Add another office in Gale

Add an office by chat

Type "Add our Eastside office at 2200 E Colfax Ave, Denver, CO" (Ask in chat) in chat, with your own office's name and street, ending with the city and the state's two letters. Chat shows a card, New location: Eastside, with the address and Bookable online. Tap Save location and the office joins Settings > Practice > Locations (Account & opening day in the Gale layout). Nothing is saved until you tap.

Video Office is already on the list, so you never add it. If the office you work from today isn't listed yet, add it too. Chat saves the whole address on one line, so open Locations afterwards and press Edit on the office to fill in City, State and ZIP code, and to add a phone, directions and parking. Directions and parking print on the appointment emails for visits booked at that office, so add them before you book there.

Not sure where to start? Ask "How do I add another office?" (Ask in chat) and chat tells you where Locations is, gives you the sentence to type and links to Locations.

Only the practice owner or a practice manager can add an office. A front desk or biller who types the sentence is told it isn't available for their role.

Add an office on the screen

Open Settings > Practice > Locations and press + Add location. In the Gale layout, the same card is under Account & opening day > Locations. Enter the Location name and Street address, which are required, then City, State and ZIP code. Phone, Time zone, Short description, Directions and Parking are optional. Leave Bookable online ticked if clients may book there online, then press Save location.

An office in another time zone can have its own; otherwise it uses the practice's. Billing can stay blank, and claims then use the practice's details.

Nothing is deleted. To stop using an office, press Edit on it, then Archive. Past appointments keep the office's name. Show archived lists it again, and Restore brings it back.

Payers and CAQH keep their own record of where you practice. Adding a location: amendments, not new applications and Multiple locations in ProView cover updating them.

Set which office each clinician works from

Set the hours first, then say where. Type "Set Maya's hours Tuesday and Thursday 9-5" (Ask in chat) with your clinician's name, then "Make Tuesdays and Thursdays at Eastside for Maya" (Ask in chat). Each sentence shows a Save hours card that names the days and the time zone. Tap Save hours to keep it.

The first card sets the whole week and lists it: days you don't name lose their weekly hours, so name every day the clinician works. The second card changes only the days it names. If one of them has no hours yet, chat tells you to set them first.

A block of hours starts as in person or Video Office. To narrow it:

• "Make Tuesdays at Eastside in person only for Maya" (Ask in chat) keeps Maya's Tuesdays at Eastside, in person only.
• "Make my Tuesdays and Thursdays video only" (Ask in chat) makes your own Tuesdays and Thursdays Video Office only.
• "Set my hours Tuesday and Thursday 9-5" (Ask in chat) sets your own hours.

The practice owner sets a colleague's hours in chat, and each clinician sets their own with "my". If chat can't find a name, use the clinician's full name.

Set hours and offices on the screen

Open Calendar > Availability and pick the clinician under Team member. Tap a block, or press + New availability. Set Location to one of its three choices: In person or Video Office, In person, or Video Office. With two offices saved, a second Location picks the office, or Any location. Press Save.

In the Gale layout, the same form opens from Hours by day on Schedule: tap a block, or press Add block.

Book a visit at an office

On the Calendar, a new appointment's Location lists Video Office and each office. Pick an office for an in-person visit, or Video Office for a video visit. The appointment starts on the client's default location, or on your only office. Click a time while the calendar shows one office, and it starts there. In the Gale layout, New visit on Schedule doesn't ask for an office.

With two offices, Edit client has a Default location for that client. If you pick an office during hours set at another, Gale stops and names the office those hours belong to.

On the practice booking page, clients pick Video Office or an office once two offices are bookable online. Wherever they book, an in-person visit booked online takes the office of the hours that offered the time. An office with Bookable online unticked isn't offered online.

See both offices on the calendar

Once two offices are saved, the calendar can show one office at a time. Video Office doesn't count toward the two. The Location filter on the Calendar then lists All locations, Video Office, In person and each office. In Day view, picking an office shows a column for each clinician with hours or a visit there that day.

In chat, type "Show me Eastside's schedule tomorrow" (Ask in chat) to see that office's day. In the Gale layout, the Location filter on Schedule shows one office's week at a time.

Use rooms at an office

Rooms stay off until you turn them on for an office. On Locations, open Rooms and resources under the office, tick Use rooms and press + Add room for each room. Add equipment if visits need it. Under What each service needs here, choose which services need a room. Press Save rooms.

From then on, an in-person appointment at that office has a Room field that lists the office's rooms and marks the ones booked at that time. A booked room can't be picked. Gale never books two visits into one room at once. A block of hours can have a Default room, used when it's free.

With the calendar on that office, Color: Room colors visits by room, and Day view offers Columns: Room. Both are on the Classic layout's Calendar only.