Help / Admin & billing

Set up a facility in your first week

Complete these tasks during the first week after a new facility goes live so that referrals, billing, and scheduling work correctly from day one.

Before you start

• You need the admin or superadmin role.
• Have the facility's main fax number, business hours, NPI, and Tax ID ready.

Steps

1. Confirm the facility UUID

1. Open the Organization Selector in the top-left header and select the facility.
2. Look at the browser address bar — the URL reads /facility/{uuid}/dashboard. Copy the uuid segment.
3. Share this UUID with any integration partners or API consumers; it is the stable identifier for this facility across all Medipyxis APIs.

The Facilities list at /facilities. Confirm your facility shows Active in the STATUS column before proceeding.

2. Set the fax number

1. Navigate to Facilities in the sidebar.
2. Click Actions → Edit next to your facility.
3. Enter the 10-digit fax number in the Fax Number field (no dashes or spaces required).
4. Click Save.

The fax number entered here is the outbound caller ID shown to referring practices. Inbound faxes are routed via the More (Fax) module; this field does not change inbound routing.

3. Enter the facility NPI, Tax ID, and legal name

1. In the facility edit panel, enter the facility NPI and Tax ID. Both are format-validated as you type.
2. When you enter a valid 10-digit NPI, Medipyxis performs an NPPES lookup and offers to auto-fill the facility's legal name, address, and taxonomy from the CMS registry. Accept or decline the suggested values.
3. If NPPES cannot confirm the NPI, a Save anyway? prompt appears — you can still save, but double-check the number.
4. Click Save. The facility legal name is what appears on payer-facing claim output.

4. Set business hours

1. In the facility edit panel, expand Business Hours.
2. Toggle each day on or off and set Open and Close times in 30-minute increments.
3. Business hours affect the SLA breach timer displayed on the Fax Review Queue and the Referral Intake kanban.
4. Click Save.

5. Set intake SLAs

1. Navigate to Referral Intake settings (accessible from the Referral Intake module → Settings gear icon, or see the Referral Intake Setup guide).
2. Set the New Referral SLA (hours from fax receipt to first touch) and the Financial Clearance SLA (hours from financial column entry to clearance decision).
3. These thresholds drive the red SLA Breach Timer shown on each referral card.

6. Set billing defaults

1. Navigate to Billing → Charge Master.
2. Confirm the facility's charge rates and, under the Templates tab, the default superbill template for this facility.
3. Confirm the correct Default Rendering Provider NPI for this facility so it populates CMS-1500 §24J automatically on every new claim.
4. See Billing Setup for full Charge Master and clearinghouse configuration.

Result

Your facility is Active, has a fax number, a validated NPI/Tax ID and legal name, enforces business-hour SLAs on Referral Intake, and auto-populates a default rendering provider on new claims. Users can now be invited (see User Management).

Troubleshooting

Symptom	Likely cause	What to do
Facility shows Inactive in the list	Not yet activated by Medipyxis support	Contact your implementation contact
NPPES cannot confirm the NPI	Number mistyped, or NPPES registry lag	Re-check the 10-digit NPI; you can still Save anyway if it is correct
SLA timer never turns red	Business hours not saved, or SLA set to 0	Re-check business hours and SLA fields
Default rendering provider blank on new claims	Field not set in Charge Master / facility config	Complete Step 6