Setting up additional offices

You can add unlimited office locations to your account. To add an office location:

• Navigate to Settings > My Practice > Locations
• Click Add a location

• Enter the following details for the office location:
  • Office Name
  • Location
    • If you need to create an office location without an address, you can put dashes in the street, city, and ZIP Code boxes
  • Public View option
    • To learn more, see Hiding or displaying your address publicly
  • Color
  • Insurance Place of Service code
• Click Save

Note: Each location can be assigned one Insurance Place of Service code. See What if I’ll be alternating between Insurance Place of Service codes 02 and 10? for information about manually adjusting Place of Service codes.

Each office location is color coded, with different colors representing different office locations. The color you select for an office location appears as a thin line on the left side of the appointment block on your calendar:

Note: When using Telehealth by SimplePractice, one Video Office will appear under Telehealth on the Locations page. While you can create another virtual office location, only the Telehealth: Video Office will send Telehealth links. To learn more, see Getting started with Telehealth.

To update an existing office location:

• Navigate to Settings > My Practice > Locations
• Click Edit next to the office location you want to update
• Update the office location details, as needed
• Click Save

Adding a billing address

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

• Business Billing
  
  • This address will display on your SimplePractice subscription invoices and isn’t client-facing
• Client Billing
  • This address will display on all client-facing billing documents, such as invoices, statements, and superbills
  • If you enable Use Practice Default in your insurance billing settings, this address will automatically populate on claims 
    • For more information, see Entering your billing information

To add a billing address:

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

• Complete the address information 
• Click Save

Note: If you already have an office location in your account, it'll automatically default as both your Business Billing and Client Billing address.

To update an existing Business Billing or Client Billing address:

• Navigate to Settings > My Practice > Locations
• Click Edit next to the address you want to change

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

• 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.

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, Appointment-request Widget, and the Client Portal.

Important: This setting will affect your Monarch profile, Professional Website, and appointment request widget, as well as your Client Portal for clients that aren’t logged in. This setting doesn’t change the visibility of the address anywhere else.

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

• Click Save

When you hide your address from the public view, new clients requesting an appointment will see a map showing your approximate location with a zoomed out view:

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

Tip: If you provide in-home or mobile sessions, you can enter In-home/mobile appointment in the Street field. While this field is required to save a practice location, you can choose to Hide Address.

Editing the Insurance Place of Service

If you plan to provide superbills to your clients, you'll want to make sure you’ve added 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
• Click Edit next to the office location
• Choose the correct code from the Insurance Place of Service dropdown menu

• Click Save

If you're unsure of which code to use for the Insurance Place of Service, we recommend contacting the payers you’ll be working with directly for clarification on which code they'd like you to include on superbills.

Note: For more information on superbills, see Creating superbills.

Assigning a client to a specific office

If a client is seen at a specific office location, you can assign the client to that location. When an appointment is created for this client, the appointment will automatically assign to the desired office location.

To assign a client to a specific office: 

• Navigate to the client's Overview page
• Click Edit
• Scroll down to the Location section
• Select the office where the client is typically seen from the dropdown menu
  
  • The office location selected will be reflected in appointment reminders, but billing documents will still display your primary office location or Client Billing address

• Click Save Client

Note: If needed, you can override the default office location when you create an appointment in the calendar. For more information about scheduling appointments, see Adding and managing appointments.