Dashboards

Reporting & DashboardsLast updated:

Dashboards show your reporting data as charts, tables, and KPI cards. You get a standard set of system dashboards that GEMA keeps current for you, and you can build your own dashboards alongside them.

Accessing your dashboards

From the left navigation, select Dashboard. If you have opened a dashboard before, you land on that dashboard automatically. Otherwise GEMA opens Executive Summary. In the rare case that no system dashboard is available to you, GEMA opens the Dashboards list instead so you can pick one. While the app resolves where to send you, a short Loading your dashboard… message appears.

To choose a different dashboard, select All dashboards at the top of any dashboard, or use the dashboard title menu to switch directly.

System dashboards

Four system dashboards are always available to you:

  • Executive Summary
  • Business Operations
  • Clinical Operations
  • Outcomes and Insights

These are the GEMA standard dashboards. GEMA maintains their reports and layout, so they stay current as reporting improves — you do not need to rebuild or re-add anything to keep up.

System dashboards are view-only for everyone in your organization, including administrators. On a system dashboard there is no View / Edit toggle, no Options menu, no + button, and no Configure, Delete, or Share control on any widget. You cannot rename one, change its settings, reorder or resize its widgets, or delete it.

To get a version you can change, select Duplicate to customize in the dashboard header (or Duplicate on the card in the dashboard list). Name the copy and select Duplicate. The copy opens as your own fully editable dashboard, and the system dashboard is untouched for everyone else. New Dashboard is the other route: it starts you from the same curated layouts as your own dashboard.

Filters on a system dashboard

The Date range and business-unit filters above the widgets still work on a system dashboard. They change what you see for the rest of your visit only — they are not saved. Reload the page and the dashboard is back to its standard filters.

You also keep the parts of the page that only read data: the Insights panel, Generate AI insights, in-widget drill-down, and per-widget export to CSV, PNG, and PDF.

Global tenant reporting (global administrators)

This section is available to global administrators working in the global tenant only.

When you open Dashboard from the global tenant, you can start from Customer Portfolio — a de-identified rollup across every customer tenant — and Global Admin Ops for platform operations. Tenant users never see these global-admin presets.

Customer Portfolio starts with five KPI cards (Completed PAs, Initiation Approval Rate, Annual Impact Not Approved, Continuation Approval Rate, and Annual Impact Not Continued), then Completed PAs by Tenants next to Rates by Tenants, a Financial Impact by Tenants table, Work in Flight by Tenants (In Progress, Completed, and Appeals), Fax Pages by Tenants, and Completed PAs by Month (one line per tenant). Each chart or table is grouped by tenant so you can compare tenants side by side. In the global tenant the page filter reads Select Tenant. Widgets that break completed PAs out by disposition include Termed separately from Abandoned: termed PAs closed because patient coverage ended, not because staff abandoned the case without a determination.

De-identified across all customers

The global view is de-identified by design:

  • Aggregates, KPIs, and charts can include tenant names as a breakdown.
  • You do not see patient names or other patient-level detail.
  • Case-level drill-down is disabled — chart clicks and table rows do not open patients, tasks, or evaluations.
  • Widgets that only show case-level detail are not shown on these dashboards in the global tenant. If every widget on a dashboard is case-level, you see an empty state that directs you to enter a tenant.

A persistent banner at the top of the dashboard explains that the view covers every tenant and is de-identified. It may also show the oldest Data as of date across tenants. The page filter on this view is Select Tenant — it lists customer tenants so you can compare the whole book or a subset. It is not the business-unit picker you see after you enter a tenant. Select Enter Tenant on the banner to open Tenant Management. On that page, pick a tenant and select Enter Tenant on that row to work in identified detail. You can also reach Tenant Management from the left navigation.

