Patient Section

The Patient section allows you to add and edit your patient demographics, insurance, claim information, and documents, as well as check eligibility and view patient appointments.

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 Patient section:
  • Search by Patient: Selecting this button will allow you to search by the patient's name.
  • Search by Insurance: Selecting this will allow you to search for patient's that have the insurance specified.
  • Advanced Search: This option allows you to narrow down your patient search filters.
  • Search: This option will allow you look for patient's that contain any of the information entered in this field.
  • New Patient: This button will allow you to add a new patient.
  • Open <Patient Name>: If you have an active patient, this button will allow you to open that patient.
  • Export: This button allows you to export your patient list.

Guarantor

Add Guarantor

Follow the instructions below to add a guarantor:
  1. Go to the Patient section.
  2. You can search for patients one of three ways: 
    • Use the Search field provided to search by name, phone#, and more. Click on the (?) for all search capabilities.
    • Click on the Open <Patient Name> button to open the active patient.
    • In the Recently Opened pane, select the patient you wish to open. 
    • Click on the Advanced Search button.
  3. Click the Patient Billing tab. 
  4. Select the Guarantor sub-tab.
  5. Select the Relationship to patient from the dropdown. 
  6. Begin entering the guarantor's information. 
  7. When you are done, click Save.
https://sites.google.com/a/collaboratemd.com/training/helppages/patient/patient-billing

Address Verification

Address verification allows users to validate addresses against the USPS database in order to make corrections before claims, statements, or even letters are sent to the patient. The system will automatically verify the address for the selected sources in the Admin section. Note: This feature will only determine if the address is an address on file with USPS. 

To verify an address entered as the patient's guarantor:

  1. Go to the Patient section and create or open the desired patient.
  2. Click Review or Save.
  3. Do one or both of the following:

    • If you clicked the Save button, you will have to reopen the record to confirm which address is invalid (if applicable).

    • Click on the the tab denoted in red font to find the source with the invalid address. Invalid addresses are highlighted in Yellow in either the Patient, Insurance, or Patient Billing tab

  4. If the address is invalid, hover your mouse over the address field to see if a suggested address is available. 
    • Click Yes to apply the suggested address

    • Click No to leave the address as is

    • Click Ask Me Later to be reminded the next you open the patient's record


Note: If the system is unable to validate the address, you will be given an option to Ignore the address which will remove the yellow fields.

https://sites.google.com/a/collaboratemd.com/training/helppages/patient/patient-billing

Edit Guarantor

Follow the instructions below to edit a guarantor:
  1. Go to the Patient section.
  2. You can search for patients one of three ways: 
    • Use the Search field provided to search by name, phone#, and more. Click on the (?) for all search capabilities.
    • Click on the Open <Patient Name> button to open the active patient.
    • In the Recently Opened pane, select the patient you wish to open. 
    • Click on the Advanced Search button.
  3. Click the Patient Billing tab. 
  4. Select the Guarantor sub-tab.
  5. Edit the guarantor's information. 
  6. When you are satisfied with your changes, click Save.
https://sites.google.com/a/collaboratemd.com/training/helppages/patient/patient-billing

Remove Guarantor

Follow the instructions below to remove a guarantor:
  1. Go to the Patient section.
  2. You can search for patients one of three ways: 
    • Use the Search field provided to search by name, phone#, and more. Click on the (?) for all search capabilities.
    • Click on the Open <Patient Name> button to open the active patient.
    • In the Recently Opened pane, select the patient you wish to open. 
    • Click on the Advanced Search button.
  3. Click the Patient Billing tab. 
  4. Select the Guarantor sub-tab.
  5. Erase your guarantor information. 
  6. When you are done, click Save. 
https://sites.google.com/a/collaboratemd.com/training/helppages/patient/patient-billing

Statements

Statement Options

Follow the instructions below to set your statement options for a patient:
  1. Go to the Patient section.
  2. You can search for patients one of three ways: 
    • Use the Search field provided to search by name, phone#, and more. Click on the (?) for all search capabilities.
    • Click on the Open <Patient Name> button to open the active patient.
    • In the Recently Opened pane, select the patient you wish to open. 
    • Click on the Advanced Search button.
  3. Click the Patient Billing tab. 
  4. Select the Statements sub-tab.
  5. Select whether or not you want to Send statement for this patient with statement automation.
  6. Select your Statement Type and who to mail the statement to.
  7. When you are satisfied with your changes, click Save.
NOTