Default Service Facility Location

To have the Service Facility Location auto-populate for the Appointment and the subsequent insurance Claim, the following setup is required.
 

Setup Agency as Service Facility

1. Select the Settings tab.
2. Click on the Organization button on the top row.
   The Organization window will pop up.
   
    
3. Select your Organization from the drop-down.
   
    
4. Click on the button to the right of the AKA field to open the Special Identifiers window.
   
    
5. On the Special Identifiers window click the Plus(+) icon in the top left corner to add a new identifier row.
   
    
6. Under the Type field select NPI.
   
    
7. Add the Agency's NPI in the ID/Number/Code field.

   NOTE: If the Agency’s NPI is the same as the Organization's NPI, add that value.

8. Click the checkbox under Service Facility, then click OK.
   
    
9. If you have multiple Agencies/Offices, you can repeat these steps for each Agency/Office.
    
10. Click Save & Close on the Organization page to save your selections.
    

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Default Service Location in Client Contract

1. Select Clients from the sidebar on the Home tab.
    
2. Select the Client and then click Edit (or double-click on Client).

   NOTE: Or click Add to Add a new Client.

   
    

3. Select the Contracts tab.
   
    
4. Select the Contract at the top.
    
5. Click the checkbox for Default for the Service Location at the bottom left. 
   
    

   NOTE: If the Client is seen at the Agency and other addresses, such as the client’s home, all addresses will need to be listed in Service Locations.

   
   See Client: Add a New Contract for more information.

6. Click Save or Save & Close in the top left when finished.

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Service Facility on Appointment
 

When creating a new Appointment for a Client, the Service Facility will automatically populate on the Insurance Billing tab in the Service Facility field of the Appointment only if the Office is listed as the Default Location on the Client's Contracts tab (see above).

However, if the Home is listed as the Default Location on the Client's Contracts tab, and for a specific appointment, the location has changed from Home to Office, you will need to update this manually on the Insurance Billing tab as well. For example, on this appointment, it defaulted to the Home Location. I changed it to the Office Location on the General tab. I then will need to select the Insurance Billing tab to confirm/change the Service Facility before saving.
 

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Change Location at the Appointment Level

1. On the General tab for the Appointment, click the box next to Location to change the Location.
   
    
2. Select Service Location and click OK.
   
    
3. Select the Insurance Billing tab and change the Service Facility by clicking on the box next to Service Facility.
   
    
4. Click OK in the top left.
5. Click Save or Save & Close when finished.

   NOTE: Performing this action will ensure that at the time of generating the claim, that the correct Service Facility will be present on the claim for insurance billing purposes.

   IMPORTANT: If a Client already has the Agency/Office as a Service Location under the Contracts tab of the Client record but a Group NPI has not been added on the Organization (see Setup Agency as Service Facility), after updating/editing the Organization to add the Group NPI, the Agency/Office Location will need to be removed from the Client record under the Contracts tab and then added back and Saved for the Default Location to work correctly under the Appointment | Insurance Billing tab.

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