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Interface FAQs

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Contents

  1. 1 How do I identify claims that come over to CollaborateMD through the interface?
  2. 2 Why is the warning saying “Unable to locate provider”?
  3. 3 How do I know what status the claim is in when I look in Interface Tracking?
  4. 4 Why is the superbill/note/encounter not coming over into CollaborateMD? My interface messages are erroring out in CollaborateMD, how can I find out why?
  5. 5 My claims aren’t being sent to payers after I send them through the interface, how is this accomplished?
  6. 6 After sending over the superbill/note/encounter ****** are appearing in the patient information. What does this mean?
  7. 7 I checked Interface Tracking and I noticed there were several messages received for the same patient. How can I see what the dates of services are, so I can identify if the superbill/note/encounter was submitted multiple times for the same date of service?
  8. 8 I fixed several errored interface messages in Interface Tracking, but I noticed the errors are still showing. Why is this happening?
  9. 9 I noticed there are green check marks and red circles when I retrieve my “Waiting for Review” claims in the Claim Control tab. Why do some claims have green check marks while others have red circles?
  10. 10 When reviewing my interface claims in Claim Control, I noticed I have several duplicate claims that were generated. Why would this happen and how can I delete them?
  11. 11 When reviewing my interface claims in the Claim Control tab, I noticed some of my claims are missing the Facility. Why did the Facility not populate?
  12. 12 When reviewing my interface claims in the Claim Control tab, I noticed some of my charges did not have a price. Why did this happen?

How do I identify claims that come over to CollaborateMD through the interface?

You can easily see if the interface messages were received successfully and if CollaborateMD was able to find an existing patient, create a new patient and generate a claim via the Interface Tracking tab of the Control section. Be sure to use your desired filter options on the left side to include all of your desired results. Please note, not all interfaces support all message types.

Why is the warning saying “Unable to locate provider”?

In most cases, this means the provider on the superbill/note/encounter was not integrated between CollaborateMD and your vendor. It is best practice to first identify the provider listed on the superbill/note/encounter and verify that this same provider exists in CollaborateMD's Provider section.

How do I know what status the claim is in when I look in Interface Tracking?

Any claim generated through the interface with a status of Success or Warning can be found in one of the following statuses: 1) Waiting for Review or 2) Incomplete. Any status of Error indicates a claim was not generated for the error reason denoted.

Why is the superbill/note/encounter not coming over into CollaborateMD? My interface messages are erroring out in CollaborateMD, how can I find out why?

In order to determine why an interface message is erroring or not creating the item (i.e., patient, claim, appointment) you can go to the Interface Tracking tab in the Control section. Once results are loaded, make sure to expand the Error messages to determine the cause of the error. If additional information is required, scroll to the right and select the More button.  

Note: If you are receiving an F03 error in Practice Fusion, please review the Practice Fusion Request Integration page for important information. 

My claims aren’t being sent to payers after I send them through the interface, how is this accomplished?

After claims are created through the interface, they are set to the status of either 1) Waiting for Review or 2) Incomplete. Users must update the claim statuses based on how claims should be billed to the payers. This can be done in a batch through the Claim Control tab of the Control section.

After sending over the superbill/note/encounter ****** are appearing in the patient information. What does this mean?

The patient name is masked for certain errors, which could be a result of incorrect message routing, in order to prevent a scenario with a PHI breach. For example, if a vendor sends messages to CollaborateMD using the wrong customer credentials, CollaborateMD will reject them for unable to find provider and mask the patient information.

I checked Interface Tracking and I noticed there were several messages received for the same patient. How can I see what the dates of services are, so I can identify if the superbill/note/encounter was submitted multiple times for the same date of service?

You can right click on the line that has the patient’s name, select the option to View Message and click the Claim tab within the message to review the charge information including the date of service.

I fixed several errored interface messages in Interface Tracking, but I noticed the errors are still showing. Why is this happening?

If you do not click the Save button once you have used the right-click capability to Mark as Fixed, you will continue to see those errors.

I noticed there are green check marks and red circles when I retrieve my “Waiting for Review” claims in the Claim Control tab. Why do some claims have green check marks while others have red circles?

If you are seeing green check marks and red circles next to your claims, this is because you are using the Claim Scrubbing feature. Once the system has scrubbed your claims, you will see green check marks indicating the feature did not suspect anything was wrong with the codes on your claims. If you are seeing red circles, this is indicative of the feature suspecting something could be wrong with the codes on your claim. For more information on batch scrubbing click HERE.

When reviewing my interface claims in Claim Control, I noticed I have several duplicate claims that were generated. Why would this happen and how can I delete them?

Duplicate claims are generated through the interface when a superbill/note/encounter has been submitted more than once. Each time a superbill/note/encounter is submitted, CollaborateMD will generate a new claim for each successful interface message received. To delete the duplicate claims, right click on the desired claim, select the option to Open Claim and click the Delete Claim button.

When reviewing my interface claims in the Claim Control tab, I noticed some of my claims are missing the Facility. Why did the Facility not populate?

The Facility was either not submitted on the superbill/note/encounter or the Facility was not integrated between CollaborateMD and your vendor. It is best practice to first identify if the facility was listed on the superbill/note/encounter and verify that this same facility exists in CollaborateMD's Facility section.

When reviewing my interface claims in the Claim Control tab, I noticed some of my charges did not have a price. Why did this happen?

Charges will populate without a price if no price was sent from the interface and there is no defaulted price within CollaborateMD. To see how to set your base pricing in CollaborateMD, visit our Codes Help Pages.