Updating location information

When your organization was signed up to use Ascend Academic, Henry Schein One entered basic information about each location, which you can update as needed.

To update your location information

1. On a location's Location Information page > Basic Info tab, update the location name, logo, contact information, fee schedule, sale tax, and/or time zone as needed.

   

   • Location Name - Enter the name of your location as you want it to display on account statements and other correspondence sent to your office by Henry Schein One, billing statements sent to patients, and claims.

   • Abbreviation - Enter a code (up to 5 alphanumeric characters in length) to identify the location in the following areas of Ascend Academic:

     • Before the location name on the Location menu.

       

     • On billing statements that are generated for patients individually, during checkout, or in a batch. If the Include location abbreviation check box is selected when a statement is generated, an abbreviation displays after any procedure that was performed at this location.

       

   • Location Logo - Set a logo for this location. This logo will display online if you are using the online booking feature. To attach a logo, clicktap Select Image, browse for and select the image file, crop the image, and clicktap Apply.

     

   • Location Name - Enter the name of your location as you want it to appear on account statements and other correspondence sent to your office by Henry Schein Practice Solutions, billing statements sent to patients, and claims.

   • Address, City, State, ZIP code - Enter the address of your location as you want it to appear on billing statements sent to patients and claims (box 56). Henry Schein One may use this to contact your office.

   • Phone number - Enter the main contact phone number of your location. Henry Schein One may use this to contact your office.

   • Email - Enter the main contact email address of your location. Henry Schein One and patients may use this to contact your office. Also, the email address displays on the system's automatically generated email and text messages that are sent to the patients.

     Tip: If you want the patients to contact the location by email, it's recommended you enter the location's email address.

   • Website - Enter the website address of your location.

   • NEA facility ID - There may be cases when you need to know your NEA facility ID. It displays here for your reference.

   • eTrans User ID - There may be cases when you need to know your eTrans User ID. It displays here for your reference.

   • Non-Practicing Location - There may be cases when you need to know if a location is set as non-practicing and allows students to access only Ascend Academic evaluations from remote IP addresses. It displays here for your reference. If the location is non-practicing, the toggle is set to Yes. If the location is practicing, the toggle is set to No.

   • Preferred fee schedule - Select the fee schedule that you prefer to use at your location.

     Note: By default, the location's default fee schedule (the fee schedule that was created by the system automatically for the location) is selected. It is recommended that you use the default selection because maintaining fees for the location's fee schedules and procedure codes will be simpler due to the fact that updating a fee for a procedure code in the location's default fee schedule affects the fee for the same procedure code on the location's Procedure Codes page and vice versa.

   • Local tax - Enter the amount of tax that is to be charged (for example, 6.50 %) if your state requires sales tax to be charged for all products and services you offer. Currently, this is for reference only.

   • Require reasons for incomplete tasks - When completing an appointment, you can have Ascend Academic remind you to complete all appointment tasks and specify a reason for not completing all appointment tasks if you do not complete them all. Set the toggle to Yes to make users provide a reason for skipping an appointment task when moving patients to Complete status in the Patient Routing panel.

     Notes: 

     • Changing this setting will not take effect until after you log out and log back in.

     • With this compliance reminder feature turned on, when you complete appointments, Schedule Appointment messages no longer display to remind you to schedule a patient's next recare appointment if that appointment has not been scheduled yet. With this compliance feature turned off, when you complete appointments, Schedule Appointment messages display as applicable, and Update Patient Recare messages display if a patient does not have the scheduled recare attached to their patient record.

   • Available Procedures - ClickTap to specify which procedures are available for posting to patient records in this location (when the For location procedure filter is selected during posting).

   • Local timezone - Select the time zone in which your office is located.

   • Batch Job for Insurance Eligibility - To enable or disable batch insurance eligibility verifications for this location, set the toggle to On or Off.

   • Business Day Lead for Bath Eligibility - If the Batch Job for Insurance Eligibility toggle is set to On, you can enter a value to customize the number of days in the time window for automated eligibility for the location.

   • Organization Information - For your reference, the name, customer ID, login ID, and address of your organization display.

     Notes:

     • Users can use the Customer ID or Organization Login to login to the system.

     • You cannot change the Customer ID; Henry Schein One assigns it to your organization.

2. On the Billing Statements tab, specify an Alternate Billing Address and the Defaults for Adding Statements to Patient Connection.

3. On the Miscellaneous tab, set the radiation exposure limit for users.

   Note: This limit applies to users with the Limit Radiation Imaging security right set.

4. (Optional) On the Claim Provider tab, set a location or its corresponding business entity (such as a corporation) as the billing provider for claims.

   Note: This tab is available only if the Use this location as a claim provider for insurance toggle is set to Yes.

5. ClickTap Save.