Identified detail inside a tenant

After you Enter Tenant, dashboards work as they do for that customer’s staff: full identified reports, in-widget drill-down, navigation to patients, tasks, and evaluations, and the Insights panel. Outcomes and Insights, Executive Summary, and the other tenant dashboards stay unavailable until you do. If you open one of those while you are still in the global tenant, the page says so and offers Enter Tenant. To return to the global tenant, open the Settings (gear) menu and select Back to Global Tenant.

What’s different in the global view

  • The Generate AI insights button is hidden.
  • The Insights panel does not appear.
  • Chart and table clicks do not drill into case detail or navigate to entity pages.

The dashboard list

The Dashboards page is split into two sections.

System dashboards lists the four standard dashboards. Each card shows the name, a short description, and how many reports it contains. The only actions on these cards are Open and Duplicate — there is no favorite star, no Delete, and no default badge, because nobody edits these.

My dashboards lists the dashboards you created and any shared with you. Each card shows the name, the number of widgets, and the date it was last updated. Select the star on a card to mark a dashboard as a favorite (filled star); favorites are saved to your account. A Default badge appears on a dashboard you set as your default. If you have not made any dashboards yet, this section explains how to start: duplicate a system dashboard, or select New Dashboard.

Opening a dashboard

Click any dashboard card to open it.

Creating a dashboard

Select New Dashboard in the upper-right corner of the Dashboards page. Creation is two steps: first choose a preset, Blank dashboard, or an admin template, then select Next. On the second step, set the name, optional description, and optional defaults, then select Create Dashboard (or Back to change your starting layout). Choosing a different preset before Next updates the name and description unless you have already edited them. Global administrators working in the global tenant see Customer Portfolio and Global Admin Ops presets. After you Enter Tenant, the three clinical presets — Executive Summary, Clinical Operations, and Outcomes and Insights — are available as they are for that customer’s staff. Tenant users never see global-admin presets.

The Business Operations preset opens with a Guidelines by Formulary chart: formularies listed as horizontal bars (not business units) showing how many enabled guidelines each covers. Grouping by formulary rather than by business unit keeps the chart readable when you manage hundreds or thousands of business units. The dashboard business unit filter still applies: only formularies and guidelines for the units you selected (including units under a selected plan) appear, so narrowing from the whole plan to one line of business changes which bars and counts you see. A guideline that belongs to more than one formulary is counted in each of them, so the bars show coverage per formulary rather than a split of your guideline list. Guidelines that are not on any formulary are grouped into an Unassigned bar, which is hidden when every guideline has a formulary. If Unassigned is the only bar, none of the enabled guidelines in this view are linked to a live formulary. Formularies with no enabled guidelines still appear, at zero, so you can spot gaps. Open the widget’s filters to switch the grouping to business unit or client instead.

Directly below it, the same preset shows a Time by Phase table: one row per step of a prior authorization, in the order the steps happen, with how many PAs were measured and the minimum, median, and maximum hours spent in that step. Every step is visible in the table at once — you do not scroll or page through the rows. The first column is Owner, naming who holds the clock on that row — Plan, GEMA, or Provider — so you can add up Ethicos time separately from time the plan or the prescriber owns.

