Setup
Practice
Record your practice's legal name, tax ID, group NPI, contact details and scheduling defaults, and the dates your whole practice is closed.
Open Setup > Clinic > Practice to set who your practice is on claims and how its calendar starts. Anyone with access to Setup can see this page; only people whose role can manage the practice can change it. Everyone else sees the fields read-only.
When your clinic is created, NeatPractice fills in the legal name from your clinic's name and sets the time zone to Eastern time. Review both before you add locations.
Practice identity#
| Field | What it is for |
|---|---|
| Legal name | The name on claims and statements. Required. |
| Doing business as | A trade name, if your practice uses one. Turn on Uses a trade name to enter it; turning it off clears it. |
| Tax ID (EIN) | Your practice's EIN: 9 digits, without the dash. |
| Group NPI | The 10-digit organizational NPI your practice bills under. NeatPractice checks the NPI check digit. |
| Taxonomy code | The 10-character provider taxonomy code for your practice, ending in X. |
A location bills under these values unless you give it its own billing provider (see locations).
Contact details#
The phone, fax, email, website and mailing address of the practice as a whole. They print on the letterhead of practice-wide PDFs, such as report and list prints and letters that are not tied to one location.
| Field | What it is for |
|---|---|
| Phone and Fax | The practice's main numbers, such as 555-0100. |
The address patients and payers write to, such as office@example.com. | |
| Website | Your website, such as www.example.com. It prints on every letterhead, including a location's. |
| Mailing address | Where mail to the practice goes, such as a PO box or a billing office. Turn on Uses a mailing address to enter it; once any part is filled in, the address, city, state and ZIP code are all required. |
A location's own phone, fax, email and address win on its documents; anything the location leaves empty comes from here. A practice-wide document fills anything left empty here from your only physical location, if you have just one.
Logo#
Your logo appears at the top of the PDFs NeatPractice creates (signed notes, progress reports, receipts, invoices, appeal
letters, fax cover pages, schedules, report and list prints) and in reminder emails whose template includes the
{{business_logo}} field. The CMS-1500 claim form is a standard form and never shows it.
- In the Logo panel, click Upload Logo and choose a PNG or JPEG file of 1 MB or less, between 16 and 4000 pixels on each side.
- Check the preview. Click Replace Logo to choose a different file, or Remove Logo to go back to no logo.
The logo saves as soon as you choose the file; you do not need to click Save Changes. A wide logo with a transparent or white background prints best. Without a logo, documents show your practice name instead. A location can have its own logo that replaces this one for that location.
PDFs already created keep the logo they were made with.
Signature statements#
Every signature records the statement the signer agreed to. In the Signature statements panel you can word two of them your clinic's way:
- Provider statement: what a provider attests when signing a note or an addendum.
- Caregiver statement: what a caregiver confirms when signing a document on a clinic device.
Leave a box empty to use the standard wording, shown in the box as a hint, and click Save Statements. The sign windows show the new wording from then on; signatures already made keep the statement they were made under.
Sample patient#
A new clinic starts with one practice chart named Sample Patient, marked Sample in the patient list. Use it to try intake, booking and a note before your real patients arrive. It never reaches a claim or a batch statement run, and reports and dashboard numbers leave it out.
When you no longer need it, click Remove Sample Patient on this page and confirm. It does not come back.
Scheduling defaults#
- Time zone: the time zone new locations start with. Each location keeps its own time zone, which decides its business hours, holidays and dates of service.
- Week starts on: Sunday or Monday. The schedule's week and month views and weekly printed sheets start on it.
- Default appointment slot: the length of one appointment slot, from 5 to 60 minutes. It starts at 15 minutes. The calendar opens with this slot size (20 shows as 15 and 60 as 30) until a user picks their own.
Display#
These choices apply to everyone in the clinic, on screen and on the PDFs NeatPractice generates:
- Names: list people last name first (
Example, Jordan) or first name first (Jordan Example). It starts at last name first and covers patients and providers alike, in lists and pickers (Example, Jordan, SLP). Claims and statements always print the legal name last name first. A provider signing a note keeps the signature form (Jordan Example, SLP) whichever order you pick. - Dates: month, day and year (
03/14/2026), day, month and year (14/03/2026), or year, month and day (2026-03-14). - Times: a 12-hour clock with AM and PM, or a 24-hour clock.
Each user still sees times in their own time zone. After you save, open pages refresh with the new display.
Deleting records#
Turn on Ask for a reason on every delete to make anyone deleting a record pick one of your deletion reasons. With it off, the reason is optional.
Practice holidays#
Add the dates your whole practice is closed, such as New Year's Day, with a short name for each. A practice holiday applies to every location. To close a single location on a date, add the holiday on that location instead.
Click Save Changes at the bottom of the page when you are done.