Control Section


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.

Claim Follow Up lets you focus on priority follow-ups, based on the line item status of claims, so you can pursue every dollar. In addition, you can generate actionable tasks from the Claim Follow Up module to boost insurance receivables, follow-up productivity, and financial performance.

Find Claim Follow Ups

  1. Go to the Control section.
  2. Click on the Claim Follow Up tab.
  3. Using the filters, enter your search criteria.
  4. When you're done setting your filters, click Search
https://sites.google.com/a/collaboratemd.com/training/helppages/control/claim-follow-up

Add Follow Up Note

  1. After searching for claims that need follow-up, all claims that match your search criteria will be displayed. 
  2. In the Claim Follow Up window, select a claim to open the claim details window.
  3. When the window opens, under the Edit Follow Up Notes tab, enter a description of your note into the field provided. Click New Note to add an additional note. 
  4. Click the Access link to modify the claim follow up note visibility access. 
  5. When you're satisfied with your changes, click Save

https://sites.google.com/a/collaboratemd.com/training/helppages/control/claim-follow-up

Edit Claim Follow Up Note

Note: Users may edit Claim Follow Up Notes which they entered. Only user types of Admin and Authorized Rep are able to edit all Claim Follow Up Notes, regardless of who they were entered by. 

  1. After searching for claims that need follow-up, all claims that match your search criteria will be displayed. 
  2. In the Claim Follow Up window, select a claim to open the claim details window.
  3. When the window opens, under the Edit Follow Up Notes tab, locate the note you wish to modify. 
  4. Select the Note and in the preview window, make your changes. 
  5. When you're satisfied with your changes, click Save

https://sites.google.com/a/collaboratemd.com/training/helppages/control/claim-follow-up

View Follow Up Notes

  1. After searching for claims that need follow-up, all claims that match your search criteria will be displayed.
  2. In the Claim Follow Up window, select a claim to open the claim details window.
  3. When the window opens, select the View Follow Up Notes tab in order to view past follow up notes that were entered.


https://sites.google.com/a/collaboratemd.com/training/helppages/control/claim-follow-up

View Patient Notes

  1. After searching for claims that need follow-up, all claims that match your search criteria will be displayed.
  2. In the Claim Follow Up window, select a claim to open the claim details window.
  3. When the window opens, select the Patient Notes tab.
  4. Click the Retrieve Notes button in order to view all notes on file for the patient. 

 

https://sites.google.com/a/collaboratemd.com/training/helppages/control/claim-follow-up

Delete Claim Follow Up Note

Follow the instructions below to delete a claim follow up note. 
  1. After searching for claims that need follow-up, all claims that match your search criteria will be displayed. 
  2. In the Claim Follow Up window, select a claim to open the claim details window.
  3. When the window opens, under the Edit Follow Up Notes tab, locate the note you wish to delete.
  4. Do one of the following: 
    • Click on the Delete link displayed underneath the note. 
    • Right-click on the note and select Delete Note
  5. When you're satisfied with your changes, click Save

https://sites.google.com/a/collaboratemd.com/training/helppages/control/claim-follow-up

Visibility Access

Follow the instructions below to edit the claim follow up note access. 
  1. After searching for claims that need follow-up, all claims that match your search criteria will be displayed. 
  2. In the Claim Follow Up window, select a claim to open the claim details window.
  3. When the window opens, under the Edit Follow Up Notes tab, locate the note you wish to modify the access level for.
  4. Select the Access link or right-click on the note and select Assign Note Access
  5. When the Claim Follow Up Note Visibility Access window opens, deselect the users whom you do not want to view this note and click Save
  6. When you're satisfied with your changes, click Save
Note: Auth Reps & Admins can view all Claim Follow Up Notes. You will not be able to deselect these users when choosing visibility access. 


https://sites.google.com/a/collaboratemd.com/training/helppages/control/claim-follow-up

Check Claim Status
Follow the instructions below to verify the status of the claim. Please note, not all payers support this feature. 
  1. After searching for claims that need follow-up, all claims that match your search criteria will be displayed. 
  2. In the Claim Follow Up window, select a claim to open the claim details window.
  3. Click the Check Claim Status button. 
  4. One of the following actions can occur: 
    • If the payer participates in providing Claim Status, claim status results will be returned. Review the response from the payer and choose to View Printable Version or Close your results when you're satisfied. 
    • You will be notified that the payer does not currently support this feature. When prompted, click OK.
    • You will be notified that the claim status cannot be checked if the claim is not currently in the status of "at insurance". When prompted, click OK
See the Claim Status Help Page for more information. 


https://sites.google.com/a/collaboratemd.com/training/helppages/control/claim-follow-up

Create Task Reminder

Follow the instructions below to create a task reminder for an individual claim. 
  1. After searching for claims that need follow-up, all claims that match your search criteria will be displayed. 
  2. In the Claim Follow Up window, select a claim to open the claim details window.
  3. Click the Create Task button. 
  4. If prompted to save your selection before it can be associated with a Task Reminder, select Save & Continue.
  5. Optionally, you can modify the task reminder due date, description, priority, add additional links, or assign it to another user (if applicable). 
  6. When you're satisfied with your changes, click Save.  
Please reference the Task Reminder Help Page for instructions on how to Find / Edit Task Reminders


https://sites.google.com/a/collaboratemd.com/training/helppages/control/claim-follow-up

Edit Claim Follow Up Date

Follow the instructions below to edit the claim follow-up date for an individual claim. 
  1. After searching for claims that need follow-up, all claims that match your search criteria will be displayed. 
  2. In the Claim Follow Up window, select a claim to open the claim details window.
  3. Enter or select a date in the Follow Up Date field. 
  4. When you're satisfied with your changes, click Save

https://sites.google.com/a/collaboratemd.com/training/helppages/control/claim-follow-up

Right Click Capabilities

These right click capabilities will give you easy access to the information you want when you want it. 