  • Client Pre-Intake Queue (Plan) — from the rejected claim to the point the authorization was pulled into GEMA. This stands in for “PA received” until the plan sends a true receipt time (hourly PharmPix or daily SFTP). Treat it as approximate.
  • GEMA Evaluation and Data Request (GEMA) — from the authorization landing in GEMA to the data request actually going out by fax or print. This is the automated send Jim called out as typically minutes. It does not include Plan intake or the wait for the physician. Min / median / max are across authorizations, so a single PA that sat before the first fax went out can raise the max without meaning typical GEMA send time is slow.
  • Provider Response Time (Data Request) (Provider) — from the first request going out to the prescriber’s response coming back. This clock is outside Ethicos control.
  • GEMA Data Review (GEMA) — from that response arriving to GEMA’s next move: a follow-up remediation request goes out. Authorizations that never needed remediation show no time here; their remaining GEMA time sits on GEMA Determination. This is GEMA reading the returned chart, not time waiting on the provider.
  • Provider Response Time (Remediation) (Provider) — the time spent waiting on every follow-up remediation round, added together. The first request’s wait is on its own row above and is not counted twice. Authorizations that never needed remediation show no time on this row.
  • GEMA Data Review Post Remediation (GEMA) — from a rem response coming back to GEMA’s next move: another rem request goes out, or the determination is created. Authorizations that never needed remediation show no time here.
  • GEMA Determination (GEMA) — from the moment complete information is in hand to the determination, for authorizations that did not need remediation. The CMS turnaround clock starts here, not when the authorization was first submitted. Authorizations that went through remediations show that same complete-info-to-determination stretch on GEMA Data Review Post Remediation instead.
  • Client Approval Queue (Plan) — from the determination being created to approved or denied in the client’s system.
  • PA Clinical Review (GEMA) — hands-on reviewer time from the Determination Review timer on the prior authorization. If a determination was reviewed more than once because new chart data arrived, those sessions are added together. Authorizations with no recorded review are left out rather than counted as zero.

Where an authorization can spend time in a step more than once, those stretches are added together for that authorization before the min, median, and max are calculated. Use the widget’s Phase filter to narrow the table to the steps you care about; the rows stay in chronological order whichever ones you pick.

The same preset also includes a PA Timeliness Study table tracking two turnaround windows: how long it takes to send a data request after a rejection, and how long it takes to reach a determination after the requested data comes back. Each row shows the minimum, maximum, and median number of hours, plus how many prior authorizations were measured. Because these times rely on tracking that started going forward, older prior authorizations completed before this tracking began may not appear.

PA Start-to-Finish Time and PA Phase Time Study are no longer on the Business Operations dashboard. Start-to-finish is a single number that the phase breakdown already explains, and the phase time study restates the same table with a different layout. Both reports are still in the Report Library, so you can add either one to any dashboard from the widget library if you want them back. If you already had them on your Business Operations dashboard, they were moved to the bottom of the page rather than removed.

Business Operations also includes a Data Request Attempts by Guideline chart showing how many data request attempts were needed before evaluation data was received. Each guideline is labeled with the drug on the first line and the indication underneath, wrapping onto a third line when the name would overlap the next guideline. Fax Pages Sent Monthly and Fax Pages Received Monthly sit below it as bar charts, one bar per month.

The Clinical Operations preset leads with the review pipeline: PAs by Stage of Review - Point in Time and PAs by Stage of Review by Drug - Point in Time, then Appeals by Stage - Point in Time and Appeals by Drug - Point in Time. On the two stage charts, the stage names sit level under the bars. The “by Drug” charts break the same counts out by the drug each guideline covers, so you can compare stage distribution across drugs. Internal Appeal Outcomes by Indication and External Appeal Outcomes by Indication follow (appeal requested, overturned, and upheld only — not denials with no appeal), then PA Workflow States by Guidelines - Point in Time. Each guideline is labeled with the drug on the first line and the indication underneath, wrapping onto a third line when the name would overlap the next guideline.

The same preset also includes a Data Remediation Results by Indication chart. It lists indications down the left with horizontal bars for each remediation outcome. When there are more indications than fit in the card, scroll inside the chart to see the rest. Click a bar to see the cases for that indication and that remediation status. Determination Reasons (Initial) and Determination Reasons (Continuing) are no longer on Clinical Operations. Both tables remain in the Report Library, so you can add either one to any dashboard from the widget library if you want them back. Each Determination Reasons table shows one row per indication and Rule Type (medication, observation, and the other condition groups), with the number and percentage of cases that did not meet that group. A short note above the table reads Click a row to see the cases. Click a row to list the cases behind that count in the same widget, one line per case with the conditions that failed. Select a case to open it, or choose the Back arrow in the widget header to return to the full table.

