Adding and Managing Office Locations & Facilities

1. Accessing Office Locations & Facilities Settings

1. Log In to Your Account:
   • Sign in to your iClinic account using your credentials.
2. Navigate to Settings:
   • Click on the Settings icon from the dashboard.
3. 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

1. Create a New Facility:
   • Click the “New” button to open the facility creation form.
2. 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.
3. 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.
4. Save the Facility:
   • After entering all necessary details, click “Save.”

3. Deleting a Facility

1. Select the Facility:
   • Click on the name of the facility you want to delete.
2. 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

1. Access Office Locations:
   • In the settings menu, click on “General” and then “Office Location.”
   • You will see a list of current office locations.
2. Create a New Office Location:
   • Click the “New” button to open the Office Location Editor.
3. 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.
4. 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.
5. Save the Office Location:
   • Click “Save” after completing the form.

5. Editing an Existing Office Location

1. Select the Office Location:
   • Click on the name of the office you wish to edit.
2. 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
3. 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.