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  • How to Manage Self-Pay Patients (with Payment Plans!) Before rendering services it is recommended that you create and agree to a contract with the patient if they will be paying out of pocket, especially if payments will not ...
    Posted Jan 8, 2018, 6:00 AM by Angelique Belot
  • How can I verify which Java version I currently have? If you are not running the latest version of Java, it is highly recommended you use the resources below or go to the www.java.com website to update or ...
    Posted Nov 6, 2017, 6:40 PM by Angelique Belot
  • How do I properly set a patients account to Collections? Step 1 – Change the Patient Account Type: Go to the Patient section and open the applicable patient. Change the Type drop-down to Collections. Step 2 – Enter the Collection Date ...
    Posted Aug 31, 2017, 11:48 AM by Angelique Belot
  • Communication Preferences User Communication Preferences:How do Preferences work?Users will be able to control the type of communications they wish to receive from CollaborateMD as well as their communication methods. What ...
    Posted Jul 31, 2017, 9:33 AM by Tasha lesher
  • Overview of CollaborateMD Keyboard Shortcuts Shortcut keys help provide an easier and usually quicker method of navigating and executing commands in computer software programs. Shortcut keys are commonly accessed by using the Alt key (on ...
    Posted Aug 3, 2017, 3:31 PM by Angelique Belot
Showing posts 1 - 5 of 14. View more »


How to Manage Self-Pay Patients (with Payment Plans!)

posted Jan 5, 2018, 2:23 PM by Amanda Negron   [ updated Jan 8, 2018, 6:00 AM by Angelique Belot ]


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Before rendering services it is recommended that you create and agree to a contract with the patient if they will be paying out of pocket, especially if payments will not be made up front, at the time of service. To see a sample agreement for patients with Payment Plans under the Misc Templates folder, click here.


Step 1: Setting Up the Patient

There are multiple options for setting up the patient within CollaborateMD and each option comes with its own set of advantages and disadvantages. Review both options below to determine which makes the best sense for your business.

Option 1: Set the Patient Type to Self Pay

Advantages to using this option include that it automatically sets all charges for the patient to the status of Balance due Patient and the setup includes one (1) step. However, this option does not work with interfaces, so if you have an EMR partner that is the patient master you will not be able to use this option.


If you choose this option, complete the steps below in order to change the patient’s type:

  1. Go to the Patient section

  2. Add a New Patient or search for an existing patient

  3. On the Patient tab, use the Type drop down to select Self Pay

  1. Once satisfied with all information, click Save

Option 2: Add “Self Pay” Payer

Advantages to using this option include being able to see the data on per payer reports and the benefit of working with interfaces. However, this option does require additional setup both one-time and per patient.


If you choose this option, complete the steps below in order to add the payer & associate to the patient in CollaborateMD.


Step 1.1 - Payer Setup - Create the Payer

  1. Add the payer as a Paper Payer called “Self-Pay” or whatever you prefer

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Recommended Payer Settings (see image below):

  • Name: Self Pay or Cash Pay

  • Payer Type: Self Pay

  • Default Billing Status: Due Patient

  • Server Processing Mode: Do not send claims to the clearinghouse for processing

  • Address: Practice address


Step 1.2 - Patient Setup - Associate the Payer to the Patient

Add the patient as normal and then link the patient to the self-payer payer with any fake Member ID. Most accounts using this option use the Member ID of all 0’s or 1’s or “1234”



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You can also set the patient’s Account Type to “Self-Pay” for reporting purposes


Step 2: Create/Add Charges (Optional)

While this step is not required in order to create a payment plan for the patient, it is recommended that you document the services provided to each patient, including those paying out of pocket. However, you do have the option to complete this step at a later time. If you would like to complete at this time, you have two options for adding charges to the patient’s account.

Option 1: Create a Claim with Charges

Depending on your current office workflow, this should follow your normal claim creation process, whether using an interface or manually entering claims into CollaborateMD. If you are manually creating claims, use the links below to assist you with the claim creation process.

Option 2: Add Debits to the Patient Account

This option is typically used if you do not want to create claims for self pay patients or patients are purchasing some service that is not a CPT/HCPC/Revenue code, such as a fee for requesting medical records. In order to use this option, you must complete the following steps:

Step 2.1 - One-time setup - Create the Debit Code

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There are really no rules with debit codes since they are entirely made up by the practice. Just make sure the Type is set to Debit.


