JockiBox Training

Facility Portal Guide

Everything your building team needs to get the most out of JockiBox -- from your first question to advanced financial analysis.

Audience: Building Presidents and Operators Time: ~25 minutes Version: July 2026

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.

Before you start

Your portal is already set up and running. You access it through a web browser at your building's portal URL (e.g., beau.jockivalet.com). You do not need to install anything.

Chapter 00Quick-Start Glossary

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

Term	What It Really Means	Why You Care
Portal	Your building's private AI chat interface -- a website you open in any browser.	This is where you ask questions and get reports.
Agent	The AI behind your portal. It has a name (Beau, Atlas, Monty, etc.) and knows your building's data.	When you type a question, the agent reads it, pulls data, and writes the answer.
Fabric	Microsoft's data warehouse where your live financial data (wages, revenue, census) flows in from payroll and billing systems.	When the agent says "Fabric Live," it means the number came straight from your real-time data feed.
Vena	The financial planning platform where closed-month P&L statements live after accounting finalizes them.	When the agent says "Vena SOT" (Source of Truth), it means the number is the official closed figure.
PPD	Per Patient Day -- any dollar amount divided by census days. The universal comparison metric.	PPD lets you compare buildings of different sizes on a level playing field.
Model	The AI brain powering the agent. You can switch between a fast brain (Sonnet) and a deep-thinking brain (Opus).	Use Speed mode for quick lookups, Quality mode for complex analysis.

Glossary terms throughout

When you see a dotted underlineThis is how glossary terms appear. Hover any one to see its definition. in this guide, hover over it for a quick definition.

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

	ChatGPT / Generic AI	Your JockiBox Portal
Data	Knows nothing about your building	Has your live Fabric data and closed Vena P&Ls
Privacy	Your data goes to a public service	Runs on a Mac Mini in your building -- data stays local
Specificity	Generic answers about "the SNF industry"	Answers about YOUR revenue, YOUR census, YOUR trends
Output	Text responses only	Charts, KPI dashboards, downloadable reports, split-panel view
Memory	Forgets everything when you close the tab	Saves conversation sessions you can return to

The Mac Mini under your desk

Your portal agent runs on a dedicated Mac Mini physically located in your building. Your data never leaves the device unless you explicitly ask the agent to share something. This is by design -- privacy and speed.

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. Here is what it looks like:

Live Portal Demo interactive

Chat History +

JockiBox Demo

I have your building's full financial data. Ask me about revenue, EBITDAR, overtime, census, PPD, or compare buildings.

Last query: -- Try: "compare to last year" or "same thing for Cedar Valley"

Output ⛶

This is a working replica of your portal. Type a question in the chat input -- try "show me revenue breakdown" or "overtime report" or "census" -- and watch the agent respond. This demo uses de-identified facility data.

The five zones

#	Zone	What It Does
1	Top Bar	Agent name, online status, model toggle (Speed/Quality), settings, theme switch.
2	Chat Panel (left)	Where you type questions. Shows the conversation history. Has History and + New buttons.
3	Output Panel (right)	Where reports, dashboards, charts, and data displays appear. Can be expanded fullscreen.
4	Input Bar (bottom)	Text input, microphone, attachment clip, help button, and the send button.
5	Data Badges (top right of output)	Show exactly where the data came from -- Fabric Live, Vena SOT, or both.

The split panel is the key feature

Unlike a regular chatbot, your portal has TWO panels. The chat is for conversation. The output panel is for structured data -- dashboards, charts, tables, and reports. When the agent loads a report, it appears on the right automatically.

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.

Icon	Mode	Model	Best For
Lightning bolt	Speed	Claude Sonnet 4.6	Quick lookups, simple questions, "what was census last month," fast drafts
Lightbulb	Quality	Claude Opus 4.6	Complex analysis, multi-step comparisons, strategic recommendations, nuanced writing

When does it switch automatically?

Your portal auto-detects certain keywords and switches to Quality mode when it sees them: compare, analyze, strategic, forecast, trend, recommend, regulatory, compliance, root cause, summarize. You can always override by clicking the toggle manually.

