What locations are

The Locations settings page where billing locations are managed for each agency.

Locations sit one level under an agency. Each location represents a billing identity — an NPI, a Tax ID, a service address, and a mailing address that go out on claims. An agency always needs at least one location before you can bill from it. If your agency operates under multiple NPIs, create one location per NPI.

Adding a location

  1. Go to Settings → Agencies and click View on the agency.
  2. On the Overview tab, click Add Location/NPI.
  3. Fill in Location name, Agency Identifier, NPI, Tax ID, State License, and the service and mailing addresses. Tick "mailing same as service" if they are the same.
  4. Save.

Building the fee schedule

Open the Billing & Fees tab and pick the location you want to edit. The fee schedule is a list of HCPCS procedure codes. Click Add Fee and fill in:

  • Procedure Code — the HCPCS code, picked from the list of ambulance procedures (A0428, A0429, A0425, etc.).
  • Description — human-readable label for the fee.
  • Amount — the dollar amount for one unit.
  • Mileage (per unit) — tick this for mileage codes so Billing knows to multiply by loaded miles.

Add a row for every code you bill — typically a base rate per level of service (BLS, ALS1, ALS2, SCT) and one mileage code.

How fee schedules are used

When a claim is assigned to a location, the fee schedule for that location fills in the charge amounts on the Charges section automatically. You can still override a specific amount on an individual claim.

Example

Your agency has two stations under one NPI. You add one location called "Main Station" with that NPI and Tax ID, then build the fee schedule: A0429 ALS Emergency at $1,200, A0428 BLS Emergency at $900, and A0425 Mileage at $14 with the mileage toggle turned on. Every claim from that location is priced automatically.

Tips

  • Review your fee schedules at least once a year. Rates change, and outdated schedules mean you are undercharging.
  • If charges on new claims come in at zero, open the agency's Billing & Fees tab and confirm the location has a schedule. This is the most common cause.