Codes Section

The Codes section allows you to add, edit and find CPT, HCPCS and Revenue codes. You can manually set a default price for each code or create a custom Fee Schedule. You can also create Diagnosis codes, credit and debit Adjustments, Remittance remark and adjustment reason codes, ICD Procedure codes and Inventory codes. Within the Codes section, you can also configure your insurance Contracts.

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.




The Contracts tab allows practices to keep track of their pre-negotiated reimbursement rates, for each procedure code and insurance company. Creating contracts will allow you to run reports to view a history of how payment schedules may have changed over time. Contracts can be applied to a specific entity such as a practice, provider, office location, facility, tax id, or place of service. We offer various ways to create your contracts, for example, contracts can be created manually, imported from a Comma delimited or Excel file, copied from an existing contract, or, you can use Medicare's Fee Schedule to adjust your contract prices based on a fee schedule year, locality, etc.


Note: Contract rates do not affect prices billed to insurances or other entities. To set your billing prices, please view the Fee Schedule Help Page.


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When posting payments towards claims that have a contract price linked to a payer, the system will automatically carry over the contract price into the Allowed and Paid fields within the Insurance Payment screen (see image below).


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Best practice is to post payments according to the Explanation of Benefits (EOB). For example, in the event your EOB shows that the Allowed amount is $100 and the Paid amount is $50.00, you should enter $50.00 in the Paid column in order to record what the insurance company actually paid.


Getting Started

Two critical steps must be completed in order to have your contract prices appear when posting insurance payments.


Step 1: You must first create the contract in the Codes section.

Step 2: Once the Contract is created, the next step is to associate the contract to an insurance company.


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Please make sure that both steps are completed prior to posting any insurance payments. Not doing so will cause the Insurance Allowed and Paid columns to be displayed as $0.00.


As payments are posted and your office begins to track what’s allowed vs what’s paid, we recommend running the Contract Analysis by Contract report as well as the Contract Analysis by Payer report in the Report section to keep track of your payment trends and negotiate future contracts with insurance companies.

Add Blank Contract

Follow the instructions below to manually add a new contract:


Step 1: Create the Contract

1. Go to the Codes section.

2. Click on the Contracts tab.

3. Select New Contract.

4. Enter your contract name in the Name field. The SeqNo will be populated by CollaborateMD when the contract is saved.

5. Click on the Type drop-down menu to select whether the contract will be FFS (Fee For Service) or CAP (Capitated). Please note, this is only used for tracking purposes.

6. Select whether you would like to Allow users posting payments to update prices.

7. In the Price column, enter your contract price for each billing procedure code.

8. Optional: If the payer does not cover a particular procedure, check the Exclusion checkbox. Checking this box will make any remaining balance, after insurance payment, due to the patient; meaning, the status of the charge will be set to “Balance Due Patient”.

9. Click Save.

Step 2: Associate the Contract to Payer

Once the contract is created you can now link it to a payer. See the Add Existing Contracts Help Page for more information.

Using the Contract Wizard

The Contract Wizard allows you to add or modify your contracts. 

New Contract From Existing Contract

Follow the instructions below to create a new contract from an existing contract: 
  1. Go to the Codes section.
  2. Click on the Contracts tab.
  3. Select Add Wizard.
  4. Select Create a new contract from an existing contract.
  5. Select Next.
  6. Select the magnifying glass to search for the existing contract that you will base the new contract off of.
  7. Enter by how much you would like to adjust the pricing of the new contract by.
  8. Select Next.
  9. Select Finish.

New Contract From the Medicare Fee Schedule

Follow the instructions below to create a new contract from the Medicare Fee Schedule:
  1. Go to the Codes section.
  2. Click on the Contracts tab.
  3. Select Contract Wizard.
  4. Select Create a new contract from the Medicare Fee Schedule.
  5. Select Next.
  6. Select the Fee Schedule Year you would like to base your pricing off of.
  7. Choose the option to Use your zipcode or the option to Manually enter your Carrier or Locality.
  8. Select the Pricing Method. You can Use Non-Facility Pricing or Use Facility Pricing. 
  9. Enter by how much you would like to adjust your prices by and choose whether or not you would like to round to the nearest dollar.
  10. Select Next.
  11. Select Finish.

Create New Contract for Each Payer

Follow the instructions below to automatically create a new contract for each payer:
  1. Go to the Codes section.
  2. Click on the Contracts tab.
  3. Select Contract Wizard.
  4. Select Automatically create a new contract for each of my payers.
  5. Select Next.
  6. Select whether you want to Create a blank contract for each payer or  Estimate prices for each payer based on allowables entered in the last ____ days. If you select the 2nd option, enter the number of days you would like base your contracts off of.
  7. Select Next.
  8. Select Finish.

Create a New Blank Contract

Follow the instructions below to create a new blank contract:
  1. Go to the Codes section.
  2. Click on the Contracts tab.
  3. Select Contract Wizard.
  4. Select Create a new blank contract.
  5. Select Next.
  6. Select Finish.

Import Contracts

Follow the instructions below to import contracts using the Import Wizard:

Part 1: Create a Spreadsheet
  1. The first row of the spreadsheet should only contain column names.
  2. The first column of the spreadsheet should list your billing codes.
  3. The second column of the spreadsheet should list the code descriptions.
  4. The third column of the spreadsheet should list the billing prices.
  5. The fourth and subsequent columns should list contract pricesPlease note, each column will create a new contract. Use the column heading space as the name of each unique contract.
Important: Once the spreadsheet is complete, save as a CSV (comma delimited) or TAB delimited file.

Part 2: Importing into CollaborateMD
  1. Log into CollaborateMD.
  2. Go to the Codes section.
  3. Click on the Contracts tab.
  4. Select Import Wizard.
    • Note: If codes listed in the spreadsheet do not exist in the system, they will automatically be created with the description and billing price defined. 
  5. Select the folder to find the file you would like to import by selecting the down arrow to browse for the file. 
  6. Select what type of file you are importing, either CSV or TAB. 
    • Note: For those contract prices that are either blank or non-numerical values choose whether you would like these to be set to a default price of $0 or defaulted as an exclusion.
  7. Select Next.
  8. Review the data that is about to be imported, then click Next if the data is correct.
  9. Select Finish.

Find/Edit Contract

Follow the instructions below to find or edit an existing contract:

  1. Go to the Codes section.

  2. Click on the Contracts tab.

  3. Select Show All or search for the contract using the Search field.

  4. Select the contract you would like to view or edit.

  5. If applicable, make your changes and click Save.

Print Contract

Follow the instructions below to print a contract:

  1. Go to the Codes section.

  2. Click on the Contracts tab.

  3. Select Show All or search for the Contract using the Search field.

  4. Select the Contract you would like to print.

  5. Click on the Print button.

Inactivate Contract

Follow the instructions below to inactivate a contract:
  1. Go to the Codes section.

  2. Click on the Contracts tab.

  3. Select Show All or search for the Contract using the Search field.

  4. Select the Contract you would like to Inactivate.

  5. Select the checkbox that says Make this contract inactive.

  6. Once you are satisfied, click the Save button.

Reactivate Contract

Follow the instructions below to reactivate a contract:
  1. Go to the Codes section.
  2. Click on the Contracts tab.
  3. Select the checkbox that says Search inactive contracts.
  4. Select Show All or search for the Contract using the Search field.
  5. Select the Contract you would like to reactivate.
  6. A pop-up will appear indicating “This contract is currently inactive”. Click OK.

  7. Deselect the checkbox that says Make this contract inactive.
  8. Once you are satisfied, click the Save button.