Quality mode is slower

Opus thinks deeper but takes longer -- expect 15-30 seconds for a Quality response vs 5-10 seconds for Speed. Use Speed for most day-to-day questions. Switch to Quality when you need the agent to really think through something.

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

Try these questions in your portal

Copy any of these into your portal chat and see what comes back:

"What was our EBITDAR last month?"
"Show me the P&L for April 2026"
"How does our revenue compare to the last 6 months?"
"Break down expenses by GL category"
"What's our wage PPD trending?"
"Show me revenue by payer for this month"
"What was our net income in Q1?"

How the agent answers financial questions

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

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

Data source badges

Every report shows colored badges in the top-right corner telling you exactly where the data came from:

Wages: Fabric Live -- real-time from payroll feed
Revenue: Fabric Live -- real-time from billing feed
P&L: Vena SOT -- official closed figures from accounting

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.

What's in Fabric	How Fresh	Example
Wage data	Updated each payroll cycle	"Total wages MTD: $305,408"
Revenue by payer	Updated as claims process	"Medicare revenue: $486,210"
Census / patient days	Daily	"ADC: 188, Patient Days: 2,824"
Overtime breakdown	Each payroll cycle	"Nursing OT: 11.5%"
Agency hours	Each payroll cycle	"Agency hours: 0"

When you see "Fabric Live"

This means the data is current but may not be final. Revenue numbers in particular can shift as claims are processed and adjusted. Fabric data is your best real-time view, but the final audited numbers come from Vena after the month closes.

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.

What's in Vena	When Available	Example
Full P&L statement	After month close (~day 10-15)	"April EBITDAR: $182,441"
GL-level detail	After month close	"GL 62100 Dietary Wages: $31,204"
Budget vs actual	After month close	"Revenue vs budget: +3.3%"
Historical trend	All closed months	"12-month EBITDAR trend chart"

The gap between Fabric and Vena

During the first two weeks of a new month, you may notice that the current month shows Fabric data while last month still shows Fabric data too (because it hasn't been closed in Vena yet). This is normal. The agent will tell you which source it's using. Once accounting closes the month, the Vena numbers replace the Fabric estimates.

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

Payer	What It Is	Typical PPD Range
Medicare A	Federal insurance, skilled nursing stays. Highest reimbursement. PDPM-driven.	$500 -- $900+
Traditional Medicaid	State insurance, long-term care. Lower reimbursement but high volume.	$200 -- $280
Managed Medicaid	Medicaid through a managed care organization (MCO). Rates vary by contract.	$220 -- $300
Managed Care MCR	Medicare Advantage plans. Contracted rates, often lower than traditional Medicare.	$350 -- $550
Private Pay / Other	Self-pay, VA, insurance. Rates vary widely.	$250 -- $400

Questions to ask your portal

"Show me payor mix for this month"
"What's our Medicare PSD?"
"Compare payor mix to last quarter"
"Which payer has the highest PPD?"
"How many Medicare A days do we have MTD?"

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

Metric	Formula	Good Range (SNF)	Watch If
Revenue PPD	Net Revenue / Census / 30	$300 -- $500	Below $300 (payer mix issue) or declining month-over-month
Wage PPD	Total Wages / Census / Days Elapsed	$90 -- $130	Above $130 (OT, agency, or staffing model issue)
EBITDAR PPD	EBITDAR / Census / 30	$30 -- $80	Below $30 (margin compression) or negative
Medicare PSD	Medicare Rev / Medicare Days	$500 -- $900+	Below $500 (PDPM coding opportunity)

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.

Operational questions to try

"What's our overtime percentage this month?"
"Break down OT by department"
"Do we have any agency spend?"
"What's our census trend for the last 6 months?"
"Show me ADC by payer type"

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

Clinical questions use web search

When you ask a clinical or regulatory question, the agent searches the web for current information. This means it can find the latest CMS proposed rules, recent state regulatory changes, and updated guidance. However, always verify critical regulatory decisions with your compliance officer or legal team.

Regulatory questions to try

"What are the Idaho requirements for RN coverage?"
"Summarize the latest CMS staffing mandate proposal"
"What F-tags relate to fall prevention?"
"Draft an infection control policy for respiratory illness"

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

Action	How	What Happens
Start a new conversation	Click the `+` button in the chat header	Fresh session, clean context. The agent starts with no prior conversation loaded.
View conversation history	Click `History` in the chat header	See all saved sessions. Click one to reload it.
Continue a session	Just keep typing	The conversation continues from where you left off.

Automatic session compression

As conversations get long (40+ messages), the agent automatically summarizes older messages to keep things fast. You won't notice this happening -- the agent maintains context while keeping the conversation responsive. If a session gets very long, start a new one for best performance.

Best practice: one topic per session

Start a new session when you switch topics. "April financials" is one session. "Staffing analysis" is another. This keeps the agent focused and prevents old context from confusing new questions.

Part IV -- Chapter 11Troubleshooting

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

Problem	Cause	Fix
Portal won't load	Mac Mini is off or network issue	Check that the Mac Mini under your desk has a green light. If it's off, press the power button. If it's on but the portal still won't load, contact Will or Owen.
Agent says "data not available"	Data pipeline hasn't run yet or the month hasn't been closed	Check the data badges. If you see no badges, the data file may be stale. The pipeline runs nightly at 3 AM. If it's been more than 24 hours, escalate to Will.
Slow responses	Quality mode or complex query	Switch to Speed mode (lightning bolt) for faster answers. Quality mode (lightbulb) takes 15-30 seconds.
Numbers look wrong	Data source mismatch or mid-month estimates	Check the data badges. Fabric Live numbers are estimates that may change. Vena SOT numbers are final. If Vena numbers look wrong, escalate to accounting.
Agent seems confused	Long conversation or mixed topics	Start a new session (click +). This gives the agent a fresh context.
"Report loaded in panel" but panel is empty	Browser rendering issue	Click the expand icon in the output panel header, or refresh the page.

Escalation path

If something is broken and you can't fix it with the steps above:
Step 1: Message Will Merrick
Step 2: If Will is unavailable, message Owen Hammond
Step 3: The system will also auto-escalate if it detects a problem

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:

Vague (OK)	Specific (Better)
"How are we doing?"	"What was our EBITDAR margin last month vs budget?"
"Show me the numbers"	"Show me revenue by payer for May 2026"
"Any issues?"	"Is overtime above 5% in any department this month?"
"What about staffing?"	"Compare nursing hours per resident day to the state minimum"

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?"

The agent remembers the conversation

You don't need to repeat context. If you asked about May revenue and then want to know about May expenses, just say "now show me expenses." The agent knows you're still talking about May.

Knowledge Checks

Knowledge ChecksTest What You Learned

Quiz 1 -- The Interface

What does the lightning bolt icon in the top bar do?

Switches to Speed mode (Sonnet) for faster responses

Sends the current message

Resets the conversation

Toggles dark mode

Quiz 1 -- The Interface (continued)

Where do reports and dashboards appear in the portal?

In the chat panel on the left

In the output panel on the right

In a popup window

In a separate tab

Quiz 2 -- Financial Data

What does "Vena SOT" mean when you see it on a data badge?

The data is an estimate from real-time feeds

The data is from a web search

The data is from the official closed financial statements (Source of Truth)

The data is from last year's budget

Quiz 2 -- Financial Data (continued)

What is PPD and why does it matter?

Per Physician Directive -- tracks doctor orders

Per Patient Day -- normalizes dollars by census so buildings of different sizes can be compared

Per Pay Date -- tracks payroll cycles

Per Plan Document -- tracks care plan compliance

Quiz 3 -- Operations

Your portal shows OT at 12%. The target is 5%. What should you do first?

Ignore it -- overtime fluctuates

Call Owen immediately

Ask the portal to break down OT by department to find where the problem is

Switch to Quality mode for a better answer

Quiz 3 -- Operations (continued)

The portal shows "No data available" for the current month. What is the most likely cause?

The portal is broken

The nightly data pipeline hasn't run yet or the data file is stale

You need to switch to Quality mode

Your building doesn't have financial data

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JockiBox -- Cascadia Healthcare | July 2026