Maintaining Locations for OfficeMate

This section tells you how to set up such locations as an administrative location, stores, distribution centers, and labs, that are internal to your practice including how

  1. From the OfficeMate Administration main window, click Setup and select Location Maintenance.

    The Location Select window opens.

    Click on the column headings to sort the columns in ascending or descending order.

  2. Complete one of the following tasks:
    • Click New to create a new location (if the number of active locations does not equal the number of licensed locations).
    • Double-click a location to modify it.
    • Highlight a location and click Select to modify it.

    The Location Maintenance window opens. If you are a single-location practice, your office address is displayed as the administrative location.

  1. Create a new location or select an existing location to edit in the Location Maintenance window.

    For information on creating a new location or opening an existing location, go to To open the Location Maintenance window.

  2. Enter the appropriate address and contact information for this location in the text boxes.
    If you are using the VSP interface to send claims to VSP electronically, you must enter the same phone number that Eyefinity has on file for this location. If the phone number does not match Eyefinity’s records, your claims will be rejected.

    If you are sending claims in the ANSI 5010 format, you must enter physical address and ZIP+4 information. Post office boxes and five-digit ZIP codes will result in claim errors.
  3. If you are creating a new location, select a location type from the Location Type drop-down menu; otherwise, go to step 4.

    Location types include:

    • Administration. This location type can perform all setup functions, record adjustments to the ledger, receive payments, schedule appointments, process third-party insurance claims, create purchase orders, perform inventory functions, modify patient records, and create reports. This location type cannot perform end-of-day processes, create lab and Rx orders, create and edit fee slips, and record sales, although it can view lab and Rx orders.
    • Location. This location type can perform end-of-day processes, record adjustments to the ledger, receive payments, create lab and Rx orders, create fee slips, record sales, schedule appointments, process third-party insurance claims, create purchase orders, perform inventory functions, modify patient records, and create reports. This location type cannot perform any setup functions.
    • Distribution Center. This location type can view lab and Rx orders, perform inventory functions, create purchase orders, and create reports. This location type cannot create lab or Rx orders, create fee slips, record sales, perform end-of-day processes, modify patient records, and perform any setup functions.
    • Lab. This location type can view lab and Rx orders, perform inventory functions, create purchase orders, modify patient records, and create reports. This location type cannot create lab or Rx orders, create fee slips, record sales, perform end-of-day processes, and perform any setup functions.

    Ensure that you have selected the correct location type for the new location. After saving the new location, you cannot modify the location type.

    If a company lab and distribution center share a single location, create a single location in OfficeMate and select Lab from the Location Type drop-down menu. Setting up the lab and distribution center as a single location will enable you to more easily track products in transit and save steps in the ordering process.

  4. Select the Active check box if the location is active, or leave the Active check box deselected if the location is not active.
  5. Type a name in the Display Name text box. The name in the Display Name field displays on screen only and does not appear on patient statements or insurance claims.
  6. If this is an administrative location and if you use Essilor Visioffice, type the password in the Visioffice text box to activate the ability to record Visioffice measurements on OfficeMate lab orders.
  7. Select the location’s region from the Region drop-down menu.

    To open a Maintain window and add new regions to the drop-down menu selection, press the F12 key when your cursor is in the Region drop-down box.

  8. Select a city from the Default City drop-down menu that will default on the Patient Demographic window when new patients are added at this location.
  9. Select a state from the Default State drop-down menu that will default on the Patient Demographic window when new patients are added at this location.
  10. If the location will be printing barcode labels, set the Bar Code Output Path by clicking the … (ellipsis) button and selecting a folder on the network.
  11. Select a network printer that the location will use to print medical prescriptions from the Medical Rx drop-down menu.
  12. Select a network printer that the location will use to print ophthalmic lens prescriptions from the Oph Rx drop-down menu.
  13. Type the location’s website address in the Website text box.
  14. Type the location’s tax identification in the Tax ID text box.

    The Tax ID is required for sales tax to be calculated and if you are using the VSP Interface.

  15. Select appropriate tax locations from the State Tax, County Tax, and Local Tax drop-down menus.

    For information on adding tax locations to the Tax drop-down menus, go to Setting Up Sales Tax Codes.

