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:
  •  Refresh: Selecting this option will refresh your list of invoices
  •  Clear: Selecting this option will clear your invoice results

The Invoice section will show all monthly invoices for the account. You will be able to view detailed transactions made during that month including claims, remittance, eligibility, etc. Invoices are generated on the first business day of the month for the previous month's transactions. Authorized Reps and Admins and any user with the Monthly Invoices permission can access Invoices and receive notification.  

The following message is sent when a new invoice becomes available on a CMD account. A PDF copy of the invoice is always attached when the message is delivered via email. Note that this communication is only sent to users with Bill Pay permissions in at least one of their customers. This message can be sent as either a CMD message or an email depending on the user’s communication preferences.

Sample Message

Dear [Account Name],

Invoice [Invoice Number] [Invoice Date Range] is available on your account.

Please log into your CollaborateMD account in order to review the invoice.

To view your detailed invoice, please follow the directions below:

  1. Log into your CollaborateMD account. 
  2. Click on the Admin icon.
  3. Select the fourth tab labeled Invoices.
  4. Select the tab labeled Monthly Invoices.
  5. Select the applicable date range for the invoice.
  6. Click Refresh and a listing of your invoices will populate on the screen.
  7. Details can be viewed by selecting the desired invoice.

Helpful Links:

Accounting FAQs

Accounting Agreement

Should you have any concerns about your invoice, please contact the Accounting Department via email or by calling (888) 348-8457 and selecting option 4.

We sincerely appreciate your business. Your success is our success! CMD Accounting Department

Find Invoice

Follow the instructions below to view your invoice:
  1. Go to the Admin section.
  2. Click on the Invoices tab.
  3. Click on the Monthly Invoices tab.
  4. Select the Date Range for the invoice(s) you would like to view by entering them manually or selecting from the drop down box.
  5. Click the Refresh button.
  6. Select the invoice you wish to view.

Print Invoice

Follow the instructions below to view your invoice:
  1. Go to the Admin section.
  2. Click on the Invoices tab.
  3. Click on the Monthly Invoices tab.
  4. Select the Date Range for the invoice(s) you would like to view by entering them manually or selecting from the drop down box.
  5. Click the Refresh button.
  6. Select the invoice you wish to view.
  7. Click on the Print button. When the Print Preview window opens, select the Print button.
  8. Click on the Close button once you've printed the invoice.

Sample Invoices

Medical Practice Invoice


Billing Service Invoice

Make a Payment

The Payments tab allows you to make a payment towards your outstanding monthly invoices and the view your payment history.

The following message is sent when a payment is processed successfully for a CMD account. Note that this communication is only sent to users with Bill Pay permissions in at least one of their customers. This message can be sent as a CMD message, email, or text message depending on the user’s communication preferences.  

1). Sample Message (Email)

Dear [Account Name], Thank you for your payment. Your payment was processed and approved for the amount of [Payment Amount]. Your approval code is: [Payment Approval Code] To review your payment history, please follow the directions below:
  1. Log into your CollaborateMD account.
  2. Click on the Admin icon.
  3. Select the fourth tab labeled Invoices.
  4. Select the tab labeled Payments.
  5. Select the applicable date range for the payment.
  6. Click Search and a listing of your payments will populate on the screen.
Should you have any concerns about your invoice, please contact the Accounting Department via email or by calling (888) 348-8457 and selecting option 4. We sincerely appreciate your business. Your success is our success!

CMD Accounting Department

2). Sample Message (Text)

A payment of [Payment Amount] has been made on your CollaborateMD account. Thank you for your continued business.


The following message is sent when a payment is attempted but fails to process successfully on a CMD account. Note that this communication is only sent to users with Bill Pay permissions in at least one of their customers.

Sample Message (CMD Messaging & Email)

Dear [Account Name], Please note that your payment profile [Payment Profile Name] has expired or has been declined. Please correct the issue and resubmit your payment to avoid service interruption. As a valued customer, you deserve continued service. Please note that account overdue and suspension occurs on the next business day after your invoice due date. All additional fees will be applicable. Users with the Bill Payment permission set to Allow should follow the steps below to resolve the account balance. Step 1: Update Your Default Payment Profile To update your payment profile, please follow the directions on our Payment Profile Help Page. Important: The CollaborateMD Accounting Department will NOT be notified of any changes made to your default payment profile. It is your responsibility to ensure payment is processed. Step 2: Process Your Payment Once the Payment Profile has been updated, please follow the steps on our Payment Submission Help Page to make a payment for your monthly invoices. Should you have any concerns, please contact us. Respectfully, CMD Accounting Department

Last Payment – Shows the date of the last payment made towards your account.
Open Balance – Shows the current balance.

Follow the instructions to make a payment toward your monthly invoices:
    1. Go to the Admin section.
    2. Click on the Invoices tab.
    3. Click on the Payments sub-tab.
    4. Click on the Make a Payment button.
    5. When the Make a Payment window opens, choose to Make a payment using an existing Payment ProfileOne Time Credit Card, or One Time ACH (Automated Clearinghouse)
    6. When applicable, enter the payment details.
    7. Select or enter the appropriate Payment Amount.
    8. Click Submit.
      • Note: When making a payment towards your invoice using a one-time payment method, you will be given the option to save the entered information as a Payment Profile for future payments. If you wish to save the payment information as a payment profile for future use, you will be prompted to enter a Profile Name and optionally choose to make the entered payment method the default profile.
    9. When the confirmation window opens, click on the Confirm Payment button.
    10. Once the payment is confirmed a window will open confirming the payment made and your Authorization Code.
      1. Note: The authorization code for a successful payment will only show up when making credit or debit card payments. 
    11. Click on the OK button once you've taken note of the Authorization Code.


    https://sites.google.com/a/collaboratemd.com/training/helppages/admin/invoice

      Search for Payments

      Follow the instructions to view your account’s payment history:

      1. Go to the Admin section.
      2. Click on the Invoices tab.
      3. Click on the Payments tab.
      4. In the Payment Search pane, enter your search criteria.
      5. Click the Search button.
      6. The Payment History will be displayed based on your search criteria. 
      7. Click on the Expand icon displayed beside the payment date to see the payment details.
      8. When you're done, click on the Clear.

      Add Payment Profile

      Payment Profiles tab allows you the ability to create and edit payment profiles, which hold your account’s frequently used bill payment information. Payment profiles can hold information for both credit cards as well as bank accounts, making payment submissions fast and easy. Authorized Reps and Admins and any user with the Bill Payment permission can access the Payment Profile. Per the Accounting Agreement, there must be one active default payment profile on file for the account. The system will not allow an inactivation of a default payment profile prior to creating a new one. 

      Follow the instructions for adding a new payment profile to your account:

      1. Go to the Admin section.
      2. Click on the Invoices tab.
      3. Click on the Payment Profiles tab.
      4. Click on the Add Profile button.
      5. Input a name for the new payment profile.
      6. If you wish to make this Payment Profile the default profile for all future payments check the Make this the account's default payment profile box. 
      7. Choose what type of payment method the new profile is based on
      8. Input the credit card or bank account information.
      9. When you’re done, click the Save button.

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      Note: If an error occurs when attempting to save your payment profile, check the following for accuracy:

      Find/Edit Payment Profile

      Follow the instructions for editing an existing payment profile:

      1. Go to the Admin section.
      2. Click on the Invoices tab.
      3. Click on the Payment Profiles tab.
      4. Click on the Show All button and select a payment profile to open. Alternatively, you could select a payment profile to open from the Recently Opened list.
      5. Make the necessary changes, if applicable. 
      6. When you’re done, click the Save button.