The Outcomes and Insights preset includes bar charts for Reason for Initiation Not Approved by Guideline and Parameter and Reason for Continuation Not Renewed by Guideline and Parameter. Each guideline has its own group of bars. Denied PAs is how many prior authorizations were not approved or not renewed. The other bars show those same prior authorizations by rule type: medication, observation, diagnosis, procedure, or demographics. One denied prior authorization can appear under more than one rule type. A note above the chart reads Denied PAs is how many were not approved. Click a rule type to see the specific rules that were not met. Click a rule-type bar to drill down in place and see the specific parameters that were not met for that guideline and rule type. The widget title updates with the guideline name, and the Back arrow in the widget header returns you to the full chart. Financial Impact: Not Approved by Drug and Financial Impact: Not Continued by Drug are the savings charts on both this preset and Executive Summary. On those charts, each case count appears as a diamond on the line above the bars, and the count is labeled on the point so you can read it without hovering. Click a bar or a case-count point to see the cases for that guideline, and choose the Back arrow in the widget header to return to the chart. On these charts and tables, the info icon next to the title opens a plain-language description and the exact formula.

The same preset includes a Therapy Rightsizing table grouped by therapeutic interchange guideline. Each row shows how many members moved from the source drug to the preferred drug. Guidelines with no conversions are hidden from the table.

Duplicating a dashboard

On the dashboard list, click Duplicate on any card, including a system dashboard card. A dialog asks you to confirm or change the name for the copy. Select Duplicate to create it and open it immediately. The copy belongs to you and is fully editable.

Deleting a dashboard

On the dashboard list, click Delete on any card under My dashboards. Confirm the deletion in the dialog. This action cannot be undone. You can delete every dashboard you own — the four system dashboards remain in the list, and Dashboard still opens Executive Summary.

View mode and Edit mode

This section applies to dashboards under My dashboards. System dashboards open in view mode with no editing controls at all.

When you open a dashboard, it starts in View mode — widgets display your data and you can interact with them (click chart bars or table rows to drill down, page through table results). Nothing can be rearranged or configured in View mode.

Hover a report’s title at the top of any widget to see which data source that report pulls from and a short description of what it means. If you renamed the report, the hover still describes the underlying data source. After you drill into a chart or table value, the title may change; hover again to see the detail data source now driving that widget.

The header subtitle shows the date range currently applied to the dashboard (for example, Last 90 days) and a Data as of timestamp once widgets have loaded.

Above the widget grid, a Date range filter lets you switch the lookback window for every date-aware widget on the page (Last 7 days, Last 14 days, Last 30 days, Last 60 days, Last 90 days, Last 6 months, or Last 1 year). Changing it reloads the dashboard. This filter is always available, even if you only have one business unit. After you enter a tenant, Select business units… appears next to the date range when you can choose among units. In the global tenant that control is Select Tenant instead.

Widgets that already have their own date filter in Configure keep that pinned range; the page date filter does not override them.

Switch to Edit mode using the View / Edit toggle in the top-right area of the dashboard header. In Edit mode:

  • A + button appears at the bottom of the page to add new widgets.
  • Each widget gains Configure and Delete controls.
  • You can drag widgets to reorder them on the canvas.

Switch back to View mode at any time using the same toggle.

Dashboard insights

In the global tenant’s de-identified cross-customer view, insights are not available — the Insights panel and Generate AI insights button do not appear. Enter a tenant to use insights on identified dashboards.

Your charts and tables load first. An Insights panel always appears below the widget grid shortly after — without delaying the dashboard. If the automatic trend, comparison, and anomaly checks find anything worth surfacing, those insights appear in the panel. If nothing is found yet for your current filters, you still see the Insights heading with a short empty message (No insights for this date range yet.).

The panel displays a count badge when insights are available. Select the panel header to expand or collapse the list. Each insight includes a title, description, and a severity icon (informational, warning, or critical). Insights tagged with an AI badge were generated by the Generate AI insights action described below.

To remove an insight you do not need, select the × on that row. Dismissed insights stay hidden when you reload the same dashboard, including on other devices signed in as you. When every insight is dismissed, the panel remains visible and shows the empty state again.

