Locations

A location is a place where your clinic sees patients: an office, or a telehealth site for virtual visits. Open Setup > Clinic > Locations to see them all, with the city, time zone and number of rooms and resources at each. Anyone with access to Setup can see the list; only people whose role can manage the practice can add or change locations.

Every new clinic starts with one location named Main office, open weekdays from 8:00 to 5:00. Open it and add its address before you send claims.

Add a location#

1. Click New Location. The form opens in a dialog.
2. Fill in the sections below. Name and Time zone are always required.
3. Click Create Location.

Your plan includes a number of active locations. Depending on the plan, each extra location is billed or adding it is refused with a message; see plan usage and packs.

To change a location later, click its name or choose Edit from the menu on its row. The location opens in a dialog over the list; make your changes and click Save Changes.

Name and contact#

Give each location a name your staff will recognize, and optionally a short code such as NORTH for narrow lists and the location switcher. Add the phone, fax and email patients use for this location. Turn on Telehealth location for a site that only holds virtual visits; it does not need a street address.

Pick a Color for each location. It marks the location in the location switcher at the top of the menu, so staff who work across sites can tell them apart at a glance.

Travel time#

For a location staff drive to and from, turn on Needs travel time and enter the Travel (minutes), up to 120 in steps of 5. It is how long a provider needs to get to this location, or to one of its patients' homes or schools, from somewhere else. When a provider has appointments in two places, NeatPractice uses the longer of the two locations' travel times and warns at booking if the gap between them is shorter. Finding open times leaves the travel time free as well. Telehealth locations need none.

Time zone#

A location's business hours, holidays and dates of service use that location's time zone, even when staff work from another state. Choose the zone where the office is, such as America/Chicago.

Service facility#

The service facility is where care is given, and it prints on every claim for visits at this location.

• Address, City, State and ZIP+4 are required for an office. Enter all 9 digits of the ZIP code; NeatPractice removes the dash for you.
• Facility NPI is optional; add it when the site has its own NPI.
• Map coordinates (optional) are the latitude and longitude EVV measures clock distances from. Copy them from any map app, or click Verify Address to fill them with the ZIP+4 (Verify an address).
• Default place of service is the code claims use for visits here. It starts as 11 (office); a telehealth site usually uses 02 or 10. Type a code or part of its name to search the full place of service list; only codes in effect today are offered, and a code that is no longer valid shows a warning under the field.

Billing provider#

The billing provider is who gets paid. Leave Same as practice on to bill under the practice's legal name, Tax ID, group NPI and taxonomy code from Practice, with this location's address and phone.

Turn it off when this location bills under a different entity, then enter that entity's name, address with ZIP+4, phone, group NPI and Tax ID, and optionally its taxonomy code. Use the group NPI, never a therapist's own NPI. Enter the Medicaid provider number when you bill Medicaid from this location.

Pay-to address#

Turn on Separate pay-to address in the billing provider section only when payers should mail payments somewhere other than the billing provider's address. Once you fill in any part of it, the address, city, state and ZIP+4 are all required. Turning the switch off clears the pay-to address. A location that already has one opens with the switch on.

Business hours#

For each day of the week, set when the location opens and closes. Add a second interval on the same day for a midday closure, or leave a day empty when the location is closed. Intervals on the same day cannot overlap, and a location has at most 21 intervals across the week; Add hours turns off at that limit. When you edit a saved location, business hours and holidays are on the Hours and holidays tab.

Nobody can be booked at a location outside its business hours, whatever a provider's own hours say. See Provider availability.

Holidays#

Add the dates this location is closed, with a name for each. Nobody can be booked at the location on these dates. Dates your whole practice is closed belong on Practice instead, so you only enter them once.

Logo#

A location uses your practice logo unless you give it its own. Open the location and click the Logo tab, then Upload Logo and choose a PNG or JPEG file of 1 MB or less. The logo saves right away.

The location's logo replaces the practice logo on documents about visits at this location (signed notes and progress reports), on reminder emails for its appointments, and on PDFs printed while it is chosen in the location switcher. Click Remove Logo to go back to the practice logo.

Rooms and resources#

Open a location and click the Rooms and resources tab to list its rooms and equipment. Add one, or edit it from its row, and set:

• Name, unique at this location.
• Kind: a room, or a piece of equipment such as a therapy swing.
• Capacity: how many appointments can use it at once. A group room might hold 6.
• Bookable: whether staff can attach it to appointments.
• Active: turn it off to hide it from new appointments while keeping it on past ones.

Deactivate or delete a location#

Turn off Active to retire a location. It disappears from pickers but stays on every record that already names it, and you can turn it back on at any time.

You can delete a location only while nothing uses it. If rooms and resources belong to it, or users are limited to it, NeatPractice tells you how many and keeps the location; deactivate it instead, or move those users first. Your clinic always needs at least one active location, so NeatPractice will not deactivate or delete the last one.

Export and print#

Click Export CSV to download every location with its address, place of service and billing identity, or Print for a PDF of the list. The More actions menu has the same for rooms and resources. For a PDF of one location, open it and click Print. See Import, export and print.