Who Should Do This
Facility configuration is typically completed by the practice owner or office manager, with guidance from the onboarding team. For multi-location practices, each site’s office manager may handle their own facility configuration under the coordinator’s oversight.Adding a Facility
Each facility in StrataEMR represents one practice location. When adding a facility, you’ll work with our team to confirm details like:- Facility name, address, county, phone, fax, email, and website
- Place of service - set per facility if it differs from the organization default
- Medicare Locality - used for billing
- Medicare PTAN
Multi-Location Practices
If your practice operates out of multiple locations, you’ll add each one as a separate facility. A few things to keep in mind:- Each facility has its own settings. Contact information and provider assignments can be configured per facility. This allows each location to operate independently.
- Organization-level settings cascade down. Billing defaults, identifiers, and other settings configured at the organization level apply to all facilities unless explicitly overridden at the facility level.
- Patients are associated with a home facility. Each patient record has a home facility assignment; confirm with your onboarding lead how this should be set for patients who are seen at more than one location.
- Scheduling is per-facility by default. Staff see one facility’s schedule at a time for each facility to which they are assigned.
- Reporting can be restricted by facility assignment. By default, non-administrative staff can only run reports on facilities they’re assigned to; administrators can see across all facilities.
Provider Assignments
Each facility needs to know which providers practice there. Provider-facility assignments determine which providers appear on the schedule at each location and may affect billing configuration.- Assigning a provider — Providers are assigned to facilities from the staff settings page.
- Providers at multiple facilities — Fully supported. There’s no limit on how many facilities a provider can be assigned to.
- Claims and NPI — Each provider’s individual NPI is required to assign them to a facility and to complete a claim as the rendering provider.
Progress Note Required Every 30 Days
CMS documentation guidelines require a progress note when the first of two conditions is met: 10 visits, or 30 days since the last evaluation or progress note. By default, StrataEMR enforces the 10-visit side of that requirement. For practices whose visit frequency means they don’t reliably reach 10 visits within 30 days, a 30 day alert can also be enforced as a facility-level setting. When enabled, this setting alerts the treating therapist once a patient reaches 30 days (or 10 visits, whichever comes first) since their last evaluation or progress note, prompting a new Progress Note or Discharge.Access: Configured by StrataPT only, this is not a self-service setting. If your practice does not consistently hit 10 visits within 30 days of an evaluation or progress note, submit a support ticket to discuss whether enabling this setting makes sense for the affected facility.
What Types of Clinics Enable This
This is most useful for practices with lower visit frequency, or facilities in states with their own documentation timelines, where 10 visits will not reliably happen within 30 days. Enabling it protects against denials tied to CMS’s “whichever comes first” requirement. Enable it per facility - a multi-location practice may need it on for some locations and not others.Facility-Level Billing Configuration
Some billing settings can be overridden at the facility level instead of inheriting the organization default. This is common for multi-location practices where different sites may have different payer mixes or billing requirements.- Tax ID, organization NPI, legal business name, and payment address can each be set per facility.
- Place of service can be locked per facility — for example, defaulting to home care, clinic, or CORF place-of-service codes so claims from that location always use the correct code modifiers.
Payer and Insurance Configuration
Payer and insurance records are managed at the organization level, not per facility. Your onboarding team sets these up during implementation and you can add or adjust payers afterward from the Payers setup page. A few settings do have facility-level exceptions: claims can be blocked or credentialing held for a specific facility on a per-payer basis, which is useful if a location isn’t yet credentialed with a particular payer.Verification
Before moving on to user setup, verify the following for each facility:- Facility name and address are correct
- Phone and fax numbers are entered
- Operating hours are configured
- Providers are assigned to the correct facilities
- Facility-specific billing overrides are configured, if applicable
- Place of service code is correct for each facility
- Progress Note Every 30 Days alert enabled, if it applies to your practice’s visit patterns
Next step:
- Adding Users and Roles — Create staff accounts and assign permissions.