Insights follow the same Date range and business-unit filters you selected above the grid, so changing those filters refreshes both the widgets and the insights.

Generate AI insights

Select Generate AI insights near the top of the dashboard (next to the View/Edit toggle) for a narrated summary with business framing and suggested next steps. This action is always available in View mode. The button shows a loading state while generation runs, and the Insights panel shows a generating message for the duration.

New AI insights appear in the panel with an AI badge and may include bullet-point action items. If generation is unavailable (for example, you have reached the hourly limit), a warning message appears inside the panel until you close it with ×.

Adding widgets

While in Edit mode, select the + button to open the Widget Library. The dialog is organized into sections:

  • Shared Widgets — saved widget setups shared in your organization. Add one to reuse a configured chart, table, or KPI.
  • Reports to add — suggestions based on what is already on this dashboard (for example a missing trend when you already have KPIs). See below.
  • Report Library — built-in reports available to your organization. These use the platform’s live code-owned templates, so when GEMA deploys an update to a built-in report, your widgets keep using the current SQL automatically. Select + to add one, or Add All to place every report not already on this dashboard. Platform operations reports (for example global dashboard performance) only appear when you are a global admin in the global organization.
  • My Data Sources — custom reports created for your organization, including any templates you explicitly cloned to customize.

Reports to add

When you open the Widget Library in Edit mode, a Reports to add section may appear above the report list. These suggestions are based on what is already on this dashboard — for example a missing trend line when you already have KPIs, or a related report in the same category. Each card shows the chart type, why it was suggested, and an optional short description.

  • Select Add to place the report on your dashboard immediately. The widget library stays open so you can add more or pick reports from the list below.
  • Select Dismiss to hide a suggestion you do not want to see again on this dashboard.

Document extraction reports

Four reports in the Report Library (category documents) show how well document extraction is working. Each is a table, and each percentage appears next to its count and the total it is out of, so you can see how many documents or facts sit behind it. Standard and BDA extraction are always shown as separate rows. Use the Break Down By filter on a widget’s configuration panel to split the rows further.

  • Document Extraction Outcomes — per extraction mode: documents extracted, the Straight-Through % of Imported (imported without being flagged for review, without any reviewer verdict, and without a completed review), the share of documents where review was suggested, the share a reviewer reviewed, extraction failures, and the median reviewer time per document. Break down by document type, extraction task, prompt, model, or OCR confidence band.
  • Document Extraction Review Reasons — why review was suggested, one row per reason. A document with several reasons is counted under each.
  • Reviewed Fact Outcomes — among facts a reviewer explicitly reviewed, how many were Accepted, Corrected, Removed, or Missed. Facts nobody reviewed are never counted as accepted. Break down by fact kind (the default), code, document type, extraction task, prompt, model, or OCR confidence band.
  • Chart Supplementation vs Extraction Misses — facts entered in Determination Review. Chart supplementation, where the fact was not in the document, is reported separately from facts the document held that extraction missed, corrected, or matched.

Widget types

Each widget is one of three types:

  • Chart — bar, line, or other chart visualization of your data.
  • Table — a paginated, sortable data table.
  • KPI — a single headline number or metric.

The type is determined by the underlying report and cannot be changed manually.

Configuring a widget

In Edit mode, select Configure on any widget to open the configuration panel. There you can:

  • Change the widget title.
  • Adjust the data source filters (business units, guidelines, date range) for that specific widget.
  • Set visualization options (column visibility, sort order) for table widgets.

Select Save when done. The widget reloads with your new settings.

Drill-down behavior

Open the Drill-Down Behavior section in the configuration panel to see how clicks on this widget are handled.

In-widget drill-down (automatic): When the widget’s data source has drill-down configured, clicking a chart bar or table row opens a detail view inside the same widget. A Back arrow appears in the widget header along with a short label for what you clicked (for example, an appeal stage or guideline name). Select Back to return to the original chart or summary. Drill-down is session-only — it does not change your saved dashboard layout. Refreshing the page always shows the original widget.

