This article explains every group RIFT sorts its findings into, how the Leaks tab is filtered, what the coding flags mean, and what happens when you mark an item done or dismiss it.
How RIFT sorts what it finds
RIFT splits its findings into three places in the sidebar:
- Leaks - money already earned that has not reached the bank. This is the core list and the source of the Leak estimate in the header.
- Follow-ups - opportunities worth a look before they become leaks (funded sessions to book, payments to allocate, pack checks, referral balances, billing codes worth checking). Their dollars are never added to the leak estimate.
- Buckets - every appointment, invoice and payment RIFT read, grouped by what it found. This is the raw material behind the other two.
Each group on the Leaks and Follow-ups tabs is a collapsible section with a count, a subtotal and a ? that explains it. Click the section heading to open it.
The five leak groups on the RIFT Leaks tab
- Chase overdue invoices - invoices past your payment terms with money still owing. Tick one off once the payment lands.
- Medicare claims to follow up - Medicare claims not confirmed paid. Chase Medicare, not the client; the invoice itself stays off the chase list so the dollars are not counted twice. Zanda only, and only when Medicare Claims is in your export.
- Appointments never invoiced - completed appointments with no invoice anywhere in your practice software. Almost certainly a missed bill: raise the invoice, then tick off.
- Verify uninvoiced (billing outside Zanda / Cliniko) - the same completed-but-uninvoiced appointments, shown here instead when you have told RIFT that some billing happens outside your practice software (Settings > Where billing happens). Check your other records first; if it was paid elsewhere use the Paid outside Zanda (or Cliniko) button on the row.
- Cancellation fees to charge - no-shows and late cancellations your policy says to charge (Settings > Cancellation fees) where no fee was invoiced.
Sub-groups inside a RIFT leak group (who pays)
Some groups split into a second level so the right person is chased:
- Chase overdue invoices splits by who funds the invoice: Private clients (the client pays), Medicare / MHCP, WorkCover, TAC, NDIS, DVA, Other third party (chase the payer, not the client), Cancellation fee invoices (invoiced no-show and late-cancellation fees the client has not paid), and Payer's share (patient paid) - the patient's contribution is already paid and the remainder is the funded payer's share, so the ask is at the payer, not the patient.
- Cancellation fees to charge splits into No-shows (booked and not attended at all) and Late cancellations (cancelled inside your notice window).
- Billing codes worth checking splits into NDIS item codes, Telehealth CDM items and Possible Medicare CDM items (see below).
A group with only one sub-group shows flat, without the extra heading.
The follow-up groups on the RIFT Follow-ups tab
- Check the pack ledger - uninvoiced appointments dated inside a pre-paid pack's window. The pack may already cover them, so check before invoicing or chasing, or you could double-charge.
- Payments to allocate - money received but not allocated to any invoice. Allocate it so client accounts read correctly. Zanda only.
- Funded sessions to book - clients partway through an active funded plan, with nothing booked ahead and no visit for a while. Worth a booking call. Tune the criteria under Settings > Booking prompts.
- Referrals with sessions left - active referrals with funded sessions still unused.
- Billing codes worth checking - possible billing-code gaps (see the coding section below). These never count toward your leak figure or recovered total.
On the Follow-ups tab the Update menu offers only Paid in full, Called / no answer and Dismiss.
Filters and sorting on the RIFT Leaks tab
Across the top of the Leaks tab (and Follow-ups):
- Status tabs: Open (today's work), Waiting (items parked on a promise-to-pay date - the tab only appears while something is parked there), Done (you have handled it), Dismissed (will not be chased) and Recovered (confirmed cleared at a sync).
- Sort: Largest amount, Oldest first or Newest first.
- On the Open tab only, a chase-state filter: Any chase state, Not emailed, Email in progress or Needs a call.
The figure in the tab header is the total of whatever is currently shown. Each item row shows the title, the client and date, the amount, any history, and buttons for what you can do with it.
