Control Section

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The Control section of the application provides functionality to track claims that have been submitted, control and resubmit claims at a batch level, track patient statements, and control patient accounts receivable (AR). In addition, it provides the functionality for printing claims, statements, superbills and final demand notices (FDN) at a batch level. 

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 Batch Printing:
  • Load Claims: This button will load all claims set to User Print & Mail
  • Load Statements: This button will load your patient statements.
  • Load Superbills: This button will load your superbills.
  • Load FDN: This button will load your FDN.
  • Print Blank Superbill: This button will allow you to print out a blank superbill.
  • Print Labels: This button will print your patient labels.
  • Save: This button will save any changes you make.
  • Close: This button closes the section without saving your changes.
  • Print Batch: This button will print your selected batches.
  • Test Print: This button will send a test print so you can configure the settings correctly.
  • Show Preview: This button will show you a preview of what the printed batch will look like.
  • Select Columns: This button will allow you to set your display columns.

Batch Printing allows you to batch print Claims, Statements, Superbills and Final Demand Notice (FDN) and Labels.

Configuration

Printer

  • Left margin: The number in this field indicates the horizontal spacing that will be used when you print out HCFA forms. If the print needs to move to the right, increase the number in this field (this will add spaces to the beginning of the line). If the print needs to move to the left, decrease this number (this will delete spaces from the beginning of the line).
  • Top margin: The number here indicates the vertical spacing used when printing HCFA forms. If the print needs to be moved up, decrease the number (this will delete space from the top of the print). If the print needs to be moved down, increase the number (this will add space to the top of the page).
Note: If you change the printer configurations when printing Patient Statements, FDNs, and/or Superbills, the margins will remain the same for your username until they are changed again. 

Filter

You must load items to enable the filters pane. The filter pane will vary depending on the items you load. Once you've selected your filters select Apply Filters

Load Claims

Professional, Institutional, and NY Workers Comp Claims Forms can be printed in a batch. Note: The status of the charges must be set to "User Print & Mail". 

Follow the instructions below to load and print your claims:
  1. Go to the Control section.
  2. Click the Batch Printing tab.
  3. Click Load Claims.
  4. When the Claim Search window opens select the Claim Type that you wish to print. 
  5. When the results are displayed, initially a check box will be placed in the Print column to print all of the claims displayed. If you DO NOT want a claim to print, simply un-check the print box to remove the check mark.
  6. When you're satisfied select Print Batch.
  7. Once the claims have printed, they will be marked as Complete
  8. When you're finished, click on the Save button. This will update the claim information, so that printed claims are not batched again and are not included in reports of claims waiting to be printed. If you have a print job that is interrupted, do not click Save. Click Close, and fix the printer problem then load the claims again.
Tip: Select Test Print make sure the margins are properly aligned prior to printing the entire batch (please only select the number of claims you would like to test print). Please use the Print Batch button when you're ready to print the batch of claims to send to the insurance company. Alternatively you can click on the Show Preview button to preview the claim data within a HCFA form. 

Load Statements

Note: When user printing and mailing statements please use the default Standard Double Window Invoice (3 7/8 x 8 7/8 #9) envelopes.

Follow the instructions below to load and print your statements:
  1. Go to the Control section.
  2. Click the Batch Printing tab.
  3. Click Load Statements.
  4. When the Create Batch window opens, select your statement batch criteria.
    • Minimum balance: Select the minimum balance on a patient account for a statement to be sent.
    • Printed fewer than x times: Enter how many times a statement has previously been sent.
    • Last sent at least x days ago: Enter how long ago the last statement was sent.
    • Include all charges except Due Insurance: Check this box to include all charges except those that are set to Balance Due Insurance.
    • Include all charges, including Paid: Check this box to include all charges including those that have been Paid
    • Separate statement:
      • By provider: The patient will be sent separate statements when the charges included on the statement are associated to different providers. 
      • By practice: The patient will be sent separate statements when the charges included on the statement are associated to different practices. 
    • Show the last patient payment: Select if you want to display the last patient payment.
    • Do not list account credits: Check this box in order to remove credits on the patient's account from being included in the calculation of the Balance Due on the statement and from being listed within the detailed line items.
  5. When the results are displayed, initially a check box will be placed in the Print column to print all of the statements displayed. If you DO NOT want a statement to print, simply un-check the print box to remove the check mark.
  6. When you're satisfied select the Print and Add Activity drop-down menu.
    • Enhanced Statement:  If you are using our Enhanced User Print Statements, selecting this option will allow you to print out a batch of Enhanced User Print Statements.
    • Plain Text Statement:  Selecting this option will allow you to print out a batch of Plain Text Statements.
  7. Once the statements have printed, they will be marked as Complete
  8. When you're finished, click on the Save button. This will update the statement information so that printed statements are not batched again. If you have a print job that is interrupted, do not click Save. Click Close, and fix the printer problem then load the statements again.
TipSelect click on the Test Print drop-down menu to see a printed version of either the Enhanced User Print Statement or the Plain Text Statement (please only select the number of statements you would like to test print). Please click the Print drop-down menu when you're ready to print the batch of statements. Alternatively you can click on the Show Preview drop-down menu or double-click on a single desired statement to preview either the Enhanced User Print Statement or the Plain Text Statement

