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Adding office locations

Adding office locations

You can set up your office locations so that your appointments, appointment reminders, and billing information display your correct office information. This guide will walk you through how to set them up:


Setting up additional offices

  • Navigate to Settings > My Practice > Locations
  • Click Add a Location and enter the address

officelocation.simplepractice.mypractice.png

  • Choose a Color, Public View option, and the Insurance Place of Service code
  • Click Save
  • Repeat for any additional locations

Note: If you need to create an office location without an address, you can put dashes in the street, city, and zip code boxes.

The color coding appears as a thin line on the left side of the appointment block on your calendar:

colorcoding.simplepractice.calendarhomepage.png


Adding a billing address

You can add both a Business Billing address and a Client Billing address to appear on your corresponding billing documents.

  • Business Billing
    • This address will display on your SimplePractice subscription invoices
  • Client Billing
    • This address will display on all client facing billing documents, such as invoices, statements, and superbills

To add a billing address:

  • Navigate to Settings > My Practice > Locations
  • Click Add next to either Business Billing or Client Billing

addbillingaddress.simplepractice.billingaddress.png

  • Complete the address information and click Save

Note: If you already have an office location in your account, it'll automatically default as your billing address.

To change an existing Business Billing or Client Billing address:

  • Navigate to Settings > My Practice > Locations
  • Find the address you want to change and click Edit

editbillingaddress.simplepractice.locations.png

  • Select the address from your existing addresses, or add a new one by clicking Enter a different location

enterdifferentlocation.simplepractice.locations.png

  • Click Save

If the billing address you've added matches an existing office address in your account, you'll see a corresponding icon next to that address to indicate whether it's a Business Billing address, Client Billing address, or both:

addressicon.simplepractice.billingaddress.png


Hiding or displaying your address publicly

You can choose whether you'd like your office addresses visible or hidden to the general public via your Monarch profile, Professional Website, Booking Widget, and the Client Portal.

To change the visibility of your office addresses:

  • Navigate to Settings > My Practice > Locations
  • Click Edit next to your office location
  • Select Hide Address or Show Address

hideaddress.simplepractice.officelocation.png

  • Click Save

When you hide your address from the public view, the map will show an image with your approximate location in a zoomed out view:

addresshidden.simplepractice.locations.png

If you choose to publicly show your address, the map will show your exact address in a zoomed in view with directions to your location:

addressshown.simplepractice.locations.png

After a client signs into their Client Portal, they'll be able to see your full address regardless of whether you choose Hide Address or Show Address. Similarly, new clients will be able to see your address after they book an appointment with you while signed into the Client Portal.

Note: All office locations will default to Hide Address. 


Assigning a client to a specific office

  • Navigate to your client's Overview page 
  • Click Edit
  • Scroll down to the Location section
  • Select the office where the client is typically seen from the drop down menu
  • Click Save Client

The office location selected will be reflected in appointment reminders, but the primary office location for your practice will still be listed on all billing documents.

Note: You can override the default office location selected when you create an appointment in the calendar (i.e. if your client is being seen at a different office for a specific appointment).


Deleting an office location

You can delete an existing office location by navigating to Settings > My Practice > Locations. From there, click the trash can icon next to the office:

deleteoffice.simplepractice.locations.png

When deleting an office location, there are a few things to keep in mind:

  • All future appointments at that location will be automatically updated to Location: Unassigned
  • Any availability blocks at that location will be automatically removed
  • Any billing documents listed with that address will remain unaffected

Note: If any billing documents (invoices, statements, or superbills) are retroactively deleted and recreated for past appointments, the new default office location will be displayed.


Editing the Insurance Place of Service

If you intend to provide superbills to your clients, you'll want to make sure the correct Insurance Place of Service for your locations. To edit the Insurance Place of Service for an office location:

  • Navigate to Settings > My Practice > Locations tab
  • Click Edit next to the office location
  • Scroll down to the Insurance Place of Service field

insuranceplaceofservice.simplepractice.clientbilling.png

  • Choose the correct code from the drop down menu
  • Click Save

Note: If you're unsure of which code to use for the Insurance Place of Service for a given location, we recommend contacting the payer directly for clarification on which code they'd like you to include on superbills. 

For more information on superbills, see Creating superbills FAQs.

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