Maintain Associated Facilities

Associated Facilities are different than your general list of locations; examples of general locations are cemeteries, crematories, or places of service.  Your general location list is maintained via the Setup screen. 

You can think of general locations as "where something occurs" and Associated Facilities as a company that you have some type of business relationship with. They can be companies such as Lawn or Cleaning Services, Office Supply Companies, Hospices, Vet Clinics, etc.. 

Associated facilities can be further categorized by those that you perform and bill for Trade Services or Trade Cremations. You may also have facilities/customers that you receive decedents from, such as Hospices, but you do not bill them for your services. 

Navigation

There are several navigation functions on this page.

• Click the down arrow next to a facility's name to expand the "panel" to view or edit their information.
• The Open All and Close All buttons on will open or close all panels for all facilities
• If you have a larger number of facilities there will be a drop down selector under the Add A Facility button to enable a quick.
• The Add Facility Button will allow you to add a new facility.
• There are also some buttons that will allow you to limit your visible list of your associated facilities to show only those facilities that you have designated as Trade Cremation Customers, Trade Service Customers, those you have indicated you receive bodies from or All.

Add/Edit an Associated Facility

We will only cover the data collection fields that are not self-explanatory. 

Facility Type:

The Facility Type options are maintained via Admin >Associated Facilities Maintenance >Maintain Types of Associated Facilities.  This is allows you to categorize your Associated Facilities if you wish.

Checkboxes:

There are 4 possible checkboxes.  The checkboxes available are based on your system configuration so you may not see all of the checkboxes shown in the screenshot above. The checkboxes control the options in the various drop down fields as described below.

If your perform both human and pet services there will be a checkbox for Pet Related Facility to allow you to specify if the associated facility is related to humans or pets.

If you perform Trade Cremations and/or Trade Services for a facility you should check the appropriate checkboxes for Trade Cremation Facility and/or Trade Service Facility since those checkboxes control the options in the Trade Customer dropdown for client maintenance.  It also controls the Trade Partner Portal functions if you are configured with access to the Trade Partner Portal.

The Receive Bodies From This Facility checkbox controls the options in the drop down for Facility Received From on the Case Add Screen if that field is set to visible. (see Admin>Screen Customization > Add Case Screens). 

The Receive Bodies From This Facility checkbox also controls the options for Facility Received From field when it is accessed on the Client Summary screen as shown in the screenshot below.  If an Associated Facility is a Trade Cremation or Trade Service customer you should check the Receive Bodies From This Facility as well as the checkbox for Trade Cremation and/or Trade Services.  If you Receive Bodies from that Facility but they are not a trade partner and you do not bill them for any services you should only check the Receive Bodies From This Facility checkbox. 

So what is the difference between the drop down field to select the Trade Partner and the drop down field for Facility Received From?  For trade cremations or trade services the Trade Partner and Facility Received From will typically be the same facility.  In fact, many funeral homes and crematories do not even enter the information for Facility Received From for their Trade Cremation or Trade Services cases.

However, there could be a situation where you received the body from one associated facility but need to bill a different associated facility.  The associated facility you receive the body from may or may not be one of your trade partners. Having different fields for Facility Received From and the Trade Partner allows for keeping track of that information. 

Invoice Type

Invoice Type determines how the invoice will appear for the trade customer/vet clinic. "Group" means that all cases within the invoicing time period will be grouped on the same invoice. Line item details will be included.  "Individual" means that each case's purchases will be shown like a separate invoice. See Financials/Trade Invoices for more information about trade invoicing.

Delete/Inactivate/Reactive an Associated Facility

To view the full details for a facility, click the name of the facility.  You may edit or inactivate a facility in the open panel.

Select the trash can icon to delete, and select the edit icon to edit an existing facility. If you attempt to delete a facility that is either a linked trade partner or has been previously assigned to a client, it will be deactivated rather than deleted. Inactive associated facilities will display in a section below the active facilities.

Click the icon with the bi-directional arrows (shown above) to reactivate an inactive associated facility. Facilities can be marked as Inactive on the Admin > Associated Facilities Maintenance > Partner Portal > Partner Portal Access screen.

Option to add Associated Facilities on the Case Add Screen

Typically Associated Facilities may only be added and maintained via this Admin menu option.  If you would like users that do not have Administrative access to be able to add basic information when a case is added you may enable the toggle for "Allow users without Administrative access the ability to add new Trade Customers when a case is added?"

If this option is enabled, users that do not have Administrative access can add new trade customer and their basic address information when a new case is added.  Editing a trade customer's information and maintenance of the more sensitive details such as invoicing method must still be maintained via Admin >Associated Facilities Maintenance > Maintain Associated Facilities.  If the option is NOT enabled all trade customers must be added from this screen.