Facility Portal Guide

Your JockiBox portal is an AI-powered analyst that lives inside your building. It knows your financials, your census, your payor mix, your trends -- and it can answer questions about all of it in plain English. This guide teaches you how to use it.

Chapter 00Quick-Start Glossary

Six terms show up throughout this guide. Learn them here and everything else clicks.

Part I -- Chapter 01What Your Portal Is

Your facility portal is not a chatbot. It is a private AI analyst assigned to your building. It has access to your financial data, your census history, your payor mix breakdown, and your operational metrics -- and it can pull any of that data in seconds, in response to a plain-English question.

What makes it different from ChatGPT

What you can ask it

• Financial: "What was our EBITDAR last month?" / "Show me revenue by payer" / "How does our wage PPD compare to April?"
• Operational: "What's our current census?" / "Break down overtime by department" / "Agency spend this month?"
• Clinical: "What are the CMS requirements for restraint documentation?" / "Summarize Idaho infection control regulations"
• Research: "Search the web for the latest CMS proposed rule on staffing mandates"
• Documents: "Draft a letter to families about our new visiting policy" / "Generate a board-ready financial summary"

Part I -- Chapter 02The Interface

When you open your portal, you see a split-screen layout. The left side is the chat. The right side is the output panel where reports, charts, and dashboards appear.

Revenue breakdown with payor mix and trends in the output panel

Overtime monitoring with department-level detail and shift coverage

Part I -- Chapter 02bAnnotated Interface Guide

Every part of your portal interface has a purpose. Hover over the numbered markers below to learn what each zone does.

Try it yourself with the interactive demo below:

The five zones

Part I -- Chapter 02cAsk Me Anything Simulator

Your portal can answer almost any question about your building. Try it below -- type any question and see how the AI responds with data, context, and KPI cards. This is a simulation using de-identified facility data.

Part I -- Chapter 03Model Selection

In the top-right corner of your portal, you will see two small icons in a toggle group. These control which AI brain your agent uses.

Part I -- Chapter 03bThe Tools Menu

In the top-right corner of your portal, next to the model toggle and settings, you will see a 3x3 grid icon. This is the Tools menu (sometimes called the waffle menu). Click it to see a dropdown of specialized applications.

Getting Started (live now)

The "Getting Started" tool links to your onboarding guide at /onboarding.html. It walks you through your first session, explains the interface, and covers core capabilities. This is the same guide you are reading now -- accessible any time from the Tools menu.

Coming Soon tools

These tools are being built and will appear in your portal automatically when ready. You do not need to install anything. When a new tool launches, it shows up in your waffle menu the next time you open it.

Part II -- Chapter 04Financial Queries

This is the core of what your portal does. You ask a financial question in plain English, and the agent pulls the data, calculates the metrics, and presents it with context.

What you can ask

How the agent answers financial questions

When you ask a financial question, the agent follows a consistent pattern:

1. Identifies the time period -- defaults to the most recent available month if you don't specify
2. Checks the data source -- uses Vena (closed months) or Fabric (current month live data)
3. Pulls the numbers -- revenue, expenses, census, calculations
4. Calculates PPD metrics -- automatically divides by patient days for comparison
5. Loads a report in the output panel -- KPI cards, charts, and trend data
6. Adds context in the chat -- what stands out, what's above/below target, what to watch

Part II -- Chapter 05Where the Data Lives

Your portal pulls from two main data systems. Understanding the difference will help you ask better questions and trust the answers.

Microsoft Fabric -- the live feed

FabricMicrosoft Fabric is a cloud data warehouse. Think of it as a giant spreadsheet that automatically receives data from your payroll system, billing system, and census tracking -- updated throughout the day. is where your real-time data lives. Every time payroll runs, every time a claim is processed, every time a patient is admitted or discharged -- that data flows into Fabric.

