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Building Input

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[Navigation] Utilities > Maintenance > Building Input

[Accordion] Overview

The Building/Billing Location Input form lets you set up the service locations where your practice operates. Adding these locations early ensures they are readily available across the system for use in the schedule, staff assignments, billing, claims, appointment reminders, and more.

[Permissions] The staff member must have Full permissions to Maintenance to access the Building Input form. [Staff > Staff Info > System Permissions > Maintenance]

[Accordion] Getting Started

Set up your practice's physical and service locations so they seamlessly integrate across your scheduling, billing, and other parts of your system.

Record List View

This table lists all configured Buildings. You must create at least one to enable Place of Service/Location options for scheduling, billing, and patient management across the system.

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  1. [[img:add >> lbl:Add New]] Click/Tap to create a new Building record.
  2. Action:
    • [[img:edit >> bg:white]] Click/Tap to open the selected Building record and modify its information
  3. Quick Filter Tags: 
    • Enabled: Displays active Building records
    • Disabled: Displays disabled Building records

Building Input

This form lets you view add/edit key business, billing, service, and reminder details for the selected Building entry.

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  1. Business/Billing Location Information:
    • Building Name (required): Enter a name that identifies the Building or facility. This name appears throughout the system when selecting a Place of Service or Location
    • Status (required): Determines whether the Building is active and available throughout the system. When Enabled, the Building is active and available in system dropdowns; when Disabled, it is hidden from future selection while preserving historical data
    • Address: Enter the business or billing address associated with the location
    • City: Enter the city where the Building is located
    • State: Enter the state or province where the Building is located
    • ZIP: Enter the ZIP or postal code associated with the Building. For billing purposes, a nine-digit ZIP code is recommended.
      • [[img:download_for_offline >> lbl:Retrieve ZIP Code]] Retrieves ZIP code information based on the entered location details when available
    • Phone: Enter the primary contact number for the Building
    • NPI (MH): Enter the NPI (National Provider Identifier) used for Mental Health billing purposes
    • NPI (CD): Enter the NPI used for Chemical Dependency billing purposes
    • Tax ID: Enter the Tax Identification Number associated with the Building
    • PCN: Enter the PCN (Processor Control Number) associated with the location, if applicable
    • Corporation name: Enter the corporation name associated with the location
    • Type of Location: Select the location type for this building. Along with the Identifier, this populates Box 19 on CMS-1500 paper claims and Loop 2300 NTE on electronic claims (when Send Location Identifier is enabled in Insurer Plan Setup)
    • Identifier Prefix: Enter the prefix that will be combined with the location identifier when claim-related location identifiers are generated. When the Send Location Identifier option is enabled for an insurer on the Insurer Plan Setup form, the value entered in this field, together with the selected Type of Location and Identifier, is sent in Box 19 of the CMS-1500 claim form and Loop 2300 NTE for electronic claims
    • Identifier: Enter the location identifier associated with the selected location type
    • Taxonomy Code: Select the Taxonomy Code associated with the location's National Provider Identifier (NPI)
    • Main Building for Billing: Check this box to designate the Building as the primary billing location for the clinic. When Main Building is selected in Insurer Plan Details dropdowns, it will pull from this Building record
    • Default Building: Check this box to make the Building the default Place of Service selection throughout the system when applicable
  2. Service Location Information: Contains the information used when services are physically rendered at the location.
    • Address: Enter the Service Location address
    • City: Enter the Service Location city
    • State: Enter the Service Location state or province
    • ZIP: Enter the Service Location ZIP or postal code
      • [[img:download_for_offline >> lbl:Retrieve ZIP Code]] Retrieves ZIP code information for the service location
    • Tax ID: Enter the Tax Identification Number associated with the Service Location
    • PCN: Enter the Provider Commercial Number (PCN) associated with the Service Location. If available, this value is included in the REF*G2 segment of ANSI 837 electronic claim files
    • Corporation Name: Enter the corporation name associated with the Service Location
    • Assigned ID: Enter the identifier assigned to the Service Location
    • Type of Location: Select the applicable location type for the Service Location
    • Credit Card TC ID: Select the credit card transaction ID associated with the Service Location
    • [[img:download_for_offline >> lbl:Load from Business/Billing Info]] Click/Tap to automatically populate the Service Location Information fields using the values entered in the Business/Billing Location Information section
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  1. Remit To Information:
    • 'Remit To' Information to Display on Statements: Enter payment instructions, recipient name, and mailing address (limited to four lines for optimal formatting). If a statement includes multiple billing locations, the details from the final claim will display.
  2. Location-Specific Reminder Information:
    • Content to Include in Appointment Reminder Script: Enter location-specific wording for Appointment Reminders, such as office names, directions, or other location-related instructions.
    • Location-Specific Caller ID: Enter the phone number that should appear as the Caller ID for Appointment Reminder calls originating from this location
  3. Buttons:
    • [[img:policy >> lbl:Record Audit Log]] Select to view audit history for an existing Building entry, including creation and edit timestamps and associated staff members. (Unavailable when creating new records.)
    • [[img:save >> lbl:Save]] Click/Tap to save the Building record and any changes made to its information. Once saved, the location becomes available across the system based on its configured settings and status.
    • [[img:close >> lbl:Cancel >> bg:grey]] Click/Tap to close the record without saving any unsaved changes. Any modifications made since the last save will be discarded.

[Accordion] Patient access based on Place of Service (POS)

Patient access is managed based on Place of Service (POS) through the following Options form settings:
[Q] Enforce Security Based on Place of Service 

[A] Restricts staff access to patients based on their Primary Place of Service. When checked, location permissions configured in Staff Info > Patient Access Permissions > Place of Service are enforced system-wide. 

[Options Form > Security > Enforce Security Based on Place of Service] 
[Q] Only Show Patients In Accessible Locations 

[A] Restricts patient visibility in search results and lists to only those at staff-authorized Building locations. When unchecked, unauthorized patient names remain visible, but their full records cannot be opened. 

[Options Form > Security > Only Show Patients In Accessible Locations]

[Accordion] FAQs

[Q] Why do I need to create a Building Input record?

[A] Building records are used throughout the system in the Schedule, Demographics, Staff Assignments, Appointment Reminders, Billing Account and Place of Service selections. At least one Building record is required for proper system configuration.

[Q] Where does the Building Name appear?

[A] The Building Name appears in various location-related dropdowns and forms throughout the system, including Staff Info, Patient Demographics, Patient Contacts, and Schedule records.

[Q] What is Location-Specific Reminder Information used for?

[A] It allows clinics to include location-specific details in Appointment Reminders, such as office names, addresses, parking instructions, or other helpful information.

[Q] Can the Business/Billing address and Service Location address be different?

[A] Yes. Billing location refers to the physical address or brick-and-mortar site where a clinic operates, while service location specifies the precise setting or context where a clinical interaction or treatment actually occurs (which may be inside that building, online, or off-site).

[Q] What is an NPI and why is it required?

[A] An NPI (National Provider Identifier) is a unique identification number used for healthcare billing and claims processing. The appropriate NPI values should be entered for Mental Health (MH) and Chemical Dependency (CD) billing when applicable.

[Q] Can I control which staff members have access to a Building's patients?

[A] Yes. Staff access can be managed through Building Permissions and Staff Info > Patient Access Permissions > Place of Service, allowing administrators to grant or restrict access by location.

[Accordion] Related Articles

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