The Location Assignment module lets you map specific items, such as Explosion Codes, Templates, Production Types, Appointment Statuses, etc., to the locations where they are applicable. Based on these mappings, users will see only the items tagged to their allowed locations across CareStack. This improves operational efficiency and ensures users interact only with items relevant to the locations they work in. By default, all items remain available across all locations. Practices can choose to refine these mappings any time using the Location Assignment module to gain tighter control and cleaner configuration.
Benefits of the Location Assignment Module:
- Cleaner workflows: Users see only the items tagged to their allowed locations, reducing clutter and confusion.
- Improved operational efficiency: Tasks such as scheduling or template selection become faster and more accurate.
- Flexible control: Practices can adjust mappings at any time without impacting existing data or workflows.
- Seamless adoption: Existing setups remain unchanged unless you explicitly modify the assignments.
Watch this video for a concise summary.
Let's check out how to access the location assignment module and use its features.
To begin,
- Navigate to the System Menu > select Practice Settings > Locations > Location Assignment.
Topics Covered
- Assign Items to a Location
- Assign Locations to an Item
- Scoped Items in the Location Assignment Module
- Current Constraints and Expected Behavior
- FAQs
Assign Items to a Location
To assign items to a location:
- Select the View by Location tab.
- Select the location to view and manage all items assigned to it.
- Click Configure.
On the slide-out that appears,
- Select the type of item to be assigned.
- Use the Copy from another location dropdown to copy assignments from another location.
- Check the items you want to assign to the location.
- Click Save and Close to save all changes and close the slide-out.
- Click Save to save changes and continue assigning other items.
- To further continue editing, click on the Edit button at the bottom right of the slide-out.
Assign Locations to an Item
To assign locations to an item:
- Select the View by Item tab.
- Choose the item type.
- Select the item (for example, the Form Reminder Email Template) to be assigned or unassigned from one or more locations.
- Click the quick link next to the item to view its details.
- Click Configure.
- Check the Locations you want to assign the item to.
- Click Save.
Scoped Items in the Location Assignment Module
1. Production Types
Production Types can now be assigned to specific locations. Based on these assignments, users see only the production types that are tagged to their allowed locations or are applicable to the location. See the table below for more details.
| Sl. No. | Production Type Touchpoints | Behavior |
|---|---|---|
| 1 | Scheduler > Book Appointment | Production types tagged to the appointment's location are displayed. |
| 2 | Production Calendar > Production Setup | Production types tagged to the location selected for production setup are displayed. |
| 3 | Clipboard > Add to Clipboard Slide-out | Production types tagged to user's allowed locations are displayed. |
| 4 | User Settings > Scheduler Filter | Production types tagged to user's allowed locations are displayed. |
| 5 | Scheduler > Custom Filter | Production types tagged to user's allowed locations are displayed. |
| 6 | Scheduler > Legend > Production Types | Production types tagged to user's allowed locations are displayed. |
| 7 | Patient > Recall > Production Type | Production types tagged to user's allowed locations are displayed. |
| 8 | System Menu > Appointment List > All Appointment : Upcoming > Production Type filter in grid | Production types tagged to user's allowed locations are displayed. |
| 9 | System Menu > Appointment List > All Appointment : All > Production Type filter in grid | Production types tagged to user's allowed locations are displayed. |
| 10 | System Menu > Appointment List > All Appointment : Past > Production Type filter in grid | Production types tagged to user's allowed locations are displayed. |
| 11 | System Menu > Appointment List > No Show / Cancelled > Production Type filter in grid | Production types tagged to user's allowed locations are displayed. |
| 12 | System Menu > Appointment List > Clipboard > Production Type filter in grid | Production types tagged to user's allowed locations are displayed. |
| 13 | Patient Overview > Appointments > Production Type filter in grid | Production types tagged to user's allowed locations are displayed. |
| 14 | Patient Overview > Appointments > Clipboard > Production Type filter in grid | Production types tagged to user's allowed locations are displayed. |
| 15 | Lists > Scheduling List > Reschedule > Production Type filter in grid | Production types tagged to user's allowed locations are displayed. |
| 16 | Lists > Scheduling List > Short Call > Production Type filter in grid | Production types tagged to user's allowed locations are displayed. |
| 17 | Lists > Recalls | Production types tagged to user's allowed locations are displayed. |
| 18 | System Menu > Online Appointments > Appointment Reasons | Production types tagged to user's allowed locations are displayed. |
| 19 | Online Appointments > Direct Scheduled > Production Type filter in grid | Production types tagged to user's allowed locations are displayed. |
| 20 | Online Appointments > Appointment Request > Production Type filter in grid | Production types tagged to user's allowed locations are displayed. |
| 21 | Campaign > Production Type dropdown | Production types tagged to user's allowed locations are displayed. |
2. Templates
Templates can also be assigned to specific locations. Users will only see the templates that are tagged to their allowed locations. See the table below for more details.
