Locations are the individual offices where you serve patients and process payments. They may be physical offices, different brands, or business segments. The user's location settings can override the overall account settings. Let's explore how to view all locations entered in the system and how to manage them.
Watch this video for a concise summary.
To view all locations entered in the system:
Navigate to the System Menu > select Practice Settings > Locations > All Locations.
Here, you can view all the locations on the grid.
To view the details of a location, click View on the corresponding location entry.
- On the modal, you can see many tabs showing different information types about the selected location.
- To edit information, select the intended tab > click Edit > make the required change(s) > click Save.
Editable Options under Each Tab
Details
In the Details section, the location chosen is shown. It displays Location, Contact, Sales Tax and Other details.
- Short Name: A short name to identify the location quickly.
- Name: Enter the name of the location.
- Tax ID: Enter the tax ID for the location.
- NPI: Enter the NPI (National Provider Identifier).
- Website: Designated website for the location.
- Assigned Users: Assign required users in the system to the location here.
Contact Details: Enter contact details of the location, such as Address, Time Zone, Phone number(s), Fax, Email, etc.
- Under Sales Tax, enter the following details:
- Sales tax: Enter the amount of sales tax to be applied to the location.
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Generate Sales Tax Code: Choose whether to generate a separate sales tax code, rather than including it as an adjustment. By default, this is set as No.
- The settings below will only be accessible when this setting is enabled. Click here to know more.
- Code Status: Choose either Proposed or Completed as the status for the generated code.
- Sales Tax Code: Choose the sales tax code.
- Calculate sales tax against: Choose the fee the sales tax is to be calculated against.
- Display Referral Provider in Scheduler: Select Yes to display a label indicating that the patient of an appointment has a tagged referral provider.
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Day(s) to be skipped while navigating through the Scheduler: Select day(s) on which the location is inactive in a week.
- For example: Saturdays and Sundays. When you add days to this option, it will skip those days when you click '>' or '<' buttons on the Scheduler.
- Enable location level patient portal: Select Enable to set a location level patient portal, which will allow you to add the URL. If disabled, the patient portal will be set to the account level.
- Default Imaging Software to be used: Select the default imaging software, such as CareStack Imaging, Aeka, SOTA, etc.
Note: The Time Zone entered here will be reflected on the Scheduler. |
Billing Details
On this tab, you can configure settings for billing provider information in the claim form.
- Use Account Settings: Select Yes to use account-level settings. To set custom settings, select No.
- Billing Dentist/Dental Entity: Choose whether the billing provider is a dentist or dental entity.
- Name of Dental Entity: Enter the name of the dental entity.
- Specialty: Select the specialty of the provider.
- Address: Enter the Address details of the provider for the location including Zip, City, State, etc.
- NPI: Enter the NPI (National Provider Identifier).
- Tax ID: Enter the tax ID for the location.
- Phone: Enter the phone number for the location provider.
Operatory Settings
Operatories in a dental practice are the rooms, chairs, or spaces where patients are treated. You can view all operatories of the selected location here.
Click Edit to add, edit, or delete an operatory.
- To add a new operatory, click +Add Operatory > enter Operatory Name.
- To delete an operatory from the grid, click Delete on the corresponding operatory or select the required entries and click Delete from the top.
| Note: You cannot delete operatories for which appointments have been booked or treatments are pending. |
Print Settings
- Under Print Settings, configure what information should be displayed on the 'Tx Plan', 'Unscheduled Recalls', and 'Scheduler' Print.
Note: Multi-location practices can set a unique default Treatment Plan Agreement for each office. Click here to learn more about setting the default Treatment Plan Agreement at the Location level. |
Logo & Social Links
- On the Logo & Social Links tab, you can upload a logo for the location.
- You can also add URLs of online platforms for the location, such as Facebook, Twitter, Google, etc.
Practices can use this simple guide to learn how to view all locations entered in the system and configure their settings.