1. Accessing Office Locations & Facilities Settings
- Log In to Your Account:
- Sign in to your iClinic account using your credentials.
- Navigate to Settings:
- Click on the Settings icon from the dashboard.
- Access Facility Settings:
- Click on “General.”
- Select “Facility” to view the list of all facilities currently registered in the system.
2. Adding a New Facility
- Create a New Facility:
- Click the “New” button to open the facility creation form.
- Enter Required Information:
- Fields marked with a red asterisk (*) are mandatory:
- Facility Name (*): Enter the name of the facility.
- Address (*): Provide the full street address.
- City (*): Enter the city where the facility is located.
- State (*): Select the state from the dropdown menu.
- ZIP Code (*): Input the postal code for the facility’s address.
- Phone Number (*): Add the primary contact number for the facility.
- Fields marked with a red asterisk (*) are mandatory:
- Optional Fields (if applicable):
- Fax Number: Enter if available.
- Email: Provide the facility’s contact email address.
- UPID (Unique Provider Identification): Optional for administrative tracking.
- NPI (National Provider Identifier): Add if relevant for billing purposes.
- Save the Facility:
- After entering all necessary details, click “Save.”
3. Deleting a Facility
- Select the Facility:
- Click on the name of the facility you want to delete.
- Delete the Facility:
- Click the “Delete” button at the top of the page.
- A confirmation box will appear asking, “Are you sure you want to delete this?”
- Click “OK” to confirm.
Note: Deleting a facility will permanently remove it from the system.
4. Adding a New Office Location
- Access Office Locations:
- In the settings menu, click on “General” and then “Office Location.”
- You will see a list of current office locations.
- Create a New Office Location:
- Click the “New” button to open the Office Location Editor.
- Enter Required Information:
- Complete all fields marked with a red asterisk (*):
- Office Name (*): Enter the official name of the office location.
- Address (*): Provide the full address of the office.
- ZIP Code (*): Enter the ZIP code, which will auto-populate the city and state.
- City (*): Confirm the city is correct (auto-filled after entering the ZIP code).
- State (*): Select the state from the dropdown.
- Phone Number (*): Add the office’s contact phone number.
- Complete all fields marked with a red asterisk (*):
- Optional Fields (if applicable):
- Fax Number: Enter if available.
- Working Hours: For reference only; this does not affect login times or appointment scheduling.
- CLIA Number: For clinics registered with the Clinical Laboratory Improvement Amendments (CLIA) program. Leave blank if not applicable.
- CIR Default: Relevant only for clinics in New York City connected to the Citywide Immunization Registry (CIR). Use this setting to designate the office as the default for vaccine-related data.
- Save the Office Location:
- Click “Save” after completing the form.
5. Editing an Existing Office Location
- Select the Office Location:
- Click on the name of the office you wish to edit.
- Edit the Office Details:
- Click “Edit” in the Office Location Editor.
- Make the necessary changes, such as:
- Updating the office name
- Modifying the address, contact information, or working hours
- Save Changes:
- After making updates, click “Save.”
6. Important Notes on Office Locations
- No Delete Option for Office Locations:
- Office locations cannot be deleted because they are linked to multiple areas within the system, such as schedules, billing, and reports.
- What to Do if an Office Location is No Longer Needed:
- Rename the Office: Label it as “Do Not Use” to prevent staff from selecting it.
- Deactivate Scheduling (if applicable): Remove providers or restrict availability linked to the office.
7. Best Practices
- Consistent Naming: Use clear, consistent naming conventions for offices and facilities to avoid confusion.
- Regular Updates: Periodically review and update facility and office information to ensure accuracy.
- Limit Unused Locations: For offices no longer in use, rename instead of deleting to preserve historical data.
8. Troubleshooting Common Issues
- Unable to Save Facility/Office Location:
- Ensure all required fields (marked with a red asterisk) are filled out correctly.
- ZIP Code Issues:
- If the city or state doesn’t auto-populate after entering the ZIP code, double-check for typos or use the USPS ZIP code lookup tool.
- Office Location Not Showing in Scheduling:
- Confirm that the office is correctly linked to active providers’ schedules.
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