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Practices and Locations (Add, Remove, Edit)

Version 20.3

Path: Practice Management tab > Practices/Locations 

Overview

In this section, you will learn how to add a Practice or Location to your OP database. The addition of a Practice should only occur when there is a new Practice NPI involved. Locations, however, should be added whenever a practice adds an additional location to their practice. 

Adding a Practice

NoteThe addition of a practice should only occur when a new NPI is involved. If you have questions as to whether or not you should be adding a new Practice to your database, please contact our Support team.

  1. Click the Practices tab, if not selected.

  1. Click the Add button .
  2. Enter all requested location information in the appropriate fields keeping these important points in mind:
  • Each Practice in your database must have its own sort order #.
  • Zip code must be nine digits, without a dash.
  1. Enter a Sort order to indicate where the location will appear in any applicable drop-down lists.
  2. Click the Save button  to save your edit.

Adding a Location

Follow the steps below to add a new location to your OP database. The addition of a location in the Practices and Locations table sets the groundwork for additional setup that must be configured in order for that new location to be fully functional in OP.  For the complete list of items to consider when adding a new location to your system, click here.

  1. Click the Locations tab.


  1. Click the Add button.
  2. Enter all requested location information in the appropriate fields, keeping these important points in mind:
  • Each location must have a selection made in the practice drop-down.
  • Zip code must be entered as 9 digits, no dash.
  • Payer requirements:
    • If all claims for the location require patients' PCPs to be populated as the Referring Provider (Box 17), select the checkbox to auto-populate this.
    • If all claims for the location require the Service Location (Box 32) to be populated on claims, select the checkbox to auto-populate this. 
  • CLIA ID is used to transmit the location's CLIA ID for billing purposes. 
  • The Sort order is the order in which this location will appear in location drop-down menus.

WarningOP software is configured to look to this NPID (Corporate) field first to determine the Group NPI to bill on claims (when the Billing Loop includes the Practice NPI). Once the Group NPI is entered here, a selection of the appropriate claim box is required. Choose one of the following:

  • Line 32 only (service location) to populate the Group NPI on line 32 of claims.
  • Line 32 + 33 (service and billing) to populate the Group NPI on lines 32 and 33 of claims.
If this field is left blank, OP will defer to the Practice NPI field in the Practice Info tab of the Staff/Provider Directory.

  1. Click the Save button. 

Note: Once a new location has been added, any patients registered while a user is signed into a particular location will automatically have that location listed as their Medical Home.

Editing a location

  1. Click the Locations tab.
  2. Select the practice location you would like to edit. The location information will appear on the right side of the window.
  3. Click the Edit button .
  4. Edit the information as needed.
  5. Click the Save button to save your edit.

WarningOP software is configured to look to this NPID (Corporate) field first to determine the Group NPI to bill on claims (when the Billing Loop includes the Practice NPI). Once the Group NPI is entered here, a selection of the appropriate claim box is required. Choose one of the following:

  • Line 32 only (service location) to populate the Group NPI on line 32 of claims.
  • Line 32 + 33 (service and billing) to populate the Group NPI on lines 32 and 33 of claims.
If this field is left blank, OP will defer to the Practice NPI field in the Practice Info tab of the Staff/Provider Directory.

Removing a location

  1. Under the Locations tab, select the practice location you would like to remove. The location information will appear on the right side of the window.
  2. Click the Location Retired checkbox, and click the Save button to save your changes.        
  3. The retired location will no longer appear in any location drop down list as an option.

Warning: The Primary location (Location 1) cannot be retired. If you attempt to archive the Primary location, a warning will be displayed.

Set up Data Visibility and Enable Multiple Office Location Feature

The Data Visibility tab allows you to set the data visibility permissions for each data domain (Patient, Financial, Administrative, Workflow, and Clinical) and to assign one permission level to each data domain. From the Data Visibility tab, you can also activate the 'multiple office location feature'. This feature allows practices with multiple locations the ability to navigate to another location's schedule (as long as Entire system permission has been selected) and provides a drop-down in the menu bar that will show and allow change to the logged in user's location.

  1. To set the Data Visibility permission levels for the selected Practice and Location, click one of the following radio buttons for each domain. Please note, Entire system (unrestricted) is the default setting for each domain.
Permission
Definition
Entire System (unrestricted)Can view all data for all locations.
Active location onlyData visibility pertains to the location the user is currently logged into.
All authorized locationsData visibility pertains only to the location the user is authorized to work.
Active practice onlyData visibility pertains to any location where the user is currently logged in.
  1. Under the Data Visibility tab, select the 'use multiple office location feature' checkbox if your practice has more than one location.