Follow the instructions below to view the right-click capabilities:

  1. Go to the Control section.
  2. Click the Claim Follow Up tab.
  3. Enter your search criteria then select Search
  4. Once your search results are displayed, right-click on a row. A window will open with the following options:
    • Open ClaimSelecting this option will open the selected claim in the Claim section of the program.
    • Open Patient: Selecting this option will open the patient associated to the selected claim in the Patient section of the program.
    • Open Payer: Selecting this option will open the payer associated to the selected claim in the Payer section of the program.
    • Open Provider: Selecting this option will open the provider associated to the selected claim in the Provider section of the program. 
https://sites.google.com/a/collaboratemd.com/training/helppages/control/claim-follow-up

Batch Actions

Print Selection

Follow the instructions below to select one or more claim follow-up's to print. 
  1. After searching for claims that need follow-up, all claims that match your search criteria will be displayed. 
  2. In the Claim Follow Up window, select a claim to open the claim details window.
  3. Check the box beside each claim to individually select the follow up's you wish to print. 
  4. Click the Batch Actions button. 
  5. Hover your mouse over Print, and then Print Selection. Follow the prompts to proceed with printing the claim follow ups. 

https://sites.google.com/a/collaboratemd.com/training/helppages/control/claim-follow-up

Print All

Follow the instructions below to print all claim follow up results. 
  1. After searching for claims that need follow-up, all claims that match your search criteria will be displayed. 
  2. In the Claim Follow Up window, select a claim to open the claim details window.
  3. Check the box beside each claim to individually select the follow up's you wish to print. 
  4. When satisfied with your selections, click the Batch Actions button. 
  5. Hover your mouse over Print, and then Print All. Follow the prompts to proceed printing the follow ups.

https://sites.google.com/a/collaboratemd.com/training/helppages/control/claim-follow-up

Export Selection

Follow the instructions below to export one or more claim follow ups.
  1. After searching for claims that need follow-up, all claims that match your search criteria will be displayed. 
  2. In the Claim Follow Up window, select a claim to open the claim details window.
  3. Check the box beside each claim to individually select the follow up's you wish to export.
  4. When satisfied with your selections, click the Batch Actions button.
  5. Hover your mouse over Export, and then Export Selection. Follow the prompts to proceed with exporting the follow ups. Additionally, you will be prompted if you would like to export all claim follow up notes, the last claim follow-up note, and/or the patient notes.


https://sites.google.com/a/collaboratemd.com/training/helppages/control/claim-follow-up

Export All

Follow the instructions below to export all claim follow up results. 
  1. After searching for claims that need follow-up, all claims that match your search criteria will be displayed. 
  2. In the Claim Follow Up window, select a claim to open the claim details window.
  3. Check the box beside each claim to individually select the follow up's you wish to export. 
  4. When satisfied with your selections, click the Batch Actions button. 
  5. Hover your mouse over Export, and then Export All. Follow the prompts to proceed with exporting the follow ups. Additionally, you will be prompted if you would like to export all claim follow up notes, the last claim follow-up note, and/or the patient notes. 

https://sites.google.com/a/collaboratemd.com/training/helppages/control/claim-follow-up

Create Task Reminders

Follow the instructions below to create a claim follow-up task reminder for multiple claims. Note: This will create a single Task Reminder for all selected claims. 
  1. After searching for claims that need follow-up, all claims that match your search criteria will be displayed. 
  2. In the Claim Follow Up window, select a claim to open the claim details window.
  3. Check the box beside the claims you wish to create a task reminder for. 
  4. When satisfied with your selections, click the Batch Actions button. 
  5. Select Create Task Reminders
  6. Optionally, you can modify the task reminder due date, description, priority, add additional links, or assign it to another user (if applicable).                                                   
  7. When you're satisfied with your changes, click Save.  
Please reference the Task Reminder Help Page for instructions on how to Find / Edit Task Reminders

https://sites.google.com/a/collaboratemd.com/training/helppages/control/claim-follow-up

Set Follow Up Dates

Follow the instructions below to add or edit claim follow-up dates for one or more claims. 
  1. After searching for claims that need follow-up, all claims that match your search criteria will be displayed. 
  2. In the Claim Follow Up window, select a claim to open the claim details window.
  3. Check the box beside the claims you wish to create a task reminder for. 
  4. When satisfied with your selections, click the Batch Actions button. 
  5. Select Set Follow Up Dates
  6. When prompted, select a date and click Save.
  7. When you're satisfied will your changes, click on the Save button. 
https://sites.google.com/a/collaboratemd.com/training/helppages/control/claim-follow-up

Check Claim Status

Follow the instructions below to verify claim status for one or more claims. 
  1. After searching for claims that need follow-up, all claims that match your search criteria will be displayed. 
  2. In the Claim Follow Up window, select a claim to open the claim details window.
  3. Check the box beside the claims you wish to create a task reminder for. 
  4. When satisfied with your selections, click the Batch Actions button. 
  5. Select Check Claim Status
  6. One of the following actions can occur: 
    • If the payer participates in providing Claim Status, claim status results will be returned. Review the response from the payer and choose to View Printable Version or Close your results when you're satisfied. 
    • You will be notified that the payer does not currently support this feature. When prompted, click OK.
    • You will be notified that the claim status cannot be checked if the claim(s) is not currently in the status of "at insurance". When prompted, click OK
https://sites.google.com/a/collaboratemd.com/training/helppages/control/claim-follow-up