Multi-location Feature - Single Database

Do you have more than one location for your practice? Or, are you thinking of growing your practice and adding a location in the future? ChiroSpring has you covered.

There are two ways to run a multi-location practice.

• Multiple Databases Advantages

  • Supports multiple Tax ID's
  • Each location will have a separate ChiroSpring Pay account (this means monies can deposit to one or more bank accounts)
  • Reporting is per location, always

• Single Database Advantages

  • All patients are in a single database. This ensures there are no duplicated patient accounts.
    • One ledger
    • Easier to communicate with
    • Easier to share records
  • Centralized Claims - You may submit claims from all locations under a single Pending Claims folder.
  • Save money (only paying for one ChiroSpring 360 subscription)
  • All patients are in a single database meaning if they go to location 1 or location 2 they do not need to be entered twice
  • Reports can be run "by location" when selecting the same Profile Name (e.g. Location A vs. Location B)

In this article, we will focus on multi-location from a single database. Follow the steps below to setup multiple locations in your single ChiroSpring database.

The first thing you will need when setting up multiple locations using a single database are duplicate providers. You will need a unique provider for EACH location.

The provider should have the same name (for their real name of course). However, use the Profile Name box to define their "display name" which will be shown when toggling locations or generating reports.

We recommend using the location name as the Profile Name (see below).

Below is the duplicate provider I created. As mentioned, the real name of the provider will be the real provider's name. For "Profile Name" I entered "Location B".

In addition, I have set the default location using the dropdown box.

Make sure to click the action button below and save so changes are not lost.

Now you can see I have two duplicate providers under my Active Users list. Note the profile name is displayed so you can differentiate between the provider's respective location(s).

Next make sure you specify the appointment categories patients can schedule with to your providers. In the example below both of my Albery, Brian providers are set to allow for "Adjustment" as an appointment category patients can be scheduled with.

Now that you have created duplicate providers and used the "Profile Name" to differentiate each location, you can easily determine the location on the scheduler (see below).

On the left menu, check the box for all provider's at that location (as an example check all of the Location A providers). This will show only provider's for location A (this will reflect on Front Desk as well).

You can also use the location filter (see below) to quickly hide/show patients from a particular location. This will NOT hide provider columns but will only hide patients for the location(s) not selected. We recommend using the check-boxes if you want to hide/show provider columns as mentioned above.

You will notice when you book an appointment you can also see the Profile Name ("Location B below). In addition, the location for that provider is automatically selected based on the location you set as default for that provider.

Now I have booked a patient to each provider. See below. Next let's look at the Front Desk.

On the Front Desk you may check or uncheck any providers you do not want shown on Front Desk. Alternatively, if you choose the location using the dropdown (see below), the software will only show patients scheduled to that location on the Front Desk.

We recommend using the check-boxes.

Reports that can be generated by provider can now be generated by "location". Just run reports for a particular location by choosing all with the same Profile Name (e.g. select all "Location A" providers).

If you followed our guidance on creating a separate user account per location, this makes generating reports "by location" a bit more manageable. The following reports allow you to filter on provider. Therefore select all providers from location A to get the location A data, and vice-versa.

• Activity Report
• Practice Statistics Report
• Aging Report
• Appointments Report

We also recommend using our User Earnings Report to track the earnings for a given provider. Follow the steps IN THIS ARTICLE for tracking user earnings.

We have already mentioned you will need to create a provider for each location. Below we will discuss which CMS-1500 boxes you may need to update to ensure your claims are correct for that location.

First, create each location in Settings/Setup.

Of note, the Primary Service Facility allows you to not only enter address and clinic e-mail. You also enter your Federal Tax ID and Billing NPI in addition to Taxonomy code.

What's great is you can OVERRIDE this data at the USER LEVEL. Meaning, if one of your provider's wants Tax ID or Billing NPI to appear different on their claims, they would set this for their user account (see below).

To do this, go to Settings/Clinic/Users & Rooms.

First setup the provider's NPI and Taxonomy Code. Then, determine which Box 32/33 information you want on the claim from the default facility dropdown (see below).

In addition, you may override the following boxes for the provider. To do so, toggle that option on, then populate that data in the expanded section.

• 25
• 32
• 32a
• 32b
• 33
• 33a
• 33b

Now that you have separate user accounts for each location, your claims will populate correct based on the user settings for the above CMS-1500 fields.