Step 2.2 Patient setup - Add the Debit to the Patient

Step 3: Create the Payment Plan

Whether you added charges to the patient or not, the next step is to create the payment plan. This not only defines how much the patient owes, but also the schedule for when balances are owed to the practice/provider.

Step 4: Send Statements

Once you have begun creating payment plans, you’ll probably want to send statements to those patients so they know how and when to pay the practice/provider. Even if you already use statements with CollaborateMD, you will need to set up the specific statements you would like to use for payment plan installments. Click on the appropriate link below for the type of statement you wish to send to patients with payment plans.


  1. Configure Automated Patient Statements (additional fees may apply)

  2. Configure Enhanced Patient Statements (additional fees may apply)

  3. Configure Plain Text Patient Statements (free)

Step 5: Track Outstanding Balances

Once all the setup is complete and you have determined how your office will handle self pay patients, it is time to track their outstanding balances. There are multiple ways you can track these balances within the application and you may find that you use all of these options, or just one, depending on your preferences.

Option 1: Add it to your Dashboard

Your dashboard is the area you see immediately upon login with all the graphs. You can create or modify dashboards to include other items that are important to your role and/or your business, like the Payment Plan Balances gadget. You can either create a new dashboard or modify an existing dashboard.


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Don’t forget to share this dashboard with other users who may need to track these balances.

Option 2: Run the Report

If you are looking for a more detailed breakdown of patients and their due balances, you also have the option of running the Payment Plan Balances report within the Reports section.

Option 3: Create your own Report

If our standard options don’t give you what you’re looking for, please feel free to build your own report that meets your needs using the payment plan fields available within the Report Builder area.


If your plan does not include the Report Builder, please request for a CollaborateMD expert to build your report for you by ordering a Custom Report.

How can I verify which Java version I currently have?

posted Oct 11, 2017, 8:42 AM by Amanda Negron   [ updated Nov 6, 2017, 6:40 PM by Angelique Belot ]

If you are not running the latest version of Java, it is highly recommended you use the resources below or go to the www.java.com website to update or install Java
Note: This FAQ applies to Platform(s): Mac OS X, Windows 10, Windows 7, Windows 8, Windows Vista, Windows XP, macOS and Java version(s): 7.0 and 8.0.

Windows:
1. Go to and launch the Window Start menu. 
2. Click on Programs or All Programs.
3. Find the Java folder in the listing. Note: If you're unable to locate the Java folder, please use your Search field options. 
4. Click About Java to see the Java version. 
5. If you need to install or upgrade Java, use How do I manually download and install Java for my Windows computer?


Mac:
1. Click on the Apple icon on the upper left corner of the screen. 
2. Go to System Preferences
3. Click on the Java icon to access the Java Control Panel to see the Java version. 
4. If you need to install or upgrade Java, use How do I manually download and install Java for my Mac?


Resource:
Java Downloads for All Operating Systems

How do I properly set a patients account to Collections?

posted Aug 28, 2017, 2:23 PM by Amanda Negron   [ updated Aug 31, 2017, 11:48 AM by Angelique Belot ]

Step 1 – Change the Patient Account Type:


  1. Go to the Patient section and open the applicable patient.
  2. Change the Type drop-down to Collections.

Step 2 – Enter the Collection Date and Reason:


  1. While in the patient record, go to the Patient Billing tab.
  2. Select the Collections sub-tab.
  3. Enter the Collection Date you are setting the patient to collections.
  4. Enter the Reason you are sending the patient to collections.
  5. Click on the Save button.

 

Step 3 – Change the claim Status


  1. Go to the Claim section and search for the patient
  2. Open the claim you would like to make edits to.
  3. Go to the Charges tab.
  4. Change the Status drop-down for the charges to “Balance Due Patient” or “Collections”.
  5. Click on the Save button.

 

Step 4 – Run the Collections report


  1. Go to the Reports section.
  2. Search for the “Patient at Collections” or the “Charges at Collections” reports.

These reports show all patients and/or charges that are set to Collections. If any customization needs to be made to the report, please reference the Report Builder Help Page for instructions on how to build a custom report.

Communication Preferences

posted Jul 31, 2017, 9:33 AM by Tasha lesher

User Communication Preferences:


  • How do Preferences work?

    • Users will be able to control the type of communications they wish to receive from CollaborateMD as well as their communication methods.

