Location Maintenance

Use Location Maintenance to maintain information about locations associated with your practice.  Locations serve 2 functions.  They identify places of treatment your providers use and they establish financial areas within your practice.  Locations are offices, hospitals or other facilities from which your practice provides services.  You should create a separate Location code for each place of treatment your providers use.  Location codes hold location-specific billing codes and billing identification information about the location.  Some statistical information is maintained including month-to-date and year-to-date totals of services, payments, adjustments, number of cases and last year's A/R amounts for each location.  In addition, if your organization offers lab tests you can maintain the facility CLIA number for the location in the Location CLIA Maintenance or in Location Set Maintenance.

Tips:  

• For a printed copy of location financial summary information, see the Location Analysis Report.

• For more information about working with data in fields, see Data Entry Guidelines.

Directions:

To see directions for...

• Opening Location Maintenance, click More.

   

  1.  Click File Maintenance from the Menu Bar.

  2.  Click Standard Maintenance.

  3.  Click Location.
  
  Or, use the keyboard shortcut:  [ALT] [m] [t] [l].

   

  Location Maintenance Window Example:

  

• Creating a new Location, click More.

   

  Location Maintenance Prompts Tip:  To see more information about a field, click the hyperlink for that field name.
  Location Code	Enter the code assigned to this location. (2 characters) Tips:   When creating Location codes, NDS recommends using a naming convention that is meaningful to your practice. If you are building a new Location, displays next to the Location code.  Default entries display and the first field is highlighted to let you know you can begin entering information.
  	To update the new or changed information click Save or press [ENTER]. Keyboard shortcut:  [ALT + s]
  	CAUTION:  If you forget to click Save, you may lose your changes.
  	You can use Search to view all of the existing Locations.  From the Search list you can select a Location to change or delete. Keyboard shortcut:  [ALT + r]
  	To display an existing Location, enter the Location Code and click Retrieve or press [ENTER]. Keyboard shortcut:  [ALT + t]
  Location Name	Enter the abbreviated Name of this location. (20 characters)
  Prof. Name	Enter the full name of the location here.  The Professional Name prints in box 32 on claim forms. (30 characters)
  Address	Enter the location's physical address here. (25 characters) Note:  The address prints in box 32 on claim forms.
  City	Enter the city or town name or a valid City code to display the associated City, State and Zip code for this location. (15 characters) Note:  The City prints in box 32 on claim forms.
  State	The US Postal Service state code displays if you entered a City code above.  Press [TAB] to accept or enter the US Postal Service state code for this location. (2 characters) Note:  The State prints in box 32 on claim forms.
  Zip Code	The Zip Code displays if you entered a City code above.  Press [TAB] to accept or enter another five-digit Zip code or the nine-digit Zip + 4 Code with the dash (-). (10 characters) Note:  The Zip code prints in box 32 on claim forms.
  Phone	Enter the primary phone number for the location. (10 characters)
  Group Number	If you are grouping by locations, enter a valid predefined Group number for this location. Note:  If you group by location, the Group number is required.  If you group by provider, leave this field blank. Tip:  How you group your practice is controlled by an INSight System Parameter.
  Place of Service	Enter a valid Place of Service ID that corresponds to the location. (2.0 numeric) Note:  Place of Service IDs are maintained during Place of Service Maintenance. Tip:  Your claims submitted to insurances can be denied if an invalid Place of Service is entered.
  Form Type 1 - 9	Generally, leave blank. Note:  Usually, you will not maintain individual Location codes for each of the Form Types you have.  Sometimes depending on your type of practice you may need to enter a Location code specified by the insurance carrier for the Form Type.  NDS Technical Support will determine if a Location code should be entered for a Form Type.
  Note:  The fields below are generally used for viewing information.  They are updated by the system and under normal situations you do not need to edit them.
  Services MTD	Displays the dollar amount of services that have been rendered by providers at the location during the current period. (7.2 numeric)
  Services YTD	Displays the dollar amount of services that have been rendered by providers at the location so far this year. (9.2 numeric)
  Payments MTD	Displays the dollar amount of payments that have been received for services that have been rendered by providers at the location during the current period. (7.2 numeric)
  Payments YTD	Displays the dollar amount of payments that have been received for services rendered by providers at the location so far this year. (9.2 numeric)
  Adj/Ref MTD	Displays the dollar amount of refunds and adjustments applied to services that have been rendered by providers at the location during the current period. (7.2 numeric)
  Adj/Ref YTD	Displays the dollar amount of refunds and adjustments applied to services that have been rendered by providers at the location so far this year. (9.2 numeric)
  Cases MTD	Displays the number of cases seen by providers at the location during the current period. (7.0 numeric)
  Cases YTD	Displays the number of cases seen by providers at the location so far this year. (7.0 numeric)
  Note:  The following fields are display-only and can not be edited.
  Totals MTD	Displays the calculated A/R dollar amount accumulated for services rendered by providers at the location during the current period. (9.2 numeric)
  Totals YTD	Displays the calculated A/R dollar amount accumulated for services rendered by providers at the location so far this year. (9.2 numeric)
  Last Year End A/R	Displays the Accounts Receivable amount the providers at the location had outstanding at the end of last year. (9.2 numeric)
  Current A/R	Displays the calculated Accounts Receivable dollar amount accumulated for services rendered by providers at the location during the current year. (9.2 numeric)

• Editing an existing Location, click More.

   CAUTION!  If you forget to click Save, you may lose your changes.

  1.  To display the record to be changed, enter the Location code and click Retrieve or press [ENTER].
  Keyboard shortcut:  [ALT + t]
  Tip:  If you do not know the Location code, you can click Search to see a list of locations.

  2.  To position the pointer to the information that you want to change, press [TAB] or click the field using the mouse.

  3.  Enter the data changes.

  4.  To complete the edit process, click Save or press [ENTER].
  Keyboard shortcut:  [ALT + s]

• Deleting a Location, click More.

  1.  To display the record to be deleted, enter the Location code and click Retrieve or press [ENTER].
  Keyboard shortcut:  [ALT + t]
  Tip:  If you do not know the Location Code, you can click Search to see a list of Locations.

  2.  Click File from the Menu Bar, and then click Delete.
  Keyboard shortcut:  [ALT] [f] [d]

  3.  At the Delete Records prompt, click the Proceed button to delete the record
  or, click the Cancel button to escape from the delete routine.
  
  Example:
  
  
  
  Note:  After you click Proceed, you will see the following message on the Status Bar.
  
  

   

• Maintaining a Location Set record, click More.

• Maintaining a Location CLIA number, click More.