Multi-Location Functionality

Overview

Cerbo supports managing multiple office locations or departments within a single EMR account through its multi-location configuration. Locations can be toggled by users and used to differentiate operational data such as schedules, inventory, financials, and contact information without requiring separate Cerbo accounts.

There is no additional cost to add secondary (or additional) locations. Any functionality not explicitly covered in this article is evaluated on a case-by-case basis and may require custom development, which could incur additional fees.

Adding a New Location

To add a new location to your Cerbo account:

Settings → System Settings → Locations

Once added, locations will be available for selection throughout the system where location-based behavior is supported.

Related Articles

• Inventory Management
• Tags
• Defining Work Schedules
• Financial Reporting
• Calendar Report 

Details

Location Selection

When multi-location is enabled:

• Users select their working location on the login screen

• After logging in, users can switch locations at any time by:

  • Hovering over their initials in the top-right corner

  • Selecting a different location from the dropdown

The active location determines default behavior for several workflows outlined below.

The multi-location configuration will allow users to select which location they would like to work in on the login screen. Once logged in, users can easily toggle between locations by hovering over their initials at the top right of the screen and selecting the desired location.

 

Location-Based Functionality

Inventory Management

Inventory can be managed independently per location.

• When adding inventory items, users can assign each item to a specific location
  

• The Inventory Manager can be filtered to:

  • View inventory for a single location, or

  • View inventory across all locations
    

• When prescribing or dispensing inventory:

  • Users may only dispense items assigned to the location they are currently logged into. This ensures accurate stock tracking and prevents cross-location inventory errors.

Scheduling and Calendar:

Scheduling behavior is location-aware:

• Work schedules must be assigned to a specific location

• Location assignment determines provider availability shown in the Patient Portal

• When scheduling appointments:

  • The appointment location defaults to the user’s active location

  • The location can be manually changed if needed
    

• The selected appointment location determines which contact information appears in appointment confirmations and reminder messages

Billing and Financial Reporting

Financial data is tied to the active location at the time of entry.

• Charges added to a patient chart are automatically assigned to the user’s current location
  

• Standard financial reports can be filtered by location, including:

  • End-of-Day Reports

  • Income Reports

  • Allocation Reports

  • Revenue per Patient

  • Charges-Added Checks

This allows for clearer revenue tracking and reconciliation across offices or departments.

Contact Information on Forms & Faxes

Outgoing communications respect location settings:

• Each location can maintain its own contact details (address, phone, fax)

• When generating faxes or forms:

  • Contact information defaults to the active location

  • Users can change the location by toggling to another location prior to generating the document

Items Not Managed by Location

The following components are global across the account and do not vary by location:

• User Profiles

  • Users are not assigned to specific locations

  • Access is governed solely by permission levels

• Patient Charts

  • Charts are shared across all locations

  • We recommend using tags to differentiate patient populations for reporting

• Calendar Views

  • Calendars can be filtered to show all appointments for any location on a given day

  • Appointment types themselves are not restricted by location

• Patient Portal Styling

  • Only one portal URL and design can be used for the entire account, including logo, headers, and messaging.

• Patient Portal Functionality

  • Portal features (tabs, scheduling access, secure messaging, etc.) cannot vary by location

• Branding

  • Logos used on emails, faxes, and documents are account-wide and not location-specific

Common Use Cases

• Multi-office practices managing schedules, inventory, and revenue across locations

• Department-based workflows within a single clinic

• Independent contractors operating under one Cerbo account who require:

  • Separate billing addresses

  • Distinct TINs or financial reporting from the primary clinic

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