  • What can an Auth Rep, Admin, and User see?

    • They will all see the Communication Types available based on their User Type and permissions. You can reference the Communications Type Guide for more information.

  • Are there any communication methods a user cannot turn on?

    • Yes. Methods that are not available for a communication type will be grayed out.

  • If a user replies to the Text or CMD Message communication, who in CollaborateMD will receive the message?

    • The messages will not be delivered to anyone. Please contact CollaborateMD directly if you wish to speak with someone in regards to your notification.

  • Why isn’t the user able to change the Time Zone for the text message delivery?

    • The time zone set by the administrator when configuring the Notification Settings for the patient (Admin section) will be set to the timezone for the users as well. This is the Admin or Auth Rep’s decision.

  • What will happen if a user does not have a current email and has the defaulted communication type for Email enabled? How will the user know to populate the email at this point? Will they get an alert for the communication type not being able to send?

    • When the user signs into CollaborateMD after upgrading, the application will prompt the user to enter their email address. The user will not receive communication about a notification not being sent to them.


Patient Communication Questions:

  • How do patient notifications work?

    • Users can configure the notifications available to send to patients.

  • Can a patient be sent a notification without having the Payment Portal enabled?
    • No, the online patient Payment Portal will need to be enabled in order to send patient notifications.
  • What are Data Tags?
    • They are predefined variables used to auto populate values related to the patient within your message. For example “The patient balance is <Patient Balance>.” The results when the notification is sent out will show “The patient balance is $5.35”. The tags are inserted by right clicking on the text field and selecting the desired tag.
  • How will my staff know what notification options the patient has selected within the Payment Portal?
    • CollaborateMD users can only see the notification method the patient has selected to receive (i.e., Email or Text message). This can be viewed within the Patient section > Patient Billing tab. Users, however, will not be able to see the types of notifications selected for the patient to receive (i.e., New Balance, Payment Confirmation, Payment Plan Installment).


General Communication Questions:

  • Why did CollaborateMD introduce these new options for communications?

    • There are several reasons why this project is important to CollaborateMD:

      • We wanted to give our customers control over how they interact with their patients. A tight feedback loop for communication is very good for the business.

      • With our new Payment Plan option, there was a need to make patient communications customizable and automatic.

      • There was previously no way for our customers to opt out of receiving communication from CollaborateMD. We have now made it possible for each user to customize the communications that are important for them.

  • Is this included in all Plans?

    • This feature will be included on Plans 3 & 4, however, unlimited patient notification text reminders will only be available on Plan 4.  Please see the Medical Practice Pricing sheet for more information. Billing Services will have to pay for both the IPP feature and the text message charges. Please note, phone carrier prices may also apply.

  • Will my staff and patients need to opt-in to receive text messages?

    • When the staff member checks the box under the User Profile tab to “Allow CollaborateMD to send text messages”, this is their way to opt-in. Patients MUST opt in to text messages with their provider to receive them.

  • What if a member of my staff or patient never received the notification, how can this be tracked?

    • Users will need to contact the Support Department to investigate this further.

  • Will there be auditing capabilities of when a staff member subscribes or unsubscribes from communication?

    • No.

Overview of CollaborateMD Keyboard Shortcuts

posted Jul 7, 2017, 1:48 PM by Tasha lesher   [ updated Aug 3, 2017, 3:31 PM by Angelique Belot ]

Shortcut keys help provide an easier and usually quicker method of navigating and executing commands in computer software programs. Shortcut keys are commonly accessed by using the Alt key (on IBM compatible computers), Command key (on Apple computers), Ctrl key, or Shift key in conjunction with another key.

Shortcuts by Section

The following keyboard shortcut keys are available for each section of the application.


Section

Description

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Claim - F1

Create, submit & modify claims with automatic daily submission and real-time claim scrubbing to increase claim rate.

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Payment - F3

Manage financials and improve cash flow with multiple payment posting methods.

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Control - F5

Enhance claim follow-up time by viewing the life cycle of claims.

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Reports - F7

Over 90 standard and enhanced reports that drill down your financial review cycle.

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Scheduler - F9

Through appointment scheduling medical offices can increase efficiency and maximize office workflow while improving patient satisfaction using several functions from within the scheduling program.

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Patients - F2

Save time and enjoy flexibility with many patient-related features.