  16. Enter the Claims Information for this location:
    1. Select a qualifier from the Qualifier (32b) drop-down menu.

      Ensure that you are selecting the appropriate qualifier description and ANSI code in the Qualifier (32b) drop-down menu, as listed below:

      • Blue Cross Provider Number - 1A
      • Blue Shield Provider Number - 1B
      • CHAMPUS Identification Number - 1H
      • Clinical Lab. Improvement Amendment Number - X4
      • Federal Tax Payer’s Identification Number - TJ
      • Location Number - LU
      • Medicaid Provider Number - 1D
      • Medicare Provider Number - 1C
      • Provider Commercial Number - G2
      • Provider Plan Network Identification Number - N5
      • Provider UPIN Number - 1G
      • State Industrial Accident Provider Number - X5
      • State License Number - 0B
    2. Type your facility ID in the Facility ID (32b) field.
    3. Type the facility’s billing name in the Billing Name (33) field.
    4. Type your service facility NPI number (either your group NPI number or your provider NPI number) in the NPI Num (33a) field.

      You must record an NPI number for each location.

      If you are using the VSP Interface, the NPI number is required.

    5. Type the four-character code that represents the type of bill in the Type of Bill UB04 FL4 field.
  17. If you are integratingOfficeMate with another practice management system, and your practice has purchased the HL7 Interface, enter the information required by your practice management system in the HL7 Integration fields; otherwise, skip to step 22:
    1. Type the name or number that identifies the location in the practice management system in the Location ID field.

      The Location ID must be the same as the location identifier used in the HL7 settings of the practice management system.

    2. Select the Production radio button to run the interface in production mode or click the Test radio button to run the interface in test mode.
    3. Type the control group identifier in the Control Group field, as needed.
    4. Type the sending application identifier in the Sending App field, as needed.
    5. Type the sending facility identifier in the Sending Fac field, as needed.
    6. Type the receiving application identifier in the Rec. App field, as needed.
    7. Type the receiving facility identifier in the Rec. Fac. field, as needed.

      The Control Group, Sending App, Sending Fac, Rec App, Fac App., information comes from your practice management system’s HL7 interface settings. Not all of these fields are required by all practice management systems.

      If you are using or planning to use Eyefinity EHR, the Migration Wizard will complete the HL7 interface information for you.

      The Charge Interface On check box is not functional at this time.

  18. If you submit claims to VSP electronically, enter your Eyefinity login information in the VSP Integration fields; otherwise, skip to step 19:
    1. Type the username (Rid) that Eyefinity Customer Care gave to you in the User ID text box. The username is the same as your Eyefinity login ID.
    2. Type the password (Rpw) that Eyefinity Customer Care gave to you in the Password text box. The password is the same as your Eyefinity login password.
    3. Click Get Office ID to automatically retrieve your office ID.

      If the office ID cannot be found, type the office ID (Oid), including any spaces, that Eyefinity Customer Care gave to you in the Office Id text box.

    4. Map the OfficeMate Provider Name to the VSP Doctor Name by typing the providers' name exactly as they appear on the VSP remittance advice and click OK.

      For more information on setting up the OfficeMate VSP Interface, go to Setting Up the VSP Interface.

  1. If you use the General Ledger Interface, type the location ID in the G/L Location ID text box.

    The G/L Location ID may be any number of letters or numbers, but you must be consistent from location to location. The G/L Location ID must fit within the parameters for the location segment length that are established in the General Ledger Setup window.

    The G/L Location ID field is not visible if the General Ledger Interface has not been enabled.

    For more information about General Ledger setup, go to Using the General Ledger Interface.

  2. Click Update Logo to browse for and select a corporate logo. This logo appears on the Price Quote with Insurance Coverage document that you can print from the Price Order window.

    Browse to and select a .bmp, .jpg, ico, or .wmf file that uses a resolution of 120×60 pixels so that it displays well on the Price Quote with Insurance Coverage document.

  3. Click Save/Exit.

    The Credit Card Processing button is disabled. This feature will be enabled in a future version of OfficeMate.

Adding a lab to the vendor list in this manner copies the address, phone, and contact information to the Vendor Maintenance window and allows the lab to be selected as the vendor on eyewear and contact lens orders.

  1. Open a lab by selecting it from the Location Select window. For information on creating a new location or opening an existing location, go to To open the Location Maintenance window.
  2. Click Add to Vendor List.

    A dialog box displays informing you that the lab has been added to the vendor list.

    The Add to Vendor List button is not available on the Location Maintenance window when you initially create a lab. You must save the lab, exit the Location Maintenance window, and reopen the lab to enable the Add to Vendor List button.

  3. Click OK to close the dialog box.
  4. Close the Location Maintenance and Location Select windows.
  5. Open the Vendor Maintenance window to edit the lab’s vendor information. For more information about editing vendor information, go to Maintaining Vendors.

For more information, watch this video.