientRecord.referralCount }} referral(s) · {{ selectedPatientRecord.visitStatusText }}

New Patient

Not Seen 3+ Years

Writing back to the athenaOne sandbox — {{ selectedPatientRecord.writeback.fieldsLabel }}…

✓ Written back to the athenaOne sandbox at {{ selectedPatientRecord.writeback.stamp }} — {{ selectedPatientRecord.writeback.fieldsLabel }}

⚠ athenaOne did not accept the update — {{ selectedPatientRecord.writeback.fieldsLabel }}. The change is saved in Kairix only; the source record still holds the old values.

Patient info

MRN (athenaOne){{ selectedPatientRecord.mrn }}

Phone

Address

Preferred contact

Language

· interpreter needed

Region{{ selectedPatientRecord.region }}

Insurance{{ selectedPatientRecord.insurance }}

Member ID{{ selectedPatientRecord.memberId }}

Last contacted{{ selectedPatientRecord.lastContactLabel }} · {{ selectedPatientRecord.lastContactAgo }}

Chart actions

Merge this chart

Merging is performed in athenaOne and cannot be undone here. Kairix records who requested it.

Deactivate this chart

Deactivating removes the patient from routing and search. Existing referrals stay readable.

Contact log

Log a patient contact

Means

Outcome

Date / time	Who	Means	Outcome	What was discussed
{{ c.dateLabel }} · {{ c.timeLabel }}	{{ c.who }}	{{ c.means }}	{{ c.outcome }}	{{ c.note }}

Referral history — chronological (automatic)

Ref ID	Date	Diagnosis	Physician	Status	Related to this chain
{{ r.refId }}	{{ r.dateLabel }}	{{ r.diagnosis }}	{{ r.physician }}	{{ r.statusLabel }}

Doctor notes

{{ n.dateLabel }} · {{ n.physician }} · {{ n.refId }}

Activity log{{ selectedPatientRecord.logChev }}

User	Date / time	Action
{{ a.who }}	{{ a.dateLabel }} · {{ a.timeLabel }}	{{ a.action }}

No activity recorded yet.

Sync status — athenaOne

✓ All fields synced with athenaOne

{{ selectedRecord.syncOkCount }} / {{ selectedRecord.syncTotalFields }} fields synced

⚠ {{ si.message }}

A structured closure reason is required — a referral cannot close with no reason recorded.

You're all caught up

No referrals are assigned to you right now.

Coverage & Out-of-Office

Route a coordinator's open referrals to a colleague for a set window. Work returns automatically when the window ends.

Free all window

Out of office	Covered by	Window	Referrals routed	Status
{{ c.coord }}	{{ c.coverBy }}{{ c.gapLabel }}	{{ c.window }}	{{ c.routed }}	{{ c.statusLabel }}

No coverage in place. Pick a coordinator, who covers them, and the window.

Coverage activity

User	Date / time	Action
{{ a.who }}	{{ a.dateLabel }} · {{ a.timeLabel }}	{{ a.action }}

No coverage changes recorded yet.

Triage Authority

Care Coordinator	Office	Triage Authority	Contact
{{ d.name }}	{{ d.office }}	{{ d.grantLine }}	{{ d.email }}

No Care Coordinators on file.

Read-only. Granting Triage Authority is a Coverage Admin action or above.

Coordinators by Region

Coordinator	Coverage	Assigned by	PMR	Also covers	Contact
{{ c.name }}	{{ c.coverage }}	{{ c.coverageKind }}	{{ c.pmr }}	{{ c.alsoCovers }}	{{ c.email }}

Team visibility

Scheduling Watch

Referrals waiting to be placed, and what is blocking each one. Throughput and wait-time figures live in Reports.

Coordinator	With Care Team	Avg wait	Scheduled	Conflicts	Returned
{{ c.name }}	{{ c.pending }}	{{ c.avgWait }}	{{ c.scheduled }}	{{ c.conflicts }}	{{ c.returns }}

Executive Scorecard

Four pictures, six months, one page. Open a card for its component detail and its stated definition.

{{ s.window }}Component detail →

Definition

{{ c }}
{{ cell }}

KPI Summary

Intake Breakdown

What the fax line actually receives, counted from the governed category recorded at dismissal. Distinct from Lost-Referral Breakdown, which only sees documents that already became referrals.

Category	Documents	Where it goes
{{ r.category }}	{{ r.count }}	{{ r.dest }}

Routing Overrides

Override rate

Overridden of {{ routingOverrideStats.total }}

Held in With Referral Team — payer

No routing overrides recorded — every assignment matched the diagnosis, payer, and region rules.

A rising override rate on one reason usually means the matrix or Insurance Grid is stale (DRD §6.3), not that coordinators are freelancing.

