Set Up Locations

Locations are the individual practices where you see patients and collect payments. For patient engagement campaigns, letters, and forms, you may choose to show location versus account details. Locations are added to CareStack from the back end, so you can create a service request if you want to add a new location. Once the location has been added, it will be visible on the Locations grid.

Watch this video for a concise summary.

Topics Covered

• Add/Edit Details of a Location
• Set Up and Manage Operatories
• Customise Print Settings
• Add/Edit Logo & Social Media Links

Perform the steps below to set up location information.

• Navigate to the System Menu > select Practice Settings > Locations > All Locations. 

• Each of these locations would have a Short Name and Name displayed here.
• Click View on any intended location to view more details and configurable settings of that location in an organised manner.

• 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.

Let's take a look at each of the different sections.

Add/Edit Details of a Location

In the Details section, the chosen location is shown. It displays Location, Contact, and Other details. You can edit the following:

• Short Name: A short name to identify the location quickly.
• Name: Enter the name of the location.
• GST (%): Enter the GST percentage for the location.
• Website: Designated website for the location.
• Assigned Users: Assign required users in the system to the location here.

• Contact Details: In this section, you can input the practice's Address, ABN. the Time Zone in which the practice works, Phone Numbers, Fax, and Email.

• Display Referral Provider in Scheduler: Select Yes to display a label indicating that the patient of an appointment has a tagged referral provider.
• Day(s) to be skipped while navigating through the Scheduler: Select the day(s) on which the location will be 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 only be set at the account level. 
• Default Imaging Software to be used: Select the default imaging software, such as Aeka, 3Shape, etc.

Set Up and Manage Operatories

The operatory (surgery) is where you treat your patients. You can set up operatories in the Operatory Settings section.

• Operatories are arranged in the schedule alphabetically regardless of the order in which they were added.
• Click Edit to update the order of operatories or add new ones.

• Click on the dotted handle and drag to the required position to rearrange the order of operatories.
• To add a new operatory, click + Add Operatory.

• Enter the Operatory Name.
• Click Save.

Customise Print Settings

The Print Settings section helps you customise what to show while printing, at a location level.

• Select the required areas such as the Treatment Plan, Unscheduled Recalls, Scheduler, and Invoices to customise the print settings.
• To begin customising, click Edit for the required tab.

Tx Plan

• Select the Tx Plan tab.
• Choose if you want Branding to be applied at an Account level, Location level, or Both.
• Choose if you want to use the Default Tx Plan Agreement set for the Account or to set one for the Location.
  • If you chose Location, select the Location's Default Tx Plan Agreement.
• Click Yes on the required information items to be displayed on the Treatment Plan Print.
• Once all areas have been configured, click Save.

Unscheduled Recalls

• Click Yes on the required information items to be displayed on the Unscheduled Recall print.

Scheduler

• Select the Scheduler tab.
• Choose whether the following has to be applied at an Account or Location level.
  • Scheduler Print.
  • Routing Slip.
• Click Save.

Invoices

Watch this video for a quick walkthrough of the invoice footer.

• Add an Invoice Footer to be displayed at the bottom of an invoice in the selected location.
  • You can input information such as the terms and conditions.
• To Print or Preview the invoice footer, click File and select the required option.
• Click Save.

Add/Edit Logo & Social Media Links

• Under the Logo & Social Links section, you can customise the logo for the individual practice and add links like Facebook, Twitter, Google, Yelp, etc.
  • This can help increase the location’s visibility. 
  • Click Edit to start editing.

Practices can utilise this simple guide to set up the location information in CareStack.