Service Facility Locations identify the specific location(s) where the provider rendered services. Including Service Facility Location(s) is necessary to ensure your claim form is reviewed and processed without delay, as it helps confirm where the services were performed and supports accurate claim evaluation. Providing complete and correct service facility details helps prevent processing issues and ensures timely handling of your claim. 

Service facility locations screen

To begin, navigate to the Utilities icon. 

Click Practice Setup, then choose Service Facility Locations.

The Service Facility Locations screen displays five columns that provide key information about each facility location:

• Name - Displays the name of the service facility location.
• External ID - Shows a unique external reference number. This number serves as a mapping identifier when data is imported from other systems, allowing the system to match incoming records with existing entries accurately.  
• Deactivated Date - Indicates the date the facility location was deactivated.
• Deactivated By - Identifies the user that deactivated the facility location.
• Status - Indicates whether the facility location is currently active or inactive.  

Each column can be sorted in either ascending or descending order. Clicking the column header once will sort it in ascending order, and clicking it again will sort it in descending order. To return to the original sorting, click the Reset Grid icon in the top right corner of the screen. 

To narrow your search, click the magnifying glass icon in the search field or type directly into a column’s search field to locate specific details within that column. To further refine your results, click the Filter icon for the column. If needed, you can also include deleted reference sources by selecting the Show deleted checkbox located in the top header.

To print or export the information displayed on the screen, click the PDF or CSV icon. Selecting one of these options allows you to generate a printable document or download the data in a file format for saving, sharing, or offline review.

Create a service facility location

To add a new service facility, navigate to the Service Facility Locations screen and click New Location. This will open a form where you can input all necessary details about the facility, such as its name, address, identifiers, and licensing information, allowing you to maintain up-to-date and accurate records.

In the Location Name field, enter the official name of the service facility location. For example, Dr. Jones Office, this is how the location will be identified throughout the system. 

Provide additional descriptive details about the location in the Location Description field. For example, Dr. Peter Jones Annapolis Office, this helps differentiate between multiple locations if applicable. 

Enter the location’s address, ZIP code, city, and state into the mandatory fields. 

The External References Number field displays a unique external reference number. This number serves as a mapping identifier when data is imported from other systems, allowing the system to match incoming records with existing entries accurately. 

Choose the type of location according to HCFA professional classification codes from the Location Type (HCFA Profession) dropdown menu. This helps categorize the kind of facility for billing and regulatory purposes. 

Choose the institutional classification of the location based on UB04 codes from the Location Type (UB04 Institutional) dropdown menu. By selecting a code from this dropdown menu, it ensures accurate processing for institutional claims.  

Enter the location NPI number, which is a 10-digit number assigned to healthcare providers and facilities for identification in electronic transactions. This ensures that the facility is accurately identified, proper billing and reimbursement. 

Enter the CLIA number, which is the certification assigned to a facility that performs laboratory testing to ensure compliance. This number is required for any facility conducting lab tests, such as blood work or pathology services. 

If applicable, enter the facility’s mammography code in the Mammography Code field. This code identifies the location as certified to perform mammography services. For example, a breast imaging center includes this code when submitting insurance claims for mammograms to ensure the facility is recognized as authorized to provide these services. It is required for both billing and regulatory purposes whenever mammography procedures are performed. 

Enter the State License Number in the designated field, if applicable. State License Numbers are typically required on claims to verify the provider’s credentials and ensure services are billed under the correct licensed professional, especially when submitting to certain insurers or state-regulated programs.  

Enter the Location Number in the designated field, if applicable. Location Numbers are typically used on claims to identify the specific office or facility where services were provided, ensuring accurate billing and proper attribution within multi-location practic

A taxonomy code should be entered if the provider’s specialty or subspecialty needs to be clearly identified for proper claim processing. This is particularly important if the provider is enrolled under multiple specialties or if the payer requires specialty designation for certain services. 

You can add a Secondary Identifier by clicking the green plus icon. Secondary identifiers are used when you need to send a payer information that is different from the primary selection at the top of the screen. Enter the following information:

• Use Secondary ID Only - Select this option if the payer requires the secondary identifier to be used instead of the primary identifier for claims submission.
• Payer - Select the payer to which this identifier applies.
• NPI - Enter the NPI required by the selected payer
• State License Number - Enter the provider’s state-issued license number, if required by the payer. 
• Provider Commercial Number - Enter the commercial or payer-assigned provider number used for billing purposes.  
• Location Number - Enter the location number that identifies the specific office or facility where services were rendered. 

For example, if the primary identifier is the organization’s NPI but a specific payer requires the provider’s individual NPI, you can enter the individual NPI as a secondary identifier to ensure the claim is processed correctly.

Once you’ve entered the required information, click Save to apply your changes. 

Deactivate or delete a service facility location

A service facility location can only be deleted if it has not been used to submit a claim. If the location has already been used for claim submission, the delete option will not be available. In that case, the location must be deactivated instead of deleted.

From the Service Facility Location screen, click on the name of the location you would like to access. 

On the bottom left side of the screen, you will see options to Deactivate, Delete, or both. If the service facility location has not been used for claim submission, both options will be available. However, if the location has already been used to submit a claim, the Delete option will no longer appear, and only the Deactivate option will be available.

When you select the Delete option, a confirmation popup will appear asking, “Do you want to delete?” Click Yes to proceed with the deletion.

When you select the Deactivate option, a confirmation popup will appear asking, “Are you sure you want to deactivate this location?” Click Yes to proceed with deactivation.

Service facility locations that have been deactivated can be reactivated by navigating back to the Service Facility Location screen and selecting the Reactivate option on the bottom left side of the screen.