Keywords: postal codes, zip codes, city, state, add postal code, edit postal code, merge utility, insurance claims, postal code setup
Summary
This article covers how to set up and manage postal codes in Cloud 9. It walks through adding, editing, deleting, restoring, and printing postal codes, as well as how to use the Merge Utility to clean up your postal code list.
Overview
Postal codes and their related cities and states are managed in Cloud 9 under Edit > Setup > Postal Codes. Cloud 9 supports both a city with multiple postal codes and a postal code with multiple cities. Each combination will need to be entered individually.
Accurate postal codes are critical to the overall management of your practice. Incorrect or incomplete postal codes can result in mailed correspondence not being received and insurance claims being rejected due to a non-matching postal code, city, or state.
Accessing your Postal Codes
Go to Edit > Setup> Postal Codes. A list will appear of all the Postal Codes within your URL.
Managing Your Postal Codes
Use the buttons below to manage your postal codes. Each button and its function is described below.
Add
Click the Add button to add a new postal code to your Cloud 9 URL. A dialogue box will appear where you can complete the Postal Code, City, and State fields.
Important: The State field must use the approved two-letter state abbreviation. Spelling out the full state name will cause an error or result in only the first two letters of the state name being pulled, which will cause issues with insurance claim form submission. Always use the correct two-letter abbreviation such as UT for Utah or CA for California.
Edit
Select a postal code from the list and click the Edit button to make changes. This is commonly used when a postal code has too many digits, the wrong number of digits, or a misspelled city name.
Delete
Use the Delete button to remove an incomplete or invalid postal code from the list. This includes postal codes with no numbers, all zeroes, a missing city, or a missing state.
-
Restore and Show Deleted
To restore a deleted postal code:Click the Show Deleted button on the far right. All postal codes in your Cloud 9 URL, both active and deleted, will now appear in the list.
Locate the postal code you want to restore. If the Is Deleted column shows Yes, the postal code has been deleted.
Check the box to the left of that postal code and click the Restore button.
Once restored, uncheck the Show Deleted button to return to the active list and confirm the postal code is now showing.
-
Print
Click the Print button to generate a printed list of your postal codes.- If Show Deleted is selected, the printed list will include deleted postal codes as well.
- If Show Deleted is not selected, only active postal codes will print.
Search
Use the Search field to filter the list by a specific postal code, city, or state.
Cleaning up your Postal Codes
Over time, postal code lists can grow large and make it difficult to find specific cities or codes in dropdown menus. With the appropriate permissions, the Merge Utility in Cloud 9 is the best way to consolidate and clean up your postal code list without permanently deleting information that may be needed later.
The exact process for using the Merge Utility can be found here: Merge Utility
As always, if you have any further questions, please do not hesitate to reach out to Cloud 9 Support by emailing us at cloud9support@planetdds.com, or chatting us online using the chat bubble on the lower right at https://cloud9support.planetdds.com/hc/en-us, or giving us a call during our business hours of 8:00 AM EST to 8:00 PM EST at the 1.800.394.6050 option 2.