Introducing the new Data Center in exacare

We are excited to officially introduce the new exacare Data Center!

What's new?

A cleaner, organized layout

• Dashboards are grouped at the top by category, giving you quick access to referral, census, workflow, and exacare ai feature insights.

• Detailed breakdowns by topic are now live in dedicated Deep Dives, so you can move from summary to specifics without searching across multiple reports.

AI-powered insights

• Smart AI summaries analyze data and comments to extract key themes.

• AI assistant is now available across all dashboards for those with report builder permissions. If you do not have access, please request access from your administrator.

• You can ask questions about an entire dashboard or follow up on a specific chart or table.

Learn more

To help you get the most out of the new Data Center, we are hosting live training sessions that will cover:

• The new dashboard layout and where to find key reports

• Using our AI assistant to explore insights and build custom reports

• Creating and editing dashboards using AI

• Sharing, exporting, and scheduling reports

• Open Q&A

Register for live training here: Data Center training registration

Explore our feature spotlight and step by step guides to learn how to use the new dashboards, create custom reports, using AI for analysis and more.

FAQs

Where are the old dashboards?

• We have retired the previous versions of our dashboards as part of the new launch.

• The underlying data remains consistent, but the layout has been reorganized to make reports easier to find and navigate.

Here is how legacy dashboards map to the new structure:

• Admission Trends Dashboard → Referral Trends

• Daily Census Status Report → Census Status

• Monthly Census and Referral Dashboard → Census Trends

• Organization and Staff Efficiency → Response Time Analysis

• Pending Referrals Report → Referrals Requiring Action

• Referral Status Report → Referral Status

• Source Trends → Source Deep Dive

If you are looking for a specific report and are unsure where it now lives, please reach out to our team or visit the Help Center

Will our scheduled report deliveries be impacted?

• All existing scheduled report deliveries will continue without interruption.

• We are migrating your deliveries to the equivalent dashboards in the new Data Center.

• Because reports have been reorganized, you may notice changes in layout or included tiles. If you have any questions, please let us know.

Our organization does not have exacare bed board. How does this impact our reporting?

• If your organization does not have exacare bed board, occupancy and discharge data within the Census dashboards will not apply to you. Admission data, including admits and readmits, will remain accurate and fully available.

• Dashboards include notes to clearly indicate which tiles are not applicable for organizations without bed board.

Description:

Exacare ai dashboards provide a centralized, interactive view of your operational and clinical data. This article walks you through how to navigate dashboards, understand our new layout, refine results using filters, explore details through drill-downs, and use exacare ai to ask questions about the data you’re viewing.

Exacare ai Dashboards

Referral Status Dashboard

Overview:

The Referral Status dashboard provides a high-level snapshot of referral activity across your facilities. It is designed to help you quickly understand where referrals are in the admission process and identify areas that may require follow-up or action.

What this dashboard shows:

The Referral Status dashboard includes key metrics that summarize the current state of referrals, including:

• Total referrals received

• Referrals pending review (new referrals that have been received)

• Referrals pending admission (accepted referrals)

• Declined referrals

• Lost referrals

These metrics give a clear view of referral volume and progression through the intake workflow.

Types of reports included:

• Summary tiles that display referral counts

• Tables that list the individual referrals that contribute to each metric, allowing you to review referral-level details and understand what is driving the numbers

How this dashboard is commonly used:

Customers typically use the Referral Status dashboard to:

• Monitor referral admission activity across facilities

• Identify referrals awaiting review or admission

• Understand trends in declined or lost referrals

Referral Trends Dashboard

Overview

The Referral Trends dashboard helps you understand how referral activity and outcomes change over time across your facilities. It is designed to highlight patterns in referral volume, conversion to admissions, payer mix, and where referrals are being declined or lost.

What you’ll find in this dashboard

This dashboard includes a set of trend-focused reports designed to show how referral performance evolves over time, including:

• Referral volume trends across facilities

• Referrals by review stage, such as accepted, declined, or needing more information

• Win rates (moved-in referrals compared to accepted referrals) and conversion rates (moved-in referrals compared to total referrals)

• Historical total referral trends and month-over-month changes

• Referral trends by insurance payer type, showing payer mix and performance

• Top declined reasons

• Top lost reasons

How this dashboard is commonly used

• Monitor referral growth and performance over time

• Understand how payer mix impacts conversion and outcomes

• Identify recurring decline or loss reasons

• Track improvements or changes in win and conversion rates

Census Trends Dashboard

Overview:

The Census Trends dashboard helps you understand how census changes over time across your facilities. It provides visibility into admissions, discharges, booked patients, and hospitalization trends, with a focus on month-over-month changes and overall census movement.

What you’ll find in this dashboard

This dashboard includes trend-based reports that show how census activity evolves over time, including:

• Average daily census and historical average daily census trends

• Month-over-month census trends across facilities

• Admissions trends over time

• Admissions broken down by insurance payer source and insurance payer type

• Admissions by hospital

• Discharge trends over time

• Discharge reasons, including key findings using AI analysis

How this dashboard is commonly used

• Monitor census change over time

• Analyze admission patterns by payer and hospital

• Identify discharge trends and common discharge reasons

• Support census planning and operational decision-making

Census Status

Overview

The Census Status dashboard provides a daily snapshot of facility census and occupancy. It is designed to give you a real-time view of current residents, bed utilization, and daily census activity across your facilities.

