Cubiko Virtual Assistant: a VA who turns the Morning Huddle into booked patients and billed items

Cubiko has a cruel streak that nobody warns you about at the demo. Before you had it, the leaks in your practice were invisible, which was stressful in a vague way. Now the leaks have dashboards. The uninvoiced consults have a number. The care plans that were never claimed have a number. The Tuesday afternoon that ran a third empty has a graph. You can see, in dollars, what falling behind on admin costs a general practice, and the one thing Cubiko cannot supply is a person with hours to go and act on any of it.

That is the gap a Cubiko virtual assistant fills. Not another analyst, not another report, a pair of hands that treats the dashboards as a work queue. Manila-based, working your clinic’s hours (Manila runs two hours behind AEST, three behind AEDT, so the huddle happens before your first patient, not after your last), managed by an Australian agency, and costing a fraction of the front-desk hire you have been failing to recruit for.

Cubiko earned its footprint honestly. It was built in Brisbane, grew out of a working general practice rather than a software company’s whiteboard, and now sits on top of Bp Premier, MedicalDirector and Zedmed in more than 2,500 Australian practices, tracking over 1,000 metrics across billing optimisation, practitioner utilisation, item opportunities and the appointment book. The diagnosis layer is world class. The treatment still happens one click at a time inside your practice management system, and that is exactly the kind of repetitive, protocol-driven work a Manila-based VA on Australian hours does well.

The daily rhythm a VA runs in your Cubiko

The day opens with the Morning Huddle. Cubiko builds it automatically; the VA makes it matter. Before your first patient, they have read today’s snapshot, turned it into a short list, and started on the part that can still change the day: the gaps. A hole in a practitioner’s 11am column is only a statistic if nobody rings anyone, so the VA takes each gap Cubiko flags and works it through the appointment book in Bp Premier, MedicalDirector or Zedmed, offering the slot to recall patients and rebooking yesterday’s DNAs. By the time the huddle would have been discussed in a hallway, it has already been half actioned.

Mid-morning is the missed billings sweep, which is where a Cubiko VA pays for themselves fastest and most visibly. Cubiko’s billing optimisation metrics surface the consults that ended without an invoice and the items that look incomplete or inconsistent against its metric library. The VA works that list daily while the appointments are fresh: clearly administrative fixes, like a consult that simply never got invoiced, are raised in the PMS on the spot; anything that involves choosing or changing an item number goes to the doctor as a flagged query with the patient, date and Cubiko’s reasoning attached. The distinction never blurs, because the second category is a clinical and compliance call and the first is typing.

Then the opportunity dashboards, handled in a strict two-step order that keeps the clinical decision where it belongs. Cubiko is good at spotting patients whose history suggests a care plan review, a health assessment or a chronic disease item that was never billed. Step one, the VA compiles those flags into a clean list per GP. Step two happens only after the doctor has crossed off the patients where the flag is clinically wrong: the approved names get recalled, booked and confirmed through the practice management system. Cubiko proposes, the GP disposes, the VA executes. Run weekly, this single loop tends to be worth more than every other task on the page.

MyMedicare gets its own slot, because the registration dashboards only help if someone works them. The VA keeps a running list of eligible-but-unregistered patients, sends invitations using your approved wording, records outcomes, and reports the registration rate so the incentives tied to it stop quietly slipping through the practice’s fingers.

The weekly cadence covers the slower-moving numbers. Practitioner utilisation gets read as a to-do list rather than a scoreboard: sessions trending quiet are flagged to you in advance, and time to next available appointment is watched per practitioner so access problems show up before patients start mentioning them in reviews. DNA metrics get the same treatment, with repeat non-attenders handled to your policy and the underlying pattern summarised. And the debtors view feeds a structured chasing routine in the PMS, with write-off candidates queued for your call instead of ageing in silence.

Then, at month end, the VA closes the loop with a one-page summary for you and the partners: what the missed billings figure was, what got recovered, how many care plans and health assessments went from flagged to billed, where MyMedicare registrations landed, and which utilisation trends deserve a decision from you. Cubiko holds a thousand metrics; the summary holds the eight you run the practice on. Most owners tell us this document alone changes how their monthly partners meeting runs, because for the first time the argument about “how are we tracking” starts from the same page.

The honest bit

Four things you should hear before a discovery call rather than after.

First, Cubiko does not do anything. That sentence sounds harsh about a product we clearly rate, but it is the entire premise of this page: Cubiko reads your PMS and shows you the truth, and it will keep showing you the same missed billings figure every morning forever if nobody opens Bp Premier and fixes it. Practices that feel disappointed by Cubiko are almost never disappointed by the software; they are disappointed by the absence of anyone rostered to respond to it.

Second, Cubiko is only as truthful as the data underneath it. If appointment types are coded inconsistently in your PMS, the utilisation and gap numbers wobble; if billing habits are messy, some flags will be noise. A VA helps here too, because tidy, consistent data entry in the PMS is part of the job, but expect the first few weeks to include some cleanup before the dashboards are fully trustworthy.

Third, the opportunity flags are prompts, not diagnoses. Cubiko can tell you a patient looks eligible for a health assessment; it cannot know that the GP saw them privately last month or that the clinical picture has changed. Every opportunity list goes through the doctor before a single recall is sent, and a VA who skipped that step would be creating compliance risk, not billing revenue. Ours are trained never to skip it.

And fourth, Cubiko is a general practice tool, and this page assumes you are one. It plugs into Bp Premier, MedicalDirector and Zedmed, and its metric library is built around GP economics: Medicare items, bulk billing mix, chronic disease management, GP utilisation. If your rooms run on an allied health or specialist platform instead, the analytics layer this page describes does not apply to you, and the better starting point is the DotVA page for the system you do run. We would rather redirect you in one sentence here than on a discovery call you did not need to book.

What stays with you

Everything clinical, and everything that decides money rather than processes it. Item number selection, fee settings, write-off approvals, care plan and health assessment eligibility, and any judgement about what a flagged consult should have been billed as: those remain with your doctors and you. The clinical record itself is protected structurally, twice over. In Cubiko, the VA’s seat is read-only like every seat, and permissioned per user so you control which dashboards it opens. In the PMS where the actual work happens, the VA’s login is receptionist-level with the clinical module denied, the same wall our medical practices placements always run. My Health Record access is never granted on a VA login, and practitioner performance data, which Cubiko makes uncomfortably visible, feeds conversations that only you have.

What it costs and where to start

Cubiko-driven admin sits on the admin tier at $12-17 AUD an hour excl GST. Most practices land at 10-15 hours a week, around $500-1,100 a month, which comfortably covers the daily huddle-and-gaps routine, the missed billings sweep, the weekly opportunity and MyMedicare lists and the debtor follow-up. If you want the VA to own the whole Medicare claiming cycle end to end, batching included, that scope prices at the specialist tier, $18-25.

The setup mirrors every DotVA medical placement: 7-10 business days to place, then 5-7 supervised days inside your Cubiko and your PMS before anything is done solo, a 30-day recalibrate-or-replace guarantee, a $500 refundable deposit that credits against your first month, and nothing binding you past 14 days notice. Because the doing happens in Bp Premier, MedicalDirector or Zedmed, it is worth reading this page alongside the matching one for your system: the Bp Premier VA page and the Zedmed VA page walk the PMS-side workflow in detail, and the VA cost guide sets out the full pricing model.

Then book a discovery call with Jenn, who takes all of them personally and has placed 87+ VAs into Australian businesses since 2024. Come with your Cubiko open to the missed billings dashboard. If the monthly figure on that screen is smaller than a VA would cost, she will tell you to keep your money. It almost never is.