If the data source already supports drill-down, a green status line summarizes the behavior (for example, “Click appeal_stage → Appeals detail”). Select Open detail source to jump to that data source’s settings.

Leave dashboard on click (optional): Choose a target page such as Patients, Evaluations, or Tasks if you want a click to navigate away from the dashboard instead of drilling in place. You can set the filter field that carries the clicked value into the destination page, and add optional extra query parameters. In-widget drill-down still works when the data source has drill-down configured — chart and table value clicks use the in-widget path first.

Drilling down in View mode

In the global tenant’s de-identified view, drill-down and row navigation to patients, tasks, and evaluations are disabled. Charts and tables still display aggregate data; clicks do not open case detail or leave the dashboard for entity pages. Enter a tenant for full drill-down behavior.

In View mode, click a bar on a chart or a row in a table when the underlying report supports drill-down. The widget swaps to a detail table filtered to your selection. The widget title updates to include the value you clicked.

  • Select the Back arrow in the widget header to restore the original view.
  • The clicked value appears as a short breadcrumb next to the Back control while you are drilled in.
  • Your dashboard layout on disk is unchanged — only your current browser session remembers the drill state.

On the Outcomes and Insights denial-reason charts, click a rule-type bar and the detail shows Parameter, Not Met (N), Total PA, and Not Met % for the guideline you selected — the guideline name stays in the widget title rather than repeating in every row. The Denied PAs bar is the count of prior authorizations that were not approved, so it does not open that list.

From a detail table, click a row to open the related record when the row includes an ID (even if that ID column is hidden). GEMA prefers the most specific link available: a prior-auth task, then an evaluation, then a patient, then a guideline.

Preset dashboards (for example Executive Summary or Clinical Operations) use the same live built-in templates from the Report Library. Their charts stay current with platform deploys; drill-down on several charts is included when the template defines it.

To set up or change drill-down on a custom data source, see Data Sources.

Arranging widgets

In Edit mode, drag a widget by its header to move it to a new position in the grid. Release to drop it in place. Changes are saved automatically. Long widget titles wrap in the header so the full name stays readable.

Refreshing dashboard data

Dashboard data updates automatically about once per hour. The dashboard header shows the date range you selected (for example, Last 90 days) and a Data as of timestamp so you can see how current your data is. There is no manual refresh action — simply revisit the dashboard after the next hourly update to see new data.

The Date range filter above the widgets changes the lookback for date-aware reports immediately. It does not change the dashboard’s saved Default date range in Settings.

Dashboard settings

Settings are available on your own dashboards. Select Options → Settings from the dashboard header to open the settings panel. Here you can:

  • Rename the dashboard.
  • Set Default business units — widgets that support a business-unit filter will default to these units. Leave empty to show data for all business units you have access to.
  • Set Default guidelines — widgets with a guideline filter will default to these guidelines.
  • Set Default date range — date-aware widgets will default to this lookback window (for example, Last 90 days). Opening the dashboard seeds the page Date range filter from this setting. If you leave it empty, the page filter starts at Last 90 days.

Select Save to apply your settings. The dashboard reloads widgets with the new defaults.

Exporting and importing dashboards

The Options menu is available on your own dashboards. Select Options → Export Dashboard to download the current dashboard’s widget configuration as a JSON file. You can share this file or store it as a backup.

Select Options → Import Dashboard to upload a previously exported JSON file and replace the current dashboard’s widgets with those from the file. GEMA shows an in-app notification when the import succeeds or fails.

Select Options → Clear All Widgets when you want to remove every widget from the dashboard. A confirmation dialog asks you to confirm before the widgets are cleared.

Switching between dashboards

On any open dashboard, click the dashboard title (it has a small down-arrow indicator) to open a switcher menu listing your other dashboards. Select one to navigate to it, or choose All dashboards to return to the full list.