Documents Section

The Documents section of the application provides the functionality to securely store documents locally (legacy plans only) or remotely while reducing costs and maximizing office efficiency.  

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.


Local Storage - Legacy Plans Only

Local storage allows you to easily store images on your own local server using a Local Area Network (LAN) connection. This option is provided at no additional cost for legacy plans only.

Setting up a single “shared” location in which all users within the office can have access provides an easy and efficient way to access your patient files at no extra cost. Note: Please contact your IT Department for assistance in setting up a single shared location as this isn't supported by our Client Services Department. This allows many users to access the files from any computer that is on the shared location. This also frees up space on your personal computer and allows you to store a larger number of files to utilize within the CollaborateMD system.

This sets the shared point for all users in your account. This can only be done by the Auth Rep or Admin. If you are a billing service, you can set up subdirectories under the initial shared point. You must first have an existing local area network (LAN) setup to store your files. All users who will utilize documents from within the program should have access to a common document drive located within the LAN. This shared drive should be mounted on each computer in the network using a common drive letter. This setup is critical for local document management to behave properly. Users that aren't set up on the LAN will be unable to view the uploaded files.

Upload a Local Document

Follow the instructions below to configure your local storage settings (legacy plans only):
  1. Go to the Documents section. 
  2. Select Change
  3. Click on the Look In drop-down menu to choose the storage location where the documents are saved.
  4. Once you've located the folder, select Open
  5. Your Storage Location is now set and the files saved in the selected folder will automatically carry over to CollaborateMD.
  6. All of the files stored in this location will automatically be loaded into the documents tab. 

Remote Storage

Remote storage provides the same functionality as Local Storage but with greater flexibility and fewer setup requirements. Instead of storing your documents on your local area network, documents are stored on CollaborateMD’s remote server, allowing you to access files anywhere you have CollaborateMD installed and an internet connection. Security is managed through the program instead of through your personal storage location. All files uploaded to remote storage are backed up and disk space can be allocated on demand, so you never have to worry about purchasing extra disks or equipment to store your files. This feature is offered for a minimal fee.Transaction fees for Remote storage can be found hereFor more information, please contact Sales.

Remote Storage must be enabled by an Admin or Authorized Rep within the Admin section. Once enabled, you can then begin adding documents onto the CollaborateMD Server.


  1. Refresh: Click this button to load the documents stored remotely.

  2. Editor: Click this button to open the image editor, allowing users to print, zoom, flip, and perform other actions.

  3. Search: Use this search field to find a specific document, by filename, that has been uploaded to the Documents section.

  4. Current Usage: This bar will automatically fill with the amount of remote storage space being used in the customer database. Authorized Reps can request additional storage space through the Services tab.

  5. Select Columns: Select this button to add or remove displayed columns from the results list.

  6. My Images: A main folder, My Images, is added to the Documents section by default. Additional folders can also be added.

  7. Column Headers: Column headers are displayed based on the columns selected to view and can include items such as, Filename, Size, Create User, Create Date.  

Upload a Remote Document

Follow the instructions below to upload documents to the remote server: 

  1. Go to the Documents section.
  2. Select Refresh to show all documents.
  3. Right-click on the area you wish to upload the file and select Upload Files.
  4. When the Upload Manager window opens, select Add Files and begin searching for the files you want to upload. You can select more than one file by holding down the Ctrl key on your keyboard while selecting each file. Note: Documents cannot be saved with the same name.
  5. When satisfied with your selection, click Start Upload.
  6. Once the upload is complete, you can choose to add more files or Close the window.

Managing Documents

Within the Documents section, right-clicking on a file will allow you to CopyCutPasteRenameDelete and more. Below you will find additional information on how to use these features.

Create a New Folder

Follow the instructions below to create a new folder: 
  1. Go to the Documents section. 
  2. If using Remote Storage click the Refresh button.
  3. A folder can be created one of two ways:
Option 1: 
  1. Right click on the My Images folder on the left-hand side of the screen. 
  2. Select New Folder
  3. When the Input dialog window is displayed, enter a new folder name and click on the OK button when you're done. 
Option 2: 
  1. Right click on any folder displayed on the screen and select the option to create a New Folder
  2. When the Input dialog window is displayed, enter a new folder name and click on the OK button when you're done. 