Vena -- the source of truth

VenaVena is the financial planning and close platform. When accounting "closes" a month, the final P&L numbers get locked into Vena. These are the official numbers used for board reporting and investor updates. is where the official, closed financial statements live. After accounting closes a month -- typically 10-15 days after month-end -- the final P&L gets loaded into Vena. Those numbers are locked and will not change.

Part II -- Chapter 06Payor Mix Analysis

Your portal breaks down revenue and census by payer type. This is one of the most powerful features for understanding your building's financial health.

The five payer categories

Part II -- Chapter 07PPD and PSD

Per Patient Day (PPD) is the most important metric in skilled nursing finance. It normalizes every dollar by the number of patients, making buildings of different sizes directly comparable.

The formulas

Benchmarks

Part II -- Chapter 07cSpeed Challenge

How fast can your portal answer a financial question? Try it and see how JockiBox compares to the old way of pulling data from spreadsheets.

Part II -- Chapter 07bWhat-If Calculator

Adjust census and payor mix to see how changes affect your bottom line. All calculations use real facility data.

Part III -- Chapter 08Census and Operational Metrics

Beyond financials, your portal tracks operational data that directly impacts your bottom line.

Census data

• ADC (Average Daily Census) -- the average number of patients per day. Your most fundamental volume metric.
• Patient Days -- total days of care delivered in the period. Census x Days = Patient Days.
• Admissions / Discharges -- when available from the census feed, shows patient flow.
• Payer Days -- patient days broken down by payer type (Medicare, Medicaid, etc.)

Staffing and labor

• Overtime % -- OT wages as a percentage of total wages. Target: 5% or less.
• Agency Hours -- contract/temp staffing hours. Target: zero.
• Department Breakdown -- OT and wages split by Nursing, Housekeeping, Dietary, Maintenance, Activities, Admin.
• HPRD (Hours Per Resident Day) -- when staffing data is available, shows nursing hours per patient per day.

Part III -- Chapter 09Clinical and Regulatory

Your portal can answer questions about clinical regulations, CMS requirements, state-specific rules, and compliance standards. It uses web search to find current information.

What it can help with

• CMS regulations -- F-tags, survey requirements, conditions of participation
• State-specific rules -- Idaho, Washington, Oregon, Montana, Arizona licensing and compliance
• Infection control -- protocols, reporting requirements, outbreak response
• Staffing requirements -- minimum staffing ratios by state, CMS proposed rules
• Documentation standards -- care plans, MDS coding, PDPM optimization

Part IV -- Chapter 10Session Management

Your portal remembers conversations. Each conversation is a "session" that you can return to later, start fresh, or let the agent manage automatically.

How sessions work

Part IV -- Chapter 11Troubleshooting

Things that might go wrong and what to do about them.

Part IV -- Chapter 12Tips and Best Practices

Ask like you're talking to a new analyst

The more specific your question, the better the answer. Compare:

Power user moves

• Multi-line input: Press Shift+Enter to add a line break without sending. Press Enter alone to send.
• Paste context: You can paste a full email, memo, or data table into the chat and ask the agent to analyze it.
• Request specific formats: "Show me that as a table" or "Give me a chart" or "Make it a one-page summary I can print."
• Ask for comparisons: "Compare May vs April" or "How does this month compare to the same month last year?"
• Follow up: After getting a report, ask follow-up questions. "Why is OT so high?" or "What's driving that increase?"

Part IV -- Chapter 12bYour Morning Routine

Here is what a typical morning looks like for a building president using JockiBox. Walk through all five steps to see how 8 minutes with your portal prepares you for the entire day.

Knowledge ChecksTest What You Learned

Part V -- Chapter 13Advanced Building Intelligence

Your portal does far more than answer financial questions. It can generate board-ready reports, scan invoice batches, optimize staffing, analyze incident trends, audit compliance readiness, and model payor mix scenarios -- all through the same conversational interface.

The demo below shows the full range of what your building-level AI can do. Click any scenario chip to see the kind of output your portal produces.

Part V -- Chapter 14Document and Data Capabilities

Your portal can process, analyze, and generate a wide range of documents and data types. Here is what it handles today: