Accounting Agreement

This Accounting Agreement outlines both parties responsibilities for invoicing and payment of fees incurred under the Customer Service Agreement (“CSA”), whether for use of the Licensed Software or receipt of Services, as both are defined in the CSA. CollaborateMD (“CMD”) reserves the right to update or modify this agreement periodically to ensure consistency with the CSA, to promote operational efficiency or otherwise. Continued use by Customer or any end user accessing the Licensed Software under or through Customer’s account shall constitute acceptance of the terms of the CSA and this Agreement.

All accounts are billed from the time that the new account paperwork is received. The initial invoice is prorated based off of the account start date and any activity conducted on the account during the period.  Monthly Invoices are billed in arrears. Monthly Invoices are generated on the first (1st) business day of the month for the previous month’s use & transactions; i.e, the Monthly invoices generated on December 1st are for the month of November’s use and transactions.

Payment Terms

Auto-Debit Policy, Late & Suspension Fees

Customer shall provide CMD with a credit card account or banking account and enable/allow CMD to automatically charge the account monthly to cover Customer’s monthly fees and charges due for the Licensed Software and Services.  CMD shall submit charges against the Customer's account upon the due date based on the Customer's payment terms for the previous month's access and/or transactions. Invoices are delivered by electronic mail only.  Should the auto-debit transaction fail, the Customer's account shall be suspended the following business day due to non-payment.  In addition, the Customer's account will be assessed both late and suspension fees.  Full payment of the past due balance and all applicable fees are required to reinstate the account.  

Subscription Levels & Fees

Medical Practice

If you are a medical practice, the following plan choices are available:
  • Account Sign on Date before 06/13/2016: Visit the Legacy Pricing page on our website to view billing details and available features. Please note, Legacy Pricing is only available to customers who opened an account with CollaborateMD before 06/13/2016. 
  • Account Sign on Date after 06/13/2016: Visit the Medical Practice Pricing page on our website to view billing details and available features. 

Billing Service Companies

  • Default: Except where specifically agreed to in writing by CMD and Customer, charges for access to the Licensed Software or for receipt of Services provided to Medical Billing Service Companies are charged on a per transaction basis. Monthly minimum plan price applies to all inactive accounts.
*All prices are subject to change. Specific plan pricing and transaction fee rates can also be found at CollaborateMD.com

General Terms

  • Minimum Charge: There is a minimum monthly charge equal to 1 Full Provider based on the subscription level selected during signup.
  • Adding or Removing Providers: All active rendering providers within a Practice will be billed based off of the activity for the month. Low volume discount pricing is applied when two or more providers are active within a customer database. Provider fees are not prorated.  Provider means any provider rendering a billable medical service to patients, whom is an employee, customer, or has an employment, contractor, or agent relationship with a Customer, for which the Service organizes information and provides medical billing and practice management. 
  • Taxes: Customer is responsible for sales, use, VAT and other similar taxes.
  • Fee Changes: All fees may be changed on 30 days notice unless other described within.

Discounts & Other Terms

  • Account Changes: CMD bills on a calendar month basis. Changes must be made by the last day of each month in order for the changes to be reflected on your next month’s invoice.
  • Refunds/Credits: CMD stands behind our products 100%.  If CMD caused the problem or made the mistake, we will partner with you to fix it, that's our guarantee! If you apply and are approved for a credit, you will receive a credit for the amount authorized on your next monthly invoice. In most cases, our credit team will be able to adjudicate your credit request within two business days. If Customer believes an invoice is incorrect, Customer must contact CMD within thirty (30) days of the date of the invoice containing the discrepancy. If CMD approves Customer’s proposed adjustment, Customer shall receive an adjustment or credit on the next month’s invoice.  CMD does not refund subscription fees for partial months upon a deactivation of a provider, customer database, or account cancellation.  Visit the Request Credit Help Page to learn how to request a credit.
  • Non Transferable: Customer’s license under the CSA is non-transferable and granted to Customer only. If Customer sells its business or otherwise transfers all or substantially all of its assets to a third party, and Customer assigns its rights hereunder to the party acquiring its business or assets, CMD reserves the right to terminate the CSA. If CMD allows an assignment of the license, CMD reserves the right to require that the acquiring entity execute a new CSA with CMD, and pay a transfer fee for the transfer of the account.

Account Closure

Customer may terminate the account by an Authorized Representative submitting the request within the Admin section of the CMD software, with a typed electronic notice stating the reason for termination, with the date of termination to occur no sooner than the last day of the month in which the request is received.  All sums due to CMD under the Customer Software Agreement, through and including the date in which termination occurs, shall be due and payable by Customer to CMD upon receipt of final invoice.

Contacting the Accounting Department

Important: All users will be required to verify their call-in PIN when contacting us for assistance.
  1. Email
  2. Live Chat 
    • Live Chat is available from 9:00 am until 4:00 pm EDT Monday - Friday, excluding holidays.
  3. Phone 
    1. 888.348.8457, Option 3
    2. Monday - Friday from 8:30 am until 5:00 pm EDT, excluding holidays.
  4. Fax
    • Fax# 888.881.1812
    • Monday - Friday from 8:30 am until 4:00 pm EDT, excluding holidays.