"Check first" warnings on a RIFT item
Some items carry a warning line starting with a triangle. RIFT adds it when your own records suggest the money may already be in: a reception note on the appointment or invoice that reads like a payment, a client with a payment noted against them, a partly paid amount that does not match either share of a funded split, or an invoice whose own note mentions payment. The header shows the total of these as "flagged, check first" and keeps it out of the leak estimate. An item with this warning is never emailed automatically, whatever your sending settings say - a person must look first.
Billing codes worth checking (RIFT coding flags)
RIFT runs three automated coding checks and lists the results under Billing codes worth checking on the Follow-ups tab:
- NDIS item codes - support item codes missing from the current NDIS Support Catalogue (likely to reject) or on its legacy list with an end date.
- Possible Medicare CDM items - clients your pack names mark as being on a GP chronic condition care plan, with invoiced sessions carrying no CDM item, capped at the yearly Medicare limit minus what was already billed. A rebate may have applied.
- Telehealth CDM items - telehealth sessions billed with the in-person CDM item, where the telehealth items may be the right fit.
Every finding is "worth checking", never "you billed this wrong". The dollars never join your leak estimate or your recovered total; they get their own "worth checking" figure. The disclaimer that travels with them everywhere they appear: coding findings are automated estimates only - not billing, financial or legal advice. Medicare and NDIS rules depend on details no practice-software export can see (referrals, plans, entitlements, what was actually delivered). Verify each one against the scheme's current rules before making or changing any claim.
Resolving a RIFT item: Done versus Recovered
There are two ways to say "handled", and RIFT keeps them separate on purpose:
- Click the tick on a row, or choose Update > Paid in full, to mark an item Done. Done means you have handled it. A toast lets you undo.
- Recovered is never typed in. At the next sync, if the item has cleared in your practice software (the invoice is paid, the appointment is now invoiced), RIFT moves it to Recovered by itself. Only the Recovered list counts toward the Recovered this month figure, and only leak items count - a follow-up opportunity evaporating is not money in the bank.
If an item you marked Done is still there at the next sync, it stays Done rather than being counted as recovered. If a cleared item reappears in your data later, RIFT reopens it.
Dismissing a RIFT item, and why RIFT dismisses some itself
Choose Update > Dismiss and say why (for example "fee waived" or "invoiced elsewhere"). The item moves to the Dismissed tab with your reason, and will not be chased. Click Reopen on a dismissed item to put it back on the Open list. A dismissed item that later disappears from your data stays dismissed - a deliberate ignore is never counted as recovery.
RIFT also dismisses items itself when your rules say they are not actionable, and states the reason on the row: within payment terms, within the invoicing grace period, excluded by clinic policy, client marked do-not-chase, not a real patient, billed externally, superseded by a Medicare claim item, or dated after the export snapshot. RIFT may undo its own dismissals when the reason goes away (for example after a settings change), but it never undoes a dismissal a person made.
Two shortcuts on a row: Paid outside Zanda (or Cliniko) on a "Verify uninvoiced" item dismisses it with that reason, and Billed externally marks the client as billed by someone else, so all their sessions move to the Externally billed bucket and stop counting as leaks.
The RIFT Buckets view
Buckets shows the raw data behind the lists, one table per bucket: Outstanding invoices, Medicare claims, Uninvoiced appointments, Possibly pack-covered, No-shows / late cancellations, Unallocated payments, Session packs, Referrals, Group appointments (check) and Externally billed. Each tab shows a row count; type in Filter rows... to narrow the table, click a column heading to sort, and the caption shows the total of the money column for what is shown. Rows older than your write-off setting appear dimmed, and a triangle in the Outstanding invoices table marks a "check first" warning (hover to read it).
Data confidence warnings in RIFT
After each sync RIFT checks whether your data fits the way it analyses (for example, whether appointments are marked as attended). Anything it is unsure about appears in a Data confidence - review before trusting the numbers banner under the header, naming which lists are affected. It also shows on the Home view under Needs attention. Fix the cause in your practice software, or adjust the matching setting in RIFT, and the warning clears at the next sync.