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 the the Interface Tracking tab:

Search: This button will search for messages using the filter selections entered.
Save: This button allows you to save your changes.
Print: This button allows you to print the displayed results.
Close: This button will close the section without making any changes.
Select Columns: This button will allow you to set your display columns.

Interface Tracking allows a user with the "Interface Tracking" permission to track and monitor a patient, claim, and/or appointment messages received through an interface. 

Through this user-friendly screen, a user can: 

  • View all interface messages that have been received.
  • View the demographics coming over from the sending interface vendor. 
  • Retrieve information about why a message failed processing, and steps to take in order to correct the issue as well as prevent the same type of issue from occurring in the future.
  • Reprocess messages that were received as an error (as long as they’ve been corrected).

https://sites.google.com/a/collaboratemd.com/training/helppages/control/interface-tracking

Retrieve Interface Messages

Follow the instructions below to retrieve interface messages: 

  1. Go to the Control section. 
  2. Click on the Interface Tracking tab. 
  3. Begin entering your search criteria, if applicable
  4. When you're satisfied with your selections, click on the Search button and the messages that match your search criteria will be displayed. 

Filter Descriptions:

    • Received Date: This field represents the date we received the interface message. 
    • Claims Date of Service: This field represents the date of service on the claim/superbill.
    • Appointment Date: This field represents the date of the appointment. 
    • Search Criteria: These fields allow you to search for messages for a specific patient or claim. 
    • View Options: 
      • Expand all: Check this box to expand the details for all messages. 
      • Message Type: Click on this drop-down menu to filter specific message types (Patient, Claim, or Appointment). 
      • Message Result: Check the boxes beside the message results you wish to search for (i.e. Success, Error, or Warning). 
      • Show fixed messages: Check this box to include messages that have been marked as fixed. 
      • Show reprocessed messages: Check this box to include messages that have been reprocessed. 

https://sites.google.com/a/collaboratemd.com/training/helppages/control/interface-tracking

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 on the Interface Tracking tab. 
  3. Enter your search criteria and click on the Search button. 
  4. Once your search results are displayed, right-click on a row. A window will open with the following options:
    • Open Patient: Open the patient record in the Patient section. 
    • Open Claim: Open the claim in the Claim section. (Only applicable for claim messages)
    • Open Appointment: Open the appointment in the scheduler section (Only applicable for appointment messages) 
    • View Message Content:  Displays the actual information received from the sending system.
    • Reprocess Message: Allows users to reprocess an interface message as if it’s being resent from the sending interface vendor.
    • Mark as Fixed: Marks an error or warning message as fixed. 
    • Mark as Not Fixed: Marks the error or warning message as not fixed.

https://sites.google.com/a/collaboratemd.com/training/helppages/control/interface-tracking

Mark Messages as Fixed

Messages that have received an error can be marked as fixed through Interface Tracking. Marking a message will allow you to keep track of the messages that have been fixed vs. the ones that haven't

Follow the instructions below to mark messages received as an error or warning as fixed.

  1. Go to the Control section. 
  2. Click on the Interface Tracking tab. 
  3. Enter your search criteria and click on the Search button. 
  4. Once the results are displayed, select the messages you wish to mark as fixed. Tip: Hold down the Ctrl key on your key board to select more than one message at a time.
  5. When you're satisfied with your selections, right click on the highlighted row and select Mark as Fixed.
  6. Click on the Save button to save your changes.

https://sites.google.com/a/collaboratemd.com/training/helppages/control/interface-tracking

Reprocess Messages

Messages that have received an error can be reprocessed through Interface Tracking. These are normally messages where an error was received due to a configuration issue such as missing provider or incorrect NPI# on a provider record. Because the error was received the patient record, claim, or appointment wasn’t created or updated.

Once the error is corrected, instead of sending the message again from the interface vendor, users can simply reprocess the message without having to leave the application.

 Follow the instructions below to reprocess messages. 

  1. Go to the Control section. 
  2. Click on the Interface Tracking tab. 
  3. Enter your search criteria and click on the Search button. 
  4. Under View Options > Message Results, check the box to only display errors.
  5. Right click on the desired row and select Reprocess Message.
Please take note of the messages that were not processed successfully. For more information as to why the message was not processed, expand the results and click on the More... button. This will provide you or a detailed description of the error and the corrective actions. Once the error is corrected you can either reprocess the message once again or resend the message from your interface vendor. 

https://sites.google.com/a/collaboratemd.com/training/helppages/control/interface-tracking