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Codes - F4

Increase coding and billing proficiency by customizing each practice specific CPT®, ICD, and HCPCS codes list.

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Payer - F6

Select from over 2000 payers to automate and manage claims.

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Facility - F8

Store facility information for reporting and to quickly add to a claim.

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Referring - F10

Store referring provider information for reporting and to quickly add to a claim.


Shortcuts by Tab & Button

Within each section, you can identify shortcut keys for tabs and buttons by looking for underlined letters in the tab or button name.


For example, the image below shows an underline on the "S" in Save and an underline on the “1” beside Patient, which means you can press the Alt key and then the "S" or “1” key to access the button or tab.


Below are some examples of shortcuts by tab and buttons throughout the Patient section. Please note various shortcuts exist throughout the application. This example provided below is just a reference.


Shortcut

Tab/Button

Description

ALT + 1

Patient

Used to view or modify info contained in a patient record.

ALT + 2

Additional Info

Used to view or modify additional information on the patient’s record.

ALT + 3

Insurance

Used to view or modify insurance info associated with a patient.

ALT + 4

Claim Defaults

Used to view or modify defaults for the patient’s claim.

ALT + 5

Patient Billing

Used to view or modify information related to the patient’s billing information.

ALT + 6

Activity

Used to view various types of activity associated with a patient.

ALT + 7

Eligibility

Used to view and check insurance eligibility for a patient.

ALT + 8

Appointments

Used to view appointment history for a patient.

ALT + 9

Documents

Used to add or delete electronic documents associated with a patient.

ALT + S

Save

Used to save the patient record with new or modified information.

ALT + C

Close

Used to close the patient record.

ALT + P

Print

Used to print various items related to the individual patient, such as statements or labels.

ALT + M

Merge

Used to merge a patient record with another patient record, typically a duplicate record.

ALT + e

Open in EMR

Used to open the patient in an applicable EMR system.

ALT + T

Track

Used to track claims for the patient or insured person.

ALT + R

Review

Used to review the patient’s account for duplicate records or address verification, if applicable.


General Shortcuts

Basic Keyboard Shortcut Keys (PC)

Click here for a list of keyboard shortcuts that you can use with Windows computers.


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Not all shortcuts listed are compatible with CollaborateMD

Basic Keyboard Shortcut Keys (MAC)

Click here for a list of keyboard shortcuts that you can use with Mac computers.


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Not all shortcuts listed are compatible with CollaborateMD

Sorting by Multiple Columns

Sorting records in a table allow you to better understand the data that you are working with. Sorting is also an efficient means of organizing your data in alphabetical or sequential order. Common areas to sort columns are in the Report and Control sections of the application.


To sort more than one column


  1. Select the first column you wish to sort by followed by the sorting order:

    • Ascending: Arranged from smallest to largest

    • Descending: Arranged from largest to smallest

  2. Next, hold down the Ctrl key on your keyboard and select the second column

  3. Continue selecting each column until you’re satisfied with your sorting options


Note: Sorted columns and orders are denoted with a blue triangle ( | ) beside the column name.

Why are my J-codes being replaced on my ERA/EOB?

posted Jun 13, 2017, 7:34 AM by Angelique Belot   [ updated Jun 13, 2017, 8:12 AM ]

In some instances, payers will pay charges using a different code. For the example provided below, the payer is replacing the J-code with a National Drug Code. As of June 9th, 2017, the software has been updated to show the original value in parenthesis rather than showing just the code that the payer used to pay on the charge (similar to the RR Payer-Generated Report).

 


How Do I Locate Reports to Show Proof of Timely Filing?

posted May 12, 2017, 8:20 AM by Tasha lesher   [ updated Dec 15, 2017, 6:07 AM by Angelique Belot ]

Proof of timely filing is a considered best practice and can be easily accomplished using Clearinghouse Reports within the Reports section of CollaborateMD.  Filing claims late could cause denials and prevent you from getting paid.  

Use the instructions below to locate your timely filing reports:
  1. Go to the Report section > Clearinghouse Reports tab. 
  2. Under Search Criteria, select the Retrieve Listing of All Reports option.
  3. Modify the date Range to match submission date (you can find this in the activity of the claim).
  4. In the Containing content field, enter the claim's TCN number, patient name, or other identifying information. 
  5. Click Search.
  6. You can locate your timely filing reports under the Acknowledgement tab or the Payer Generated tab.
Note: Clearinghouse Reports are printable or savable to your computer in order to submit proof to the payer. 