Provider Load

Where work is held

Cycle time says a referral is slow. These say why, and who is waiting on whom.

Blocked, by reason

{{ flowMetrics.blockedTotal }} of {{ flowMetrics.openTotal }} open referrals are waiting on something outside the coordinator's hands.

Time to first touch

{{ flowMetrics.firstTouchMedian }}median

Oldest untouched: {{ flowMetrics.firstTouchOldest }}

Return rate between stagessample

{{ flowMetrics.returnPct }}of hand-offs

Coordinator Load

Throughput and queue depth for every coordinator at once — no switching into individual users.

Active, over SLA and closed

Coordinator	Active	Over SLA{{ slaProv.label }}	Closed
{{ r.name }}	{{ r.active }}	{{ r.overSla }}	{{ r.closed }}

Referrals closed per day, Office-wide

Daily count per coordinator

Team goal per coordinator per day

Coordinator	Today	Against target
{{ d.name }}	{{ d.count }}	{{ d.statusLabel }}

Returned to Referral Coordinators

{{ reportsReturnTotal }} referral(s) sent back by a Care Coordinator or physician.

Open a row to load the record and its activity log.

Nothing returned — every handoff has stayed with the provider team.

Lost Referral

Closures by reason, and leakage by referring office and stage. Returns count here — a return is leakage with a reason attached, not physician volume.

Scheduled Report Email

Sending {{ scheduleReport.summary }}

Sends this report automatically instead of exporting or printing it each time.

Decision Log

Ref ID	Action	Provenance
{{ d.refId }}	{{ d.action }}	{{ d.provenance }}

Sync status — athenaOne

✓ All referrals synced with athenaOne

⚠ No athenaOne chart to sync — chart creation pending

⚠ {{ si.message }}

Choose a provider from the list

{{ selectedProviderRecord.specialty }} · {{ selectedProviderRecord.subspecialty }}

View only — log a change request below

Details

Specialty

Subspecialty

Practice

Regions

Phone

Fax

NPI

Avg. turnaround

In-network{{ selectedProviderRecord.netLabel }}provider-confirmed

Insurance accepted

Provider-owned — the provider or a Solutions Manager can change it directly. Everyone else logs a request below, applied once the provider confirms.

Booking pattern

Exclusions & booking rules

Primary exclusion{{ selectedProviderRecord.exclusionsVal }}provider-confirmed

Notes

Contact preferences

Preferred method{{ selectedProviderRecord.contactPreferenceVal }}

Best time to reach{{ selectedProviderRecord.bestContactTimeVal }}provider-confirmed

Care team

Name	Role	Phone	Email
{{ m.name }}	{{ m.role }}	{{ m.phone }}	{{ m.email }}

Provider-owned — the physician maintains this list on their own card.

Referral Routing

Distribution

Routes to

Team

Recent assignments{{ selectedProviderRecord.assignedChev }}

Referral	Patient	Diagnosis	Coordinator	Status	Assigned
{{ r.refId }}	{{ r.fullName }}	{{ r.diagnosis }}	{{ r.coordinatorLabel }}	{{ r.statusLabel }}	{{ r.agoLabel }}

No referrals assigned to this physician in the last 24 hours.

Physician out of office

Window	Set by
{{ po.window }}	{{ po.note }}

Availability{{ selectedProviderRecord.availabilityChev }}

Open

Out of office

The physician confirmed your change request.

{{ c.field }} — {{ c.summary }}

Change requests{{ selectedProviderRecord.verifyChev }}

Last provider confirmation{{ selectedProviderRecord.changeBlock.verifiedLabel }}

Automatic re-confirmation{{ selectedProviderRecord.changeBlock.confirmDueLabel }}

Provider-owned fields only change once the physician confirms. Kairix sends a confirmation round automatically — {{ selectedProviderRecord.changeBlock.confirmCadence }} — on top of any request logged here.

Field

Source

Change

Network

Dates

Day

Team change

Details

Field	Requested	Logged	Status
{{ c.field }}	{{ c.summaryText }} {{ c.noteText }}	{{ c.whenLabel }}	{{ c.statusLabel }}

No change requests logged for this provider.

Confirmation email

To{{ selectedProviderRecord.changeBlock.emailTo }}

Subject{{ selectedProviderRecord.changeBlock.emailSubject }}

Activity log{{ selectedProviderRecord.logChev }}

User	Date / time	Action
{{ a.who }}	{{ a.dateLabel }} · {{ a.timeLabel }}	{{ a.action }}

No activity recorded for this provider.

{{ rc.title }}

Welcome, {{ userName }}

Welcome, {{ userName }}

{{ intakeOpenDoc.id }}

{{ intakeOpenDoc.id }}

{{ pageTitle }}

{{ pageTitle }}

{{ scorecard.drill.name }}