Set Up Office Locations

You maintain the list of office locations in your practice in your Office editor. The patient's financial transactions and appointments default to the office assigned to the patient folder. Much of the data entered in this editor links to the Contact page of your Practice Connect app.

Choose Your Settings

1. Open Offices Editor - Home ribbon bar > Tools section > Editors > Practice > Offices.  (You can also use the Search field to look for the editor you want to work with.)

   

2. Create or Edit an Office Record - Click new to create a new office location for your practice, or choose to work with an existing record. Once you create a record, you cannot delete it. You can, however, flag it Inactive. Records you flag as Inactive are not available for general use, but they remain in your system for reporting and other data collection needs. In addition, you can toggle records back to Active whenever needed.

   Create a New Record - Click New, then enter the details for your new record.

   

   Select Existing Record - Your list of existing records appears at the left. Scroll through the list, and click the record to work with. Then review and edit the details. If not all your records appear in the list, you can enable the Show Inactive option to see them.

   

3. Office Details - All of the settings in this editor are system-wide: When you change a setting, you change the setting for all Edge Cloud users and workstations in your system. As noted in the descriptions below, certain information about each active office will appear on the Contact page of your Practice Connect app; the information for inactive offices will not be included in the app.

   

   Inactive / Active Toggle - Once you create a record, you cannot delete it. You can, however, flag it Inactive. Records you flag as Inactive are not available for general use, but they remain in your system for reporting and other data collection needs. In addition, you can toggle records back to Active whenever needed.

   Name - Enter the name of this office. If you have multiple offices, be sure the name is different enough so it is easy to select the correct location for your patient folders. The name also appears as a heading on the Contact page of your Practice Connect app.

   Abbreviation - Enter an abbreviation for this office. Make sure the abbreviation is easy to distinguish from other office records in your practice. This information is not linked to your Practice Connect app. The abbreviation appears on the Patient Information Panel of the patient folder, among other places in your system.

   Address, City, State, Zip, Phone - Enter the local street address and phone number for this location. This data appears under the heading for this office on the Contact page of your Practice Connect app. You can choose to enter a different billing address for this office, if needed, on the right side of the screen.

   Latitude / Longitude - Enter the latitude and longitude of this office to allow patients to sign in for their appointment once they come within a certain distance of your office. To find the coordinates, go to www.maps.google.com and enter your street address. Right click the location on the map and select What’s Here? Under the search box, an information card with the coordinates will appear. Latitude is listed first, then longitude.

   

   Email Addresses - You can enter several email addresses specific to this office to facilitate routing messages to the correct staff member. Each email address will appear under the heading for this office on the Contact page of your Practice Connect app.

   NPI Type 2 - The NPI (National Provider Identifier) field complies with the Health Insurance Portability and Accountability Act (HIPAA), allowing a 10 digit number. You may be required by law to have this number appear on paper and/or electronic insurance claims. This information is not shared with your Practice Connect app.

   License & Tax ID Numbers - Record the appropriate tax and license identification numbers for this location. This information is not shared with your Practice Connect app.

   Foursquare ID - Enter the foursquare id for this location. This information appears under the heading for this office on the Contact page of your Practice Connect app.

   Color Code - Select a color to represent this office. The background of the patient folder header is color-coded according to the office assigned to the patient.

   Form Email Templates - Use the Form Email Templates section of your Offices editor to select which appointment card and receipt template to use when sending forms via email. Edge Cloud will select the receipt template according to the office assigned in the patient folder, and the appointment card template according to the office assigned to the scheduled appointment (not necessarily the patient's assigned office). See "Set Up Form Email Options" for details.

   Assigned Orthodontists - Select the doctors that practice at this office. If an operator does not have rights to access this office's data, that operator will not be able to access the assigned orthodontist's data, including patient, appointment, and financial information. (See "Set Up Operator Accounts" for details about assigning offices to operator accounts.)

   Assigned Assistants - Select the assistants that work at this office. If an operator does not have rights to access this office's data, that operator will not be able to access the assigned assistant's data, such as patient appointment information. (See "Set Up Operator Accounts" for details about assigning offices to operator accounts.)

   Billing Address - If this office's physical address is different from the billing address, enter the billing address here. You can use the drop down button to select a billing address you have already created, or click Add to add a new billing address for your practice. This address will be used on patient statements and other financial documents and forms.

4. Save Changes - Click Save in your Quick Access toolbar or File ribbon bar (or press Ctrl+S on your keyboard) to save any changes you have made.

   

More Information

Print - You may want to print this list as a report for reference. See "Office List" for details.

Editor History - When you open more than one editor without leaving the Editors window, a history of those editors appears at the top of your screen. You can click a name in the history to return to any previously opened editor, easily going back and forth between editors. This is useful, for example, when you are working with editors that are related to one another, such as the Treatment Chart Style editor and the Treatment Chart List editor.