Create a Sub Folder

Follow the instructions below to create a subfolder (a folder within a folder).
  1. Go to the Documents section. 
  2. If using Remote Storage click the Refresh button.
  3. Right click on any folder on the left-hand side of the screen and select New Folder
  4. Then the Input dialog window is displayed, enter a new folder name and click on the OK button when you're done

Delete a File or Folder

Follow the instructions below to delete a single file or folder: 
  1. Go to the Documents section.
  2. If using Remote Storage click the Refresh button.
  3. Select the file or folder you would like to delete.
  4. Right-click on the item and select Delete. 
  5. When the confirmation dialog window opens, select Yes to delete.
Note: If you delete a file or folder from the Documents section when using Local Storage, it will also be deleted from your computer. Please use caution when deleting from this section. 

Open or Find Documents

To open a document from the Documents section, follow the steps below:
  1. Go to the Documents section.
  2. If using Remote Storage click the Refresh button.
  3. Right-click on the document you wish to open.
  4. Select Open.

Download a Document

To download a document from the Documents section, follow the steps below:

  1. Go to the Documents section.
  2. If using Remote Storage click the Refresh button.
  3. Right-click on the document you wish to download.
  4. Select Download.
  5. Select the location on your computer you would like to document to be downloaded. Optionally, you may change the File Name.
  6. Click Save.

Compress a Document 

Compressing a document will reduce the file size and place the file in a zip file format. For Remote Storage users this can increase the amount of storage space available, allowing the customer database to get the most out of the space. 

To compress a document, follow the steps below:
  1. Go to the Documents section.
  2. If using Remote Storage click the Refresh button.
  3. Right-click on the document you wish to compress.
  4. Select Compress.
  5. A popup will display asking, "Are you sure you wish to compress this document?"
  6. Select Yes to compress the file or No to cancel to action. 
Note: In order to access a zipped file, it will first have to be downloaded and unzipped using applications such as 7-Zip*.
*Please note, CollaborateMD does not support 3rd party applications or train on how to use 3rd party applications, such as 7-Zip(c). Users should consult with their IT department or other resources to determine if their current application supports this functionality.

Copy, Cut, and Paste a Document

To copy, cut, or paste a document within the Documents section, follow the steps below:

  1. Go to the Documents section.
  2. If using Remote Storage click the Refresh button.
  3. Right-click on the document you wish to copy, cut or paste.
  4. Select Copy, Cut, or Paste.
Note: When using Local Storage these actions can also be completed within the location on your computer. 

Rename a Document

Note: Documents cannot be saved with the same name. Renaming a document can be done in two ways.

To rename a document within the Documents section, follow the steps below:

  1. Go to the Documents section.
  2. If using Remote Storage click the Refresh button.
  3. Right-click on the document you wish to rename.
  4. Select Rename.
  5. Enter the new name.
  6. Select OK.
  7. The document is now renamed.
Note: When using Local Storage this action can also be completed within the location on your computer. 

Document Properties

Document properties allow users to view information regarding the document and more. Below you will find additional information on how to use these features. Below you will find additional information on how to use these features.

 Follow the steps below in order to view the properties of a specific folder or file:
  1. Go to the Documents section.
  2. If using Remote Storage click the Refresh button.
  3. Highlight the document you would like to view information for.
  4. Right-click and select Properties.
  5. Click on one of the following tabs: 
    • GeneralThe General tab will display information regarding the document.
    • NotesThe Notes tab will allow users to view and add notes regarding the document. 
    • AssociationsThe Associations tab will display items the document is already associated to, as well as allow users to remove associations. 
 

Associating Documents

Patients

In the Patient section of the application, you can link files to records. Note: Users will not be able to associate documents unless a local storage location has been configured (Legacy Plans only) or remote storage space has been enabled.  