| Sl. No. | Template Touchpoints | Expected Behavior |
|---|---|---|
| 1 | Patient > + Message > Email | Email templates tagged to user's allowed locations are displayed. |
| 2 | Patient > + Message > Text | Text templates tagged to user's allowed locations are displayed. |
| 3 | Scheduler > Appointment slide-out > + Message > Email | Email templates tagged to user's allowed locations are displayed. |
| 4 | Scheduler > Appointment slide-out > + Message > Text | Text templates tagged to user's allowed locations are displayed. |
| 5 | Iris > Pat. Text > Select Template | Text templates tagged to user's allowed locations are displayed. |
| 5 | Patient > Memo | Memo templates according to the template type tagged to user's allowed locations are displayed. |
| 6 | Claim form > Remarks | Claim templates tagged to user's allowed locations are displayed. |
| 7 | Pre-Auth form > Remarks | Pre-auth templates tagged to user's allowed locations are displayed. |
| 8 | Refer-out workflow | Referral templates tagged to user's allowed locations are displayed. |
| 9 | Communication Hub > Email | Email templates tagged to user's allowed locations are displayed. |
| 10 | Communication Hub > Text | Text templates tagged to user's allowed locations are displayed. |
| 11 | Patient Inbox > Email | Email templates tagged to user's allowed locations are displayed. |
| 12 | Patient Inbox > Text | Text templates tagged to user's allowed locations are displayed. |
3. Appointment Statuses
Appointment Statuses can be assigned to specific locations. Users will only see the Appointment Statuses that are tagged to their allowed locations. See the table below for more details.
| Sl. No. | Appointment Status Touchpoints | Expected Behavior |
|---|---|---|
| 1 | Dashboard > Status | Show only the Appointment Status tagged to the user's allowed locations. |
| 2 | Scheduler > Appointment > Right-click > Change Status | Show only the Appointment Status tagged to the user's allowed locations. |
| 3 | Scheduler > Legend > Appointment Status | Show only the Appointment Status tagged to the user's allowed locations. |
| 4 | Patient > Appointments > Status in grid | Show only the Appointment Status tagged to the user's allowed locations. |
| 5 | System Menu > Appointment List > All Appointments : All > Status in grid | Show only the Appointment Status tagged to the user's allowed locations. |
| 6 | System Menu > Appointment List > All Appointments : Past > Status in grid | Show only the Appointment Status tagged to the user's allowed locations. |
| 7 | System Menu > Appointment List > All Appointments : Upcoming > Status in grid | Show only the Appointment Status tagged to the user's allowed locations. |
| 8 | System Menu > Appointment List > No Show / Cancelled > Status in grid | Show only the Appointment Status tagged to the user's allowed locations. |
| 9 | Practice Settings > Patient Tracker > Settings | Show only the Appointment Status tagged to the user's allowed locations. |
| 10 | Practice Settings > Patient Tracker > Tracker Notification Settings | Show only the Appointment Status tagged to the user's allowed locations. |
| 11 | Practice Settings > Scheduler > General Settings > Appointment Status Group | Show only the Appointment Status tagged to the user's allowed locations. |
4. Office Wizard (Forms & Letters)
Office Wizard items (Forms and Letters) can be assigned to specific locations. Users will only see the Forms and Letters that are tagged to their allowed locations. See the table below for more details.
| Sl. No. | Template Touchpoints | Expected Behavior |
|---|---|---|
| 1 | Patient > + Form | Show only the Forms and Letters tagged to the user's allowed locations. |
5. Care Notes
Care Note templates can be assigned to specific locations. Users will only see the Care Note templates that are tagged to their allowed locations. See the table below for more details.
| Sl. No. | Care Note Touchpoints | Expected Behavior |
|---|---|---|
| 1 | Patient > Chart > + Note | Show only the Care Notes templates tagged to the user's allowed locations. |
| 2 | Patient > Chart > Care Notes | Show only the Care Notes templates tagged to the user's allowed locations. |
6. Care Panels
Care Panels can be assigned to specific locations. Users will only see the Care Panels that are tagged to their allowed locations. See the table below for more details.