Why is My Claim Dropping to Paper?

posted Apr 13, 2017, 6:21 AM by Tasha lesher   [ updated May 25, 2017, 12:16 PM by Angelique Belot ]


Claims may be dropped to paper for several reasons. Review each option below to determine why claims are dropping to paper.

Step 1 - Verify if a paper CPID was sent in the claim file by following the steps below:


  1. Go to the Payer section.

  2. Open the applicable payer.

  3. Verify the CPID for the type of claim being submitted. All paper CPIDs have a second digit of a "3", for example, "4300".

                                            

Step 2 - Verify the submitter is authorized for the electronic CPID by following the steps below:


  1. Go to the Payer section.

  2. Open the applicable payer and view the Clearinghouse Information box.

  3. Under the claim type for the claim being submitted, is "Agreement Required" listed?

  1. If yes, verify the submitter is authorized by viewing the status of the Claim agreement via the Lookup tab. See step-by-step instructions here. Agreements must be in the status of Authorized for claims to send electronically.

Step 3 - Verify the Server Processing Mode for the payer is not set to The clearinghouse will print and mail the claims by following the steps below:


  1. Go to the Payer section.

  2. Open the applicable payer.

  3. If the Server Processing Mode is set to the above status, update as appropriate.

How To Include Payment Reversals on the Daily Deposit Report?

posted Feb 13, 2017, 2:46 PM by Angelique Belot   [ updated Feb 13, 2017, 5:58 PM ]

Follow the instructions below to recreate the Daily Deposit report so that you can toggle between whether or not you want to include reversals in your report. Modifying this report may help your office balance reversals with actual payments received vs. having to run two separate reports, such as the Daily Deposit report and Refund/Reversal report. See the Report Descriptions Reference Guide for more information about these reports. 

  1. Go to the Reports section > Central  Business Intelligence > Report Builder.

  1. Click Build > From Template > Daily/Monthly Reports > Daily Deposit Report.

  1. When the report displays, in the Filters pane, right-click on the Is Payment Reversal? field and select Filter Type > Dynamic.

Note: This will allow you to toggle between Yes and No prior to running the report.  

  1. OPTIONAL: It’s recommended to include this filter in your report header. To do this, right-click on the Is Payment Reversal? field and select Include in Header.

  1. Enter a Report Title, select a Report Category, and then click Save.

  1. You may now run the report.

  2. When the filter window opens, click on the General Filters pane. You’ll notice a drop-down menu for Is Payment Reversal? Make your selection and then click OK to run the report.


How To Post a Balance Forward Into CollaborateMD from Another System

posted Feb 10, 2017, 5:09 PM by Angelique Belot   [ updated Apr 11, 2017, 8:04 PM ]

You can easily add a past due balance from a previous practice management software into CollaborateMD by creating a Debit Adjustment code. Once the code is created, you can apply the debit towards the patient's account. This will allow you to keep track of all past due balances without having to manage two systems, this way it’s easier to track.

Step 1: Create a Debit Adjustment Code

  1. Go to the Codes section and click on the Adjustments tab.

  2. Click New Adjustment.

  1. In the Code field, enter a code that best describes the debit adjustment you’re created. For example, OAR for Old Account Receivable.

  2. Click on the Type drop-down menu and select Debit.

  3. In the Description field, enter a short description that describes the code.

  4. Click Save.

Step 2: Debit the Patient's Account

Now that the debit adjustment code is created, next you must debit the account. The easiest way to do this is within the Payment section > Manage Account tab.

  1. Go to the Payment section and click on the Manage Account tab.

  2. Click on the Find button.

  3. In the field provided, search for the patient and select their name.

 
  1. Click on the Debit Account button located towards the top of the screen.

  2. Click on the magnifying glass to select a Debit Code.

  3. Enter the debit Amount followed by the Received date.

  4. At this time you can make any final changes you see fit.

  5. Click Save.

Note: The Debit will be added to the Account Debits portion of the Manage Accounts tab.

  1. Click Save.

Best Practice Tips:

  • Once you’ve debited the patient's account, it’s important to review their activity to confirm that you're satisfied with your changes.

  • Run the Daily/Monthly Charges and Debits report to keep track of this debit adjustment. Click here for more information on how to run reports.

Note: Use the Charge CPT Code filter to search for the specific debit code.

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