What you'll find in this dashboard

This dashboard includes real-time reports focused on current census status, including:

• A breakdown of current residents by insurance payer type

• A bed occupancy overview, showing total beds, occupied beds, available beds, and occupancy percentages

• Daily census activity metrics, such as new admissions, readmissions, hospitalizations, discharges, booked patients, target admissions, and scheduled discharges

• Referral specific tables for all census related actions

How this dashboard is commonly used

• Review current occupancy and available capacity

• Monitor daily admission and discharge activity

• Understand the current resident payer mix

• Support daily census reviews and operational planning

Response Time Analytics Dashboard

Overview

The Response Time Analytics dashboard provides a comprehensive view of how quickly referrals are acted on and resolved across key decision stages. It highlights response times from referral received through first action and final decision, helping identify trends, delays, and opportunities to improve referral turnaround.

What you'll find in this dashboard

This dashboard includes time-based reports that measure referral responsiveness across the intake workflow, including:

• Time to first status change, showing how quickly referrals receive an initial action after being received in exacare

• Time to final decision, measuring the time from referral receipt to an accept or decline decision

• Time to accept and time to decline, highlighting differences in decision timelines

• Median response times across key decision stages

How this dashboard is commonly used

• Monitor referral responsiveness and turnaround times

• Identify bottlenecks or delays in the intake process

• Compare response times across facilities or time periods

AI Suggestion Dashboard

Overview

The AI Suggestion Alignment report provides visibility into how closely exacare’s ai Screener recommendations align with final referral decisions made by staff. It compares AI suggestions—Accept, Maybe, and Declined—with the actions ultimately taken, helping evaluate how effectively the AI supports referral decision-making.

What you'll find in this report

This report tracks how staff decisions align with AI recommendations across key suggestion categories, including:

• AI Accept metrics, showing how often referrals are accepted or declined when the AI suggests Accept

• AI Declined metrics, showing how often referrals are accepted or declined when the AI suggests Declined

• AI Maybe metrics, showing how often referrals are accepted or declined when the AI suggests Maybe

Task Dashboard

Overview

The Task Dashboard provides an at-a-glance view of task activity across your team. It highlights task volume, completion status, timeliness, priorities, and individual performance, making it well suited for real-time, interactive use.

What You’ll Find in This Dashboard

This dashboard includes reports that summarize task activity and performance, including:

• Task status breakdown, showing open, in-progress, and completed tasks

• Task completion on-time breakdown, highlighting timeliness and overdue work

• Priority level breakdown, showing task distribution by priority

• An overall task list, providing visibility into individual tasks and ownership

2. Using Filters:

Filters allow you to customize dashboard data to focus on the timeframes, facilities, and referral details most relevant to you! Applying filters updates all applicable reports in real time, helping you quickly identify trends and answer specific questions without changing the underlying data.

How to use filters?

1. Select the filter you want to use from the dashboard filter bar. A dropdown will appear for the filter you select.

2. Choose one or more values (i.e. a date range or facility).

3. Click "Update" and the dashboard changes automatically to reflect your selections.

Common Filters:

• Referral received date

• Facility

• Source

• Referral platform

• Referral Name

• Weekday filter

Some filters, such as date filters, also support comparison views (for example, comparing one time period to another).

Filters can be layered to narrow results. For example, you might apply a date range and then refine the data further by facility or referral details.

3. Drill Down Feature

Drill-down allows you to explore the details behind a number or chart on a dashboard. By clicking into a data point, you can view the underlying records that make up the result, helping you better understand what’s driving the data you see.

How to Drill Down?

1. Right click on a data point or chart

2. Select "Drill"

3. Done! You can now see the underlying data that contributes to that result.

   

4. AI Dashboard Assistant:

The AI Dashboard Assistant helps you better understand your data by answering questions about your dashboards, highlighting key findings, and explaining what those findings may mean. It provides helpful context around trends and results so you can interpret your data more confidently and efficiently.

How to locate this tool:

1. Navigate to any dashboard within the Data Center.

2. Select the exacare icon in the bottom-right corner of the screen.

   

3. Done! The assistant opens in a chat-style window where you can begin asking questions immediately.

   

New Features:

Deep Dives

Deep Dives provide a centralized way to explore all related data around a specific topic in one place. They allow users to quickly click into a focused view and access detailed information, trends, and supporting data without needing to search across multiple dashboards or reports.

Deep Dives are designed to make deeper analysis faster and more intuitive.

Types of Deep Dives

• Accepts

• Admits

• Declines

• Discharges

• Lost referrals

• Payer

• Source

Each Deep Dive brings together all relevant data related to that topic, providing easy access to the metrics, trends, and details that support deeper understanding.

New Dashboard Changes:

1. Admission Trends Dashboard --> Referral trends

2. Daily Census Status Report --> Census status

3. Monthly Census and Referral Dashboard --> Census trends

4. Organization and Staff Efficiency --> Response time analysis

5. Pending Referrals Report --> Referrals requiring action

6. Referral Status Report --> Referral status

7. Source Trend