| Note: CareStack does not indicate whether the constituent items inside a Care Panel belong to locations outside the Care Panel’s assigned locations. Administrators should ensure that the items included in the Care Panel are aligned with the intended locations. |
| Sl. No. | Care Panels Touchpoint | Expected Behavior |
|---|---|---|
| 1 | Patient > Chart | Show only the Care Panels tagged to the user's allowed locations. |
7. Explosion Codes
Explosion Codes can be assigned to specific locations. Users will only see the Explosion Codes that are tagged to their allowed locations. See the table below for more details.
| Note: An Explosion Code may contain Procedure Codes assigned to other locations. Administrators should ensure that the items included in the Care Panel are aligned with the intended locations. |
| Sl. No. | Template Touchpoints | Expected Behavior |
|---|---|---|
| 1 | Patient > Chart > + Code | Show only the Explosion Codes tagged to the user's allowed locations. |
| 2 | Patient > Treatment Plan > + Add Code | Show only the Explosion Codes tagged to the user's allowed locations. |
| 3 | Patient > Billing > Ledger > Add Code | Show only the Explosion Codes tagged to the user's allowed locations. |
| 4 | Scheduler > Appointment Slide-out > Add Code(s) | Show only the Explosion Codes tagged to the user's allowed locations. |
8. Procedure Codes
Procedure Codes can be assigned to specific locations. Users will only see Procedure Codes that are tagged to their allowed locations across various clinical, billing, and scheduling workflows. See the table below for more details.
| Sl. No. | Procedure Code Touchpoints | Expected Behavior |
|---|---|---|
| 1 | Patient > Chart > + Code | Show only the Procedure Codes tagged to the user's allowed locations. |
| 2 | Patient > Treatment Plan > + Add Code | Show only the Procedure Codes tagged to the user's allowed locations. |
| 3 | Patient > Billing > Ledger > Add Code | Show only the Procedure Codes tagged to the user's allowed locations. |
| 4 | Scheduler > Appointment Slide-out > Add Code(s) | Show only the Procedure Codes tagged to the user's allowed locations. |
| 5 | Billing > Ortho Cases > Add/Edit Ortho Case | Show only the Procedure Codes tagged to the user's allowed locations. |
| 6 | Chart > Tx. Plans > Create Tx Plan Template > Search and Add Codes | Show only the Procedure Codes tagged to the user's allowed locations. |
| 7 | Treatment Planner > Tx Plan > Create Tx Plan Template > Search and Add Codes | Show only the Procedure Codes tagged to the user's allowed locations. |
| 8 | Clipboard > + Code | Show only the Procedure Codes tagged to the user's allowed locations. |
| 9 | Patient > + Recall > Recall Code | Show only the Procedure Codes tagged to the user's allowed locations. |
| 10 | Patient > Completed Procedures > Proc. Code grid filter | Show only the Procedure Codes tagged to the user's allowed locations. |
| 11 | Main Menu > Completed Procedures > Proc. Code grid filter | Show only the Procedure Codes tagged to the user's allowed locations. |
Current Constraints and Expected Behavior
The following points outline the current scope of the Location Assignment feature and areas that may be enhanced in future updates.
Item-level Assignment
For individual items, location assignments need to be managed through the View by Item section in the Location Assignment module. Editing location assignments directly from within respective setup pages is not yet supported.
Second-order Items
- Some items, such as Explosion Codes and Care Panels, are second-order items, meaning they are groupings or collections of other items (for example, a Care Panel can include Procedure Codes, Explosion Codes, and Forms, which have their own location assignments).
- The system does not display any indication if the constituent items within a second-order item belong to locations outside the second-order item’s assigned locations.
- This design is intentional to keep configuration simple and flexible, allowing users to freely set up these higher-order items without unnecessary restrictions.
- The administrator setting up these items should ensure that the constituent items are appropriately aligned with the intended locations.
FAQs
Q1. Will this change my existing setup?
No. All items remain available for all locations unless you manually modify the mappings.
Q2. How is visibility determined for each user?
The system cross-checks each item’s assigned locations with the user’s allowed locations and displays only the intersecting set.
Note: At certain touchpoints, such as 'Scheduler → Book Appointment Slide-out' and 'Production Calendar', that operate within a location-specific context, only the production types mapped to that specific location are shown regardless of the user’s broader allowed locations.
Q3. Can I bulk-assign multiple items to multiple locations?
Yes. Use the View by Item workflow to assign or unassign an item from several locations at once.
Q4. What happens if I try to remove a production type that’s still in use in templates?
You will receive a validation prompt showing the affected templates, so you can remove them before proceeding.
Q5. Can I revert items to be available for all locations?
Yes. A super admin can simply reassign the item to all locations in the module.
Practices can use this comprehensive guide to learn about the location assignment module in CareStack.