Manage Locations in Practice Settings – CareStack

Locations are the individual practices or practices where patients are seen and payments are collected. These locations are added to CareStack from the back end, so you can create a request to CareStack support team if you want to add a new one. This article explores how to manage these locations, from adding new ones to customising settings for better patient engagement and streamlined payment processing.

To view all locations entered in the system,

Navigate to the System Menu > select Practice Settings > Locations.

Here, you can view all the Locations on the grid.

Each of these locations would have a Short Name and a Name displayed.
- Clicking on any location would show more details and configurable settings of that location in an organised manner.
- To view the details of a location, click View on the corresponding location entry.

The Location Details pop-up appears, displaying different tabs on the left and their relevant information about the selected location on the right-hand side.

To edit information, select the intended tab.

Click Edit to make the required change(s).
Click Save.

Add/Edit Details of a Location

In the Details section, the location chosen is shown. It displays Location, Contact and Other details.

To edit the location details, click the Edit button at the bottom right.

Location Details: This field allows you to add the Location’s desired Short Name, the full Name of the practice, Sales Tax information, Website and the Assigned Users with this specific location chosen.

Contact Details: This field allows you to input the Address of the practice, the Time Zone in which the practice works, Contact information, Fax, and Email.
Other Details: Here you can choose the Day(s) to be skipped while navigating through the Diary, Enable location level patient portal and set the Default Imaging Software to be used for the specific location.

Manage Working Hours

Click Go to Working Hours Settings for this Location to set up the working hours.

For more information on setting up Account level and Location Level working hours, click here.

Manage Holidays

Holidays are the days when the location will be closed and will not accept appointments. Setting these will automatically grey out the diary for that day. However, it is still possible to book appointments for the day.

Click on Go to Holidays Settings for this Location which will redirect you to Practice Settings > Diary > Holidays.

On the Holidays diary settings,

Click Edit to make any changes to the current settings, such as the Frequency, Date, and Description of the holiday.

Use Account Setting: Select Yes to use account-level settings. To set custom settings, select No.
To add a new holiday, click +Add Holiday > enter the information > click Save.
To delete a holiday, click Delete on the corresponding holiday on the grid.
To discard the changes made, click Cancel.

Set Up and Manage Surgeries

Surgeries in a dental practice are the rooms, chairs, or spaces where patients are treated. You can view all surgeries of the selected location here.

Surgeries are arranged in the diary alphabetically regardless of the order in which they were added.
To learn more about how to Set Up and Manage Surgeries, click here.

Edit the Print Settings

The Print Settings tab helps you to customise what to show while printing, at a location level.

Select the required areas, such as the Treatment Plan, Unscheduled Recalls, Diary, and Invoices, to customise the print settings.
To customise, click Edit on the required tab.

Tx Plan (Treatment Plan)

Select the Tx Plan (Treatment Plan) tab.
Choose if you want Branding to be applied at an Account level, Location level, or Both.
Click Yes on the required information items to be displayed on the Treatment Plan Print.
Once all areas have been configured, click Save.

Unscheduled Recalls

Click Yes on the required information items to be displayed on the Unscheduled Recall print.
Click Save.

Diary

Select the Diary tab.
Choose the type of Branding that needs to be shown as a header for the Diary Print and Routing Slip; it can be at the Account or Location level.
Click Save.

Invoices

Add an Invoice Footer to be displayed at the bottom of an invoice in the selected location.
- You can input information such as the terms and conditions.
To Print or Preview the invoice footer, click File and select the desired option.
Click Save.

Add/Edit Logo and Social Media Links

In the Logo & Social Links tab, you can customise the logo for the individual practice and add links like Facebook, X, Google, and Yelp.

This can help increase the location’s visibility.

Practices can utilise this simple guide to set up location information in CareStack.

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