Load Superbills

Follow the instructions below to load and print your superbills:
  1. Go to the Control section.
  2. Click the Batch Printing tab
  3. Click Load Superbills.
  4. When the Appointment Search window opens enter your search criteria for the superbills you want to print. 
  5. Select Print.
  6. When the Superbill Configuration Search window opens select your superbill. Note: If no superbills are listed please see Superbills located within the Admin section Help Page under the Configuration tab. 
  7. When the results are displayed, initially a check box will be placed in the Print column to print all of the superbills displayed. If you DO NOT want a superbill to print, simply uncheck the print box to remove the check mark.
  8. When you're satisfied select Print Batch.
  9. Once the superbills have printed, they will be marked as Complete
  10. When you're finished, click on the Save button.
Tip: Select Test Print to see a printed version of the superbill (please only select the number of superbills you would like to test print). Please use the Print Batch button when you're ready to print the batch of superbills. Alternatively you can click on the Show Preview button to preview the superbill. 

Load FDN

Follow the instructions below to load and print your Final Demand Notice (FDN):
  1. Go to the Control section.
  2. Click the Batch Printing tab
  3. Click Load FDN.
  4. When the window opens choose from the following options:
    1. Load FDNs for Patients set to Send FDN: Selecting this option will load ALL patients that have the “Send a Final Demand Notice instead of a regular statement” option enabled within the Patient section. You can assign patients for FDN processing on a batch level within the Control section.
    2. Or, Any patients matching the filters: Select this option to generate a list of patients based on the specified criteria:
      •  Minimum patient balanceSelect the minimum balance on a patient account for a statement to be sent.
      • Days since last statement: Enter how long ago the last statement was sent to the patient(s).
      • Days since last FDNEnter how long ago the last Final Demand Notice was sent to the patient.
  5. When you're satisfied with your changes, click Load FDN
  6. When the results are displayed, initially a checkbox will be placed in the Print column to print all of the FDN's displayed. If you DO NOT want an FDN to print, simply uncheck the print box to remove the checkmark.
  7. When you're satisfied select the Print and Add Activity drop-down menu.
    • Enhanced Statement:  If you are using our Enhanced User Print FDN, selecting this option will allow you to print out a batch of Enhanced User Print FDNs.
    • Plain Text Statement:  Selecting this option will allow you to print out a batch of Plain Text FDNs.
  8. Once the FDNs have printed, they will be marked as Complete

Important: If you have a print job that is interrupted, do not click Save. Click Close, fix the printer problem, and then load the FDNs again. Once the FDN’s have successfully printed, click Save

Print Blank Superbill

Follow the instructions below to print blank superbills:
  1. Go to the Control section.
  2. Click the Batch Printing tab
  3. Click Print Blank Superbill.
  4. When the Blank Superbill window is displayed enter your search criteria then click Run Report.
  5. Click Run Report.

Print Labels

Labels can be used to send greeting cards and/or mass notifications such as change of clinic information, new announcements etc. 

Follow the instructions below to print labels:

  1. Go to the Control section.
  2. Click the Batch Printing tab
  3. Select Print Labels.
  4. Select the type of label you wish to print from the drop down menu.
  5. When the Label Search window is displayed enter your search criteria then click Run Report.
  6. Once the labels have completed loading, the Address Labels window will open, with a preview of all of the labels that will be printed. Important: Please be sure that your printer is loaded with the appropriate address labels. 
  7. When you're ready, Click Print.
Note: Selecting Save to file will export the labels to a text file that can be opened in a third party application.