Scheduled Outages: The HCAI system will be unavailable from 5:00 p.m. (EDT) September 29 to 8:00 a.m. (EDT) October 2
Scheduled Outages: The HCAI system will be unavailable from 5:00 p.m. (EDT) September 29 to 8:00 a.m. (EDT) October 2
Health Care Facility | Insurers | Related Initiatives  

Update Facility Information


Only users with the Facility Administrator role may update user information.

Quick Tip: Do I have the Facility Administrator role?
When logged in to HCAI, Facility Administrators are able to view the Manage tab and the Facility Management sub-tab.

To update a Facility’s information:

  1. Log into HCAI
  2. Go to the Manage tab and the Facility Management sub-tab (View screenshot)

Explore the side menu for video and text walkthroughs of each specific task

Update Facility Information


Change Facility Name

Change Facility Name

Changing your Facility name takes two steps. A change to the Facility Name information will not change the ‘Approved’ status of your Facility in HCAI.

  1. First, the Authorizing Officer must change the Facility Name directly within your HCAI account
    1. In the Facility Management sub-tab, change the name in the Facility Name field.
    2. Scroll to the bottom of the page and click “Save”.
  2. Next, the AO must complete the Facility Name/Address Change form and send it to HCAI Facility Support by fax or email.

Update Facility Information


Change Facility Address

Change Facility Address

  1. In the Facility Management sub-tab, update the Billing Address and/or Service Address.
  2. If the Service Address is the same as the Billing Address, select “Yes” within the Service Address section.
  3. If the Service Address is different from the Billing Address, select “No” and enter the Service Address.
  4. Scroll to the bottom of the page and click “Save”.

Update Facility Information


Change Facility Telephone Number

Change Facility Telephone Number

  1. In the Facility Management sub-tab, you may update the phone number in the Telephone field.
  2. Scroll to the bottom of the page and click “Save”. 

Update Facility Information


Update Contact One/Two

  1. In the Facility Management sub-tab, scroll down to the Contact One and Contact Two sections.
  2. Here you may make the required changes to Contact One or Two information.
  3. Scroll to the bottom of the page and click “Save”.

Update Facility Information


Update Payee Field Editable

Payee Field Editable On Invoices

In HCAI, you can you can decide if you would like the payee field on your invoices to be editable or not.

  1. In the Facility Management sub-tab, scroll down to the Payee section.
  2. Enter the name of the business entity or individual to whom all cheques should be made payable in the “Cheque Payable To” field.

Please Note: If your Facility has a service provider licence, the details of the Payee Field on invoices must match the business legal name or Trade Name you provided when you applied for your service provider licence.

If using a Trade Name, you must also ensure that your Trade Name has not expired. To ensure it remains valid, you must renew your Trade Name every five years. Expired Trade Names will be removed from the FSCO Public Registry of licensed service providers and Insurers are not permitted to pay Facilities directly for listed expenses under expired Trade Names.

  1. For the question “Payee Field Editable on Invoices” select the “No” radio button if you do not want the payee field to be editable on your invoices.
  2. Select the “Yes” radio button if you do want the payee field to be editable on your invoices.
  3. Scroll to the bottom of the page and click “Save“.

Update Facility Information


Update Default KM Rate

Change Default KM Rate

The default per-kilometer rate is defined and configured only for the Health Care Facility. It cannot be programmed separately for each Provider.

  1. In the Facility Management sub-tab, scroll down to the Facility Details section.
  2. Enter the dollar value in the “Default Per-km Rate ($/km)” field.
  3. Scroll to the bottom of the page and click “Save”.

Update Facility Information


Only users with the Facility Administrator role may update user information.

Quick Tip: Do I have the Facility Administrator role? When logged in to HCAI, Facility Administrators are able to view the Manage tab and the Facility Management sub-tab.
To update a Facility’s information:

  1. Log into HCAI
  2. Go to the Manage tab and the Facility Management sub-tab (View screenshot)

Jump to:

Change Facility Name


Changing your Facility name takes two steps. A change to the Facility Name information will not change the ‘Approved’ status of your Facility in HCAI.

  1. First, the Authorizing Officer must change the Facility Name directly within your HCAI account
    1. In the Facility Management sub-tab, change the name in the Facility Name field.
    2. Scroll to the bottom of the page and click “Save”.
  2. Next, the AO must complete the Facility Name/Address Change form and send it to HCAI Facility Support by fax or email.

Change Facility Address


  1. In the Facility Management sub-tab, update the Billing Address and/or Service Address.
  2. If the Service Address is the same as the Billing Address, select “Yes” within the Service Address section.
  3. If the Service Address is different from the Billing Address, select “No” and enter the Service Address.
  4. Scroll to the bottom of the page and click “Save”.

Change Facility Telephone Number


  1. In the Facility Management sub-tab, you may update the phone number in the Telephone field.
  2. Scroll to the bottom of the page and click “Save”. 

Update Contact One/Two

  1. In the Facility Management sub-tab, scroll down to the Contact One and Contact Two sections.
  2. Here you may make the required changes to Contact One or Two information.
  3. Scroll to the bottom of the page and click “Save”.

Update Payee Field Editable


In HCAI, you can you can decide if you would like the payee field on your invoices to be editable or not.

  1. In the Facility Management sub-tab, scroll down to the Payee section.
  2. Enter the name of the business entity or individual to whom all cheques should be made payable in the “Cheque Payable To” field.

Please Note: If your Facility has a service provider licence, the details of the Payee Field on invoices must match the business legal name or Trade Name you provided when you applied for your service provider licence.

If using a Trade Name, you must also ensure that your Trade Name has not expired. To ensure it remains valid, you must renew your Trade Name every five years. Expired Trade Names will be removed from the FSCO Public Registry of licensed service providers and Insurers are not permitted to pay Facilities directly for listed expenses under expired Trade Names.

  1. For the question “Payee Field Editable on Invoices” select the “No” radio button if you do not want the payee field to be editable on your invoices.
  2. Select the “Yes” radio button if you do want the payee field to be editable on your invoices.
  3. Scroll to the bottom of the page and click “Save“.

Update Default KM Rate


The default per-kilometer rate is defined and configured only for the Health Care Facility. It cannot be programmed separately for each Provider.

  1. In the Facility Management sub-tab, scroll down to the Facility Details section.
  2. Enter the dollar value in the “Default Per-km Rate ($/km)” field.
  3. Scroll to the bottom of the page and click “Save”.

Download PDF Manual

Managing Your Facility User Manual (PDF)

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