  1. Log out and close OP.
  2. Relaunch and log back in.
  3. The Multiple Office Location Feature will now be activated. A drop down box in the menu bar will show the logged-in user's location.
Version 20.2

Path: Practice Management tab > Practices/Locations 

Overview

In this section, you will learn how to add a Practice or Location to your OP database. The addition of a Practice should only occur when there is a new Practice NPI involved. Locations, however, should be added whenever a practice adds an additional location to their practice. 

Adding a Practice

Note: The addition of a practice should only occur when a new NPI is involved. If you have questions as to whether or not you should be adding a new Practice to your database, please contact OP Support.

  1. Click the Practices tab, if not selected.

  1. Click the Add button .
  2. Enter all requested location information in the appropriate fields keeping these important points in mind:
  • Each Practice in your database must have its own sort order #.
  • Zip code must be nine digits, without a dash.
  1. Enter a Sort order to indicate where the location will appear in any applicable drop-down lists.
  2. Click the Save button  to save your edit.

Adding a Location

Follow the steps below to add a new location to your OP database. The addition of a location in the Practices and Locations table sets the groundwork for additional setup that must be configured in order for that new location to be fully functional in OP.  For the complete list of items to consider when adding a new location to your system, click here.

  1. Click the Locations tab.
  2. Click the Add button.
  3. Enter all requested location information in the appropriate fields keeping these important points in mind:
  • Each location must have a selection made in the practice drop-down.
  • Zip code must be entered as 9 digits, no dash.
  • CLIA ID is used to transmit the location's CLIA ID for billing purposes. 
  • The Sort order is the order in which this location will appear in location drop-down menus.

WarningOP software is configured to look to this NPID (Corporate) field first to determine the Group NPI to bill on claims (when the Billing Loop includes the Practice NPI). Once the Group NPI is entered here, a selection of the appropriate claim box is required. Choose one of the following:

  • Line 32 only (service location) to populate the Group NPI on line 32 of claims.
  • Line 32 + 33 (service and billing) to populate the Group NPI on lines 32 and 33 of claims.
If this field is left blank, OP will defer to the Practice NPI field in the Practice Info tab of the Staff/Provider Directory.

  1. Click the Save button. 

Note: Once a new location has been added, any patients registered while a user is signed into a particular location will automatically have that location listed as their Medical Home.

Editing a location

  1. Click the Locations tab.
  2. Select the practice location you would like to edit. The location information will appear on the right side of the window.
  3. Click the Edit button .
  4. Edit the information as needed.
  5. Click the Save button to save your edit.

WarningOP software is configured to look to this NPID (Corporate) field first to determine the Group NPI to bill on claims (when the Billing Loop includes the Practice NPI). Once the Group NPI is entered here, a selection of the appropriate claim box is required. Choose one of the following:

  • Line 32 only (service location) to populate the Group NPI on line 32 of claims.
  • Line 32 + 33 (service and billing) to populate the Group NPI on lines 32 and 33 of claims.
If this field is left blank, OP will defer to the Practice NPI field in the Practice Info tab of the Staff/Provider Directory.

Removing a location

  1. Under the Locations tab, select the practice location you would like to remove. The location information will appear on the right side of the window.
  2. Click the Location Retired checkbox, and click the Save button to save your changes.        
  3. The retired location will no longer appear in any location drop down list as an option.

Warning: The Primary location (Location 1) cannot be retired. If you attempt to archive the Primary location, a warning will be displayed.

Set up Data Visibility and Enable Multiple Office Location Feature

The Data Visibility tab allows you to set the data visibility permissions for each data domain (Patient, Financial, Administrative, Workflow, and Clinical) and to assign one permission level to each data domain. From the Data Visibility tab, you can also activate the 'multiple office location feature'. This feature allows practices with multiple locations the ability to navigate to another location's schedule (as long as Entire system permission has been selected) and provides a drop-down in the menu bar that will show and allow change to the logged in user's location.

  1. To set the Data Visibility permission levels for the selected Practice and Location, click one of the following radio buttons for each domain. Please note, Entire system (unrestricted) is the default setting for each domain.
Permission
Definition
Entire System (unrestricted)Can view all data for all locations.
Active location onlyData visibility pertains to the location the user is currently logged into.
All authorized locationsData visibility pertains only to the location the user is authorized to work.
Active practice onlyData visibility pertains to any location where the user is currently logged in.
  1. Under the Data Visibility tab, select the 'use multiple office location feature' checkbox if your practice has more than one location.

  1. Log out and close OP.
  2. Relaunch and log back in.
  3. The Multiple Office Location Feature will now be activated. A drop down box in the menu bar will show the logged-in user's location.