Setting Up Office Information

Use these procedures to set up basic information for your office locations.

This topic includes:

Setting Up Office Contact Information

  1. On the Encompass home screen, click Administration.
  2. In the top menu bar, click Office Config. and select the office you need to set up.
  3. On the office screen, click Office Information.
  4. Record the Office Name.

    The office name cannot be longer than 35 characters.

    This name appears in box 32 on the CMS 1500 form.

  5. Record the Office NPI.
  6. Record the office Address, ZIP code, and City/State.

    • You must enter the location’s physical address (not a P.O. Box number) and the full 9-digit ZIP code (ZIP + 4) to comply with HIPAA standards. Look up ZIP codes at www.usps.com.

    • This address appears in box 32 on the CMS 1500 form.

  7. Record the Phone and Fax numbers.
  8. If your office has the VSP interface enabled, click + VSP Providers to Resources to pull information for VSP doctors and add them as resources for this office.
  9. To add a logo to your office information:
    1. Click + Logo, and select an image file of your logo,

      or

      Click and drag the image file to the Office Logo area.

    2. To crop the image, click and drag your cursor inside the uploaded logo, and click Save Crop.

    You can change the logo by clicking the trash can icon to remove the existing logo.

    The logo will appear on all printed materials.

    Logos must adhere to the following specifications:
    Max Width: 140 pixels
    Max Height: 140 pixels
    Max Size: 128K
    Image Type: .PNG, .JPG, .GIF, .TIF, or .BMP
  10. Click Save.

Setting Up Office Tax Information

  1. On the Encompass home screen, click Administration.
  2. In the top menu bar, click Office Config. and select the office you need to set up.
  3. On the office screen, click Office Information.
  4. Record the Tax ID.
  5. Click the Review link to set up tax rates. For more information, see Setting Up the Multi-Tier Sales Tax Calculator.
  6. If your office is going to charge taxes to patients on copay amounts, select Charge Tax on Copay.
  7. If your state requires that amounts reimbursed from insurance be taxed, select Charge Tax on Receivable.
  8. If you want your patient invoices show the tax broken out by tax authority, select Display Detailed Tax on Patient Receipt. For more information, see Setting Up Company Tax Authorities.
  9. Click Save.

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