ADMIN - Set Up Organizations and Locations

Your practice is set up on the Practice page as organizations and locations:

• Organization: your practice as a business. It holds the business details, such as the organization NPI, tax ID, business address, and contact information. If your practice operates under more than one tax ID, set up each one as a separate organization.
• Location: a place where patient care is given. It holds its own site address, phone, and place of service. A location can be physical, or virtual for telehealth. Each location belongs to one organization.

Before you begin

You need access to Admin and permission to manage your practice.

How to add an organization

1. Go to Admin > Practice.
2. Select Add organization.
3. Enter the Organization name. This is a required field.
4. Add any other details, such as the Organization NPI, Tax ID, address, and contact information.
5. To set up the organization’s first location at the same time, turn on Also create a location.
6. Select Save changes.

Some features need more than the organization name. For example, e-prescribing with Ensora needs the tax ID, a full address including country, a phone number, and a fax number.

How to add a location

1. Go to Admin > Practice.
2. On the row of the organization that runs the location, select Add location.
3. Enter the Location name.
4. Choose whether the location is Physical or Virtual. Only a physical location has an address and phone.
5. For a physical location, enter its address and Phone.
6. Choose a Place of service.
7. Optionally, for a physical location, turn on Allow virtual visits to also create a matching virtual location for telehealth.
8. Select Save changes.

How to edit an organization or location

1. Go to Admin > Practice.
2. On the organization’s or location’s row, select Edit.
3. Update the details and select Save changes.

How to inactivate an organization or location

1. Go to Admin > Practice.
2. On the organization’s or location’s row, select Edit.
3. Turn off Active.
4. Select Save changes.

To see inactive organizations and locations, change the status filter above the list from Active.

Understanding what you’re looking at

Setup checklist

The Setup checklist at the top of the Practice page shows what your practice still needs before appointments can be booked. For example, it shows whether every location has a place of service and weekly hours. Weekly hours are set in calendar settings. See ADMIN - Configure Schedule and Availability.

Organization fields

Field	What it means
Active	Whether the organization is in use.
Organization name	Name of the organization. Required.
Parent organization	The organization this one belongs to. Your top-level organization has no parent.
Organization NPI	The organization’s NPI. Usually the Type 2 NPI; a sole practitioner may use their individual NPI.
Tax ID	Choose EIN or SSN, then enter the number.
Address	Street address, Apt, suite, unit (optional), City, State, ZIP, and Country of the business.
Phone	Business phone number.
Fax	Business fax number. If you don’t have a fax, enter your phone number again. E-prescribing needs one.
Email	Business email address.
Website	Website URL of the organization.
Primary business entity	Marks this organization as your primary business entity. Only one organization can have it.
Locations in this organization	The locations this organization runs. Shown when you edit an organization.

Location fields

Field	What it means
Active	Whether the location is in use.
Location name	Name of the location.
Managing organization	Which of your organizations runs this location.
Physical or Virtual	Whether patients visit in person or by telehealth. A virtual location has no address or phone.
Address	Site address. Physical locations only.
Phone	Site phone number. Physical locations only.
Place of service	The CMS place of service code for visits at this location, for example 11 (Office). Virtual locations use a telehealth code, 02 or 10.
CLIA number	The location’s CLIA number, if it runs a lab. Two digits, the letter D, then seven digits.

FAQ

Which NPI do I use for the Organization NPI? Use your Type 2 NPI if you’re an incorporated sole practitioner, a single or multi-specialty group, or a licensed facility. Use your Type 1 NPI if you’re a sole proprietor.