Admin Section

The Administration section allows you to access administrative level tools that help manage your account. These tools include user and role administration, session management, lock management controls, configuration settings for automation, labels, superbills, appointment confirmation settings, monthly invoice, and managing your interface applications. 

The following help pages are supported by the current version of CollaborateMD. Please follow the curriculum outline to receive the proper training associated with this section.

Button Overview

Below you will find a description of the buttons located within the Admin section:
  • Retrieve:  Selecting this option will retrieve the options for Address Checking, Eligibility Checking and Claim Scrubbing.
  • Add: Selecting this option will Add a new label or superbill.
  • Find: Selecting this option will find an existing label or superbill.
  • Delete:  Selecting this option will delete a label.
  • Retrieve Options: Selecting this option will retrieve your appointment configuration settings.

The Configuration section allows you to configure features within CollaborateMD including labels and superbills.

Labels

Labels are stickers typically used to place on patient records, letters, and more to easily identify pertinent information. Labels are generally customized for a provider office and contains specific identifying information which may include patient name and contact information, provider and/or practice information, appointment information, and more.  

Create Label

Follow the instructions below to create a label:
  1. Go to the Admin section. 
  2. Click on the Configuration tab.
  3. Click on the Labels sub-tab.
  4. Select Add.
  5. Enter your label name in the Configuration Name field.
  6. Choose your Label Printer Model.
  7. Select your Label Size or create a Custom Size.
  8. Under Configuration, select the Section you would like to use fields from. 
  9. Drag and drop the fields into the appropriate column.
  10. Set your Default Font Options (if necessary).
  11. Once you are satisfied with your changes, click the Save button.
NoteThe ZPL option is the recommended driver for most Zebra printers. If this option produces unreadable text, please try to use the EPL option. The EPL option can be found using the drop down option next to the selected Zebra Printer option.

Important information about your Label Printer Model:

CollaborateMD supports all current Zebra Desktop Printers. Below you will find some pertinent information regarding some supported printers.
  • The Zebra 2844-Z printer is discontinued and no longer supported by the manufacturer. CollaborateMD will still provide the capability for our customers to use it as an available printing device. Please refer to the Support for the LP 2844-Z Desktop Printer support page for specific printer device information from the manufacturer & support if you experience issues with the 2844-Z (ZPL). 
  • The Zebra 2844 (EPL) printer is discontinued but still serviced. CollaborateMD will still provide the capability for our customers to use it as an available printing device. Please refer to the Support for the LP 2844 Desktop Printer support page for specific printer device information from the manufacturer & support if you experience issues with the 2844. 
  • Important: The Zebra GC420d printer model is the recommended replacement model and will support both ZPL and EPL models noted above. The Zebra GC420d model has been added as a supported printer model. 


Create Label with Custom Date

A label can be printed with a custom date in the event you need to print a label for a past date or future date. Note: This is only supported by the Patient and Scheduler sections of the software.

Follow the instructions below to create a label with a custom date of your choice: 

Part 1 – Create or Edit Label

  1. Go to the Admin section. 
  2. Click on the Configuration tab.
  3. Click on the Labels sub-tab.
  4. Click on the Add button to create a new label or click on the Find button to search for an existing label.
  5. Under Configuration, click on the Section drop down menu and select Patient or Scheduler.
  6. Drag and drop the Custom Date field into the appropriate column.
  7. Once you are satisfied with your changes, click the Save button.

Option 1 – Printing from Patient section

  1. Go to the Patient section and search for the patient’s account using the search field(s). 
  2. Click on the Print button and hover your mouse over Label and locate the label you wish to print.
  3. Once the label is selected, you will be prompted to enter a custom date.
  4. Select the date and then click on the Print button when you’re satisfied.

Option 2 – Printing from Scheduler section

  1. Go to the Scheduler section and search for the appointment.
  2. Right click on the appointment and hover your mouse over Print Label and locate the label you wish to print.
  3.  Once the label is selected, you will be prompted to enter a custom date.
  4. Select the date and then click on the Print button when you’re satisfied.

Find Label

Follow the instructions below to find a label:
  1. Go to the Admin section. 
  2. Click on the Configuration tab.
  3. Click on the Labels sub-tab.
  4. Select Find.

Edit Label

Follow the instructions below to edit a label:
  1. Go to the Admin section. 
  2. Click on the Configuration tab.
  3. Click on the Labels sub-tab.
  4. Select Find.
  5. Select the label you wish to edit. 
  6. Once you are satisfied with your changes, click the Save button.

Remove Field from Label

Follow the instructions below to remove a field from a label:
  1. Go to the Admin section. 
  2. Click on the Configuration tab.
  3. Click on the Labels sub-tab.
  4. Select Find.
  5. Select the label you wish to edit. 
  6. Click on the field you wish to remove, and select the red minus sign.
  7. Once you are satisfied with your changes, click the Save button.