To associate files with a patient record, follow the steps below:

  1. Login to CollaborateMD.
  2. Go to the Patient section.
  3. Select Add or Find the patient you wish to associate the document to.
  4. Click on the Documents tab.
    • Select Add Remote File if adding a document stored remotely.
    • Select Add Local File (Legacy Plans only) if you are adding a file from your local drive. Note: If you upload a file from a non-LAN location other users may not be able to see the file. In this case, the file will display a red x icon beside it once saved.
  5. When the Add Files window appears, locate the document(s) you wi add.
  6. Once you have the document(s) selected, select Add or Start Upload.
  7. Once your file(s) have uploaded, remember to Save your changes.

Claims

In the Claim section of the application, you can link files to records. Note: Users will not be able to associate documents unless a local storage location has been configured (Legacy Plans only) or remote storage space has been enabled.  

To associate files to a claim, follow the steps below:

  1. Login to CollaborateMD.
  2. Go to the Claim section.
  3. Select Add to start a new claim or open an existing claim you wish to associate a document to.
  4. Select the Documents tab.
  5. Click on the Documents tab.
    • Select Add Remote File if adding a document stored remotely.
    • Select Add Local File (Legacy Plans only) if you are adding a file from your local drive. Note: If you upload a file from a non-LAN location other users may not be able to see the file. In this case, the file will display a red x icon beside it once saved.
  6. When the Add Files window appears, locate the document(s) you wish to add.
  7. Once you have the document(s) selected, select Add or Start Upload.
  8. Once your file(s) have uploaded, remember to Save your changes.

Important: Files entered within the Documents tab of the Claim section will not be submitted electronically. This is for tracking purposes only. 

Payments

In the Payment section of the application, you can link files to records. Note: Users will not be able to associate documents unless a local storage location has been configured (Legacy Plans only) or remote storage space has been enabled.  

Documents can only be uploaded when posting or viewing an Insurance Payment within the Payment section of the application. To associate files to an Insurance Payment, follow the steps below:

  1. Login to CollaborateMD.
  2. Go to the Payments section.
  3. Apply an Insurance Payment or View an Insurance Payment 
  4. Once you're in the Insurance Payment screen, click on the Documents tab.
    • Select Add Remote File if adding a document stored remotely.
    • Select Add Local File (Legacy Plans only) if you are adding a file from your local drive. Note: If you upload a file from a nonLAN location other users may not be able to see the file. In this case, the file will display a red x icon beside it once saved.
  5. When the Add Files window appears, locate the document(s) you wish to add.
  6. Once you have the document(s) selected, select Add or Start Upload.
  7. Once your file(s) have uploaded, remember to Save your changes.

Open Associated Documents

If you have already associated the document to a Claim, Patient, or Insurance Payment record, you will be able to open that record from the Documents section. 

Follow the instructions below to open an associated record:

  1. Go to the Documents section.
  2. Right-click on the document.
  3. Select Claim, Patient, or EOB depending on which record you wish to open.
  4. You will automatically be taken to that record and the record will open.

Remove Associations

Removing a documents association can be done on of two ways: 

Option 1: 

Follow the instructions below to remove a documents section from the Documents section: 
  1. Go to the Documents section of the application. 
  2. Locate the file you wish to delete. Note: Use the Search field located towards the top of the screen to narrow down your search results. 
  3. Right click on the document and select Properties
  4. When the dialog window opens, click on the Associations tab.
  5. Select the file you wish to remove the association for and select Remove Association
  6. When you're satisfied click on the Save button. 
Option 2: 

Follow the instructions below to remove a documents association from it's associated record: 
  1. Locate the document you wish to delete in its associated section. For example, locate the document in the PatientClaim or Payment section of the application. 
  2. Once you've opened the associated record click on the Documents tab. 
  3. Select the document you wish to delete then click on the Remove button. 

Appendix A – Shortcuts

The following table lists the shortcut key combinations and the commands they replace.                 

Function

Command

Alt+R

Refresh

Alt+E

Opens the Editor

Ctrl+X

Cut

Ctrl+C

Copy

Ctrl+V

Paste

Delete

Delete