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Create or Modify a Facility/Location (TenEleven)


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This article walks you through how to create and manage facilities. Under a program, a service can be rendered at one more facility (aka location). Often the location of the facility needs to be provided to payers.

Facilities can be found one of two ways:

  1. From the Administration drop-down menu, go to Facilities.
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  2. From the desktop menu, if set up in My Preferences, go to Administration > Facilities.
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Click the tabs below to expand the information on each tab.

Access Level Permission

  1. Go to Administration > Access Levels.
  2. Select the existing access level or create a new access level.
    • See this article for instructions on how to create an access level.

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  3. Select the 2nd User Access tab.
  4. Check the box for Location.
  5. Click Save and repeat for each access level that will be given permission to use Facilities/Locations.

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Create a Facility/Location

  1. Go to Administration > Facilities.
  2. Enter the Name of the facility.
  3. Enter the Address, City, State and Zip code of the facility.

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  4. Complete any additional desired fields.
    • See below for definitions of the optional fields.
  5. Click Save.
  6. Repeat for each Facility that needs to be created.

Optional Fields

  • Enter the primary Phone number of the facility.
  • Enter the Fax number of your facility.
  • Enter the Facility ID that is used to identify that specific facility.
  • If needed, enter the OMH PCS Site Code. This code will override the same field on the Programs screen when pre-filling the OMH_PCS_15 form.
  • The DARMHA # is required for DARMHA Reporting for the state of Indiana. Depending on the organization, a location is assigned, typically 3 letters_2 Numbers.
  • The DARTS Site # is specific to the state of Indiana.  Talk to your Project Manager for details.
  • Enter a Provider # if all claims will go out with a specific provider's NPI.
  • DCF Site ID is specific to the state of Florida.  Talk to your Project Manager for details.
  • The Medicaid Provider # field is a legacy item and no longer used.
  • Enter the NPI if all claims are to go out with the agency's NPI as opposed to individual providers.
  • In the Assigned Zip Codes field, enter zip codes to be used to locate facilities that can service a patient based on the patient’s zip code.

  • In the CCBHC Modifier field, when a CCBHC charge is created for a patient that has this facility on their chart and this facility has a CCBHC Modifier identified, this is the modifier that will need to go on the “shadow” services of the CCBHC charge when billed to Medicaid.

    • Click in the box to open the selection window.

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    • Check the box for one modifier.
    • Click Save.
  • Select the BHCD Location Type used for BHCD file submission.
  • CLIA Number (Clinical Laboratory Improvement Amendment), talk to your Project Manager if you are unsure if you need this.
  • Enter a Pharmacist if needed for the methadone label template.
  • Site CRID (Clinical Research ID), talk to your Project Manager if you are unsure if you need this.

  • Check the box for Inactive to make the Facility Record inactive.

  • Show in Charge Entry is used for manual charge creation. If it is not selected here you cannot select the Facility in Manual Charge Entry. The Facility will pull from the patient’s chart.

  • Don’t Send in 837, when checked, the system will not send the Facility in the 837 billing file even if the address is different than the Billing Provider.

  • Use the Lab Accounts table to add Lab Accounts to this Facility record.

    • From the drop-down menu, select the Lab associated with the account. The drop-down menu options populate from the labs set up in eCR.

    • From the drop-down menu, select the Bill Type: Client, Patient, or 3rd Party Billing.
    • Enter the Acct Name.
    • Enter the Acct #.

  • Click Save.

    • The Facility will be added to the table below.

  • Repeat these steps for each Facility/Location you wish to create.

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Modify a Facility/Location

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  1. Locate a previously created facility record from the table.
    • Check the box for Include Inactive to include facility records, active and inactive.
  2. Click on the facility record.
    • The details will populate above, and Edit Mode will appear in the header.
  3. Edit any desired fields (see above for details of each field).
  4. Click Save.
  5. Repeat these steps for each Facility Record you wish to modify.

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