Skip to main content

Set up a service facility

  1. Last updated
  2. Save as PDF
Your agency provides services to clients at designated facilities. Service locations are the agency’s facilities, sites, or institutions that enroll clients and provide services. 

Service locations are defined in the Service Locations submodule, with the exception of Foster/Adoptive Homes and Family Day Care centers, which are entered in the Resource Families module.

Service locations are facilities that are operated by an agency. Typically, these are the agency’s sites and residential facilities where services are provided and where staff is located. Service locations can manage other types of facilities, such as Foster/Adoptive homes, Family Day Care, Agency schools, and Attendance Facilities. A service location can be an office or department that provides counseling services or a building that houses residential children who are placed for an extended stay.

Create a service facility 

  1. Go to Agency > Service Locations > Sites/Residentials > General Information. 
  2. Click Select a Facility and search for the service location. If the facility is not found, click New. 
  3. On the Service Facility form, enter required information and other information as appropriate in the following sections.
  • General Information - Enter identifying information such as the facility name, ID#, type of facility, NPI#, time zone, region, and tax IDd. Select the Is Active check box to make the facility available for scheduling.  
    • The ID number can be a facility’s License ID# (a number assigned to the facility allowing it to provide services) or a unique number used to identify an agency location. When searching for a service facility, you can use this number to select the facility from search results.
    • The Region is used by an agency to assign different geographical areas to a facility. This information can be used in billing claims to limit runs to a specific region or could be used for reporting purposes.
  • Facility Address- This is the location of the facility. Adding an address date indicates the date of the address. It can be helpful for reporting to get address dates for facilities. If a facility address is no longer active, due to facility closure, agencies can add an end date to the sub-form to exclude from reporting.
  • Status History - Indicate the operating status for the service facility, such as open or closed and the effective date.  
  • Programs/Services Operated - Enter the programs offered at the facility, such as individual counseling, education, and foster care. During the client enrollment process, the list of facilities is limited to those associated with the corresponding program. When a client is enrolled into a program, they must also be assigned to a facility.
    Note: A program unit code is a combination of the facility and program. This code can be used with Financial General Ledger (GL) transaction records (in addition to G/L facility codes), for services that have been provided or for placement billing and payments. The program unit code appears in the Accounting Info (debits and credits) area of Claims and Invoices. Program unit setup requires system administrator access.
  • User Services: When services are entered via this sub-form, the service facility will be default in as the facility in Agency Setup > Services Setup > By Program > Individual Services. If the services should not be limited or default to one facility, it is recommended to add them via Agency Setup > Services Setup > By Program > Individual Services
  • Preferences - Preferences refer to the types of clients the facility handles, such as adolescents or people with intellectual or developmental disabilities.
  • Additional Information - Note any remarks about the facility
  • ZIP Codes - Allows agecies to define what Zip codes are served by the facility.
  • Credit Card Device Setup - If the service facility accepts credit card payments at time of service, enter identifying information for the device.
  • Licensing Info - The licensing for a service facility affects payment for services. For example, a state Medicaid payer might require a facility to have state licensing in order for the agency to receive payment for services provided at the facility. 
  • Staff - This is a list of staff who are associated with the service facility either in an administrative or service provider role.
  1. When finished, click Save.