If you're moving and your clinic's address is changing, you'll need to reflect this in your Cliniko account so that your patients receive communications with your new contact details!
There are some things to be mindful of, though. This article will help you decide the best way to update your business information. Please reach out to us if you're unsure of anything!
How do I change my location/address?
There are two ways you can do this. While completely up to you, we suggest creating a new business entirely, but we'll guide you through the options!
Option one: create a brand new business (recommended)
While you will need to manually move any future appointments from the old calendar to the new calendar, this option is recommended because it won't impact any historical information (like the address or practitioner provider numbers) on past invoices. If you ever need to grab an old invoice for any reason, all the details will be what they were at the time of creation!
Option two: edit your existing business (please consider this one carefully)
If you opt to edit the details of your current business instead of creating a new one, keep in mind that all invoices, regardless of issue date, would be updated to include the new details. This means your old invoices related to the previous location will now display the new information. There is no way to update business details and have the new information show up only on documents created from that date forward. If you ever needed to produce an older invoice with the original details, though, you could temporarily change your business information back to what it was.
While temporarily reverting your business information to the old details can be done relatively quickly, it would mean that your online bookings page would show the old address, and any appointment confirmation emails, reminders, or invoices sent during the window of change would also have the old address. This could be confusing for any patients who might happen to book an appointment or receive a reminder during the time you're making the change, as they'd receive something with outdated details!
Regardless of what you choose, we'll walk you through the steps each option below:
Option one: create a brand new location (recommended)
Business locations are free and unlimited in Cliniko, so you can add as many as you need! Head to Settings, and then Business information:
From there, you can add a new location with the "Add business" button:
You'll also be able to add practitioner provider numbers for that new location within each practitioner's individual settings.
Along with creating a new business location and setting up the new practitioner provider numbers, there are a few extra steps to take to ensure everything will run smoothly:
Enable online bookings for this new location (if you are offering them there).
Disable online bookings for your old location (if you were offering them there).
Optional: archive the old location (this won't impact any historical information).
Select the appointment types that your new location provides
If you offer online bookings, be sure to turn the setting to "On"
Set up the availability for each practitioner at the new location
You can set up each practitioner's availability within their individual user settings. This will ensure that they appear on the calendar when booking appointments!
Move any future appointments from the old location's calendar to the new location's calendar
You'll need to manually reschedule any future appointments across from the old location—at this time, there's not an automatic way to do a "bulk move" of all future appointments. This guide on rescheduling an appointment will be handy if you need to do this.
Turn off online bookings for the old location
In order to avoid confusion for patients who might be booking appointments online, we recommend turning the display settings for online bookings to Off. This ensures that the old business will not show up when patients are booking an appointment, so they can't accidentally book in at your old location!
Archive the business
If you no longer require your old business location to be active, then you can archive that location when no longer needed:
If you need to retain access to the calendar, then you won't want to archive it. Just make sure that it's not available for online bookings so your patients don't accidentally make an appointment at the wrong place!
You can keep any business location active for as long as you need it, and you can view locations on the calendar at any time.
Note that if you archive your business, this doesn't delete any of your data associated with it. It merely disables it from being used as a location for new bookings in your practice, and you can unarchive it at any time if needed!
Option two: edit your current business details (this will impact information on old invoices)
Head to Settings, and select Business information:
Pick the location you want to edit by selecting the Edit information button:
Edit your business information to incorporate your changes. These changes will be updated immediately on everything related to this location:
Your calendar for that business will remain the same. Your past and future appointments will still be there, so there will be no need to manually move appointments to a new calendar.
Online bookings will automatically display the new business details immediately once you update them.
Your reporting will not differentiate between the old and new locations.
All invoices, including old ones, will have the updated information.
If you have questions about this, please reach out to our support team. We're happy to help! 😀