Reorder Label Columns

Follow the instructions below to move a field on a label:
  1. Go to the Admin section. 
  2. Click on the Configuration tab.
  3. Click on the Labels sub-tab.
  4. Select Find.
  5. Select the label you wish to edit. 
  6. Select the field you wish to move. Click the green arrow to move the field up or down on the column.
  7. Once you are satisfied with your changes, click the Save button.

Delete Label Columns

Follow the instructions below to remove a field on a label:
  1. Go to the Admin section. 
  2. Click on the Configuration tab.
  3. Click on the Labels sub-tab.
  4. Select Find.
  5. Select the label you wish to edit. 
  6. Select the field you wish to remove. Click the red minus icon to remove the column. 
  7. Once you are satisfied with your changes, click the Save button.

Preview Label

Follow the instructions below to preview a label:
  1. Go to the Admin section. 
  2. Click on the Configuration tab.
  3. Click on the Labels sub-tab.
  4. Select Find.
  5. Select the label you wish to preview. 
  6. Select Preview.

Delete Label

Follow the instructions below to delete a label:
  1. Go to the Admin section. 
  2. Click on the Configuration tab.
  3. Click on the Labels sub-tab.
  4. Select Find.
  5. Select the label you wish to delete. 
  6. Select Delete.
  7. When prompted, select Yes to confirm your request to delete the label.

Superbills

A superbill is a form used by medical practitioners and clinicians so they can quickly complete and submit the procedure(s) and diagnosis(s) for a patient visit for reimbursement. It is generally customized for a provider office and contains patient information, the most common CPT (procedure) and ICD (diagnostic) codes used by that office, and a section for items such as follow-up appointments, Co-pays, and the provider’s signature. There are 3 types of superbills supported by CollaborateMD. They include:
  • Form Based - This specifies a form-based Word 2003 XML file that contains form fields (variables) that are replaced by actual data from the CollaborateMD system. Not only can this option be used to customize superbills but it can also be used as a letter generator to create letters such as excuse notes, collections letters, patient registration forms and more!

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Please note this feature only works with files that are saved as a Word 2003 XML Document. CollaborateMD does not support uploading Excel files or PDF's.

  • Text Based - Selecting this option allows users to configure the Header of the superbill. The existing CollaborateMD Superbill is used for the body of the document. 
  • CMD Default - Selecting the option will allow clients to use the standard superbill within CollaborateMD.
For the list of variables and to view superbill templates, please reference the Superbill Templates & Guides located within the Library.

Configure Form-Based Superbill

Follow the instructions below to configure a form-based superbill:
  1. Go to the Admin section. 
  2. Click on the Configuration tab.
  3. Click on the Superbill sub-tab.
  4. Select Add.
  5. Enter your superbill name in the field.
  6. Select Superbill is form based.
  7. Select your file to use by selecting the magnifying glass to search your window browser. Note: Your superbill must be saved in a Word 2003 XML Document. 
    • Check the Open document in associated application for editing only box to open the superbill within the applicable editing program (i.e. Word) in order to preview or modify the superbill prior to it being printed.
  8. Once you are satisfied with your changes, click the Save button.

Configure Text-Based Superbill

Follow the instructions below to create a text based superbill:
  1. Go to the Admin section. 
  2. Click on the Configuration tab.
  3. Click on the Superbill sub-tab.
  4. Select Add.
  5. Enter your superbill name in the field.
  6. Select Superbill is text based.
  7. Drag and drop the fields into the appropriate column. To remove a value, simply select the value and click Clear Selected Value.
    • Check the Do not print CPT and ICD information on Superbill box if you only want to print the header of the superbill. Note: The body of the superbill will be blank.
    • Check the Do not include practice information in header box if you don't want the practice name, address, phone number and Tax ID# to be displayed.
  8. Once you are satisfied with your changes, click the Save button.

Configure CMD Default Superbill

Follow the instructions below to configure your CMD Default superbill:
  1. Go to the Admin section. 
  2. Click on the Configuration tab.
  3. Click on the Superbill sub-tab.
  4. Select Add.
  5. Enter your superbill name in the field.
  6. Select Superbill is CMD default.
    • Check the Show patient balance without credits box to exclude patient account credits from the overall balance.
    • Check the Always use date generated in date field box to always use the date the superbill is printed within the "Date" field. Note: This is only applies to printing superbills from the Appointment Scheduler or Batch Printing tab. 
  7. Once you are satisfied with your changes, click the Save button.

Find Superbill

Follow the instructions below to find a superbill:
  1. Go to the Admin section. 
  2. Click on the Configuration tab.
  3. Click on the Superbill sub-tab.
  4. Select Find.

Edit Superbill

Follow the instructions below to edit a superbill:
  1. Go to the Admin section. 
  2. Click on the Configuration tab.
  3. Click on the Superbill sub-tab.
  4. Select Find.
  5. Select the superbill you wish to edit. 
  6. Once you are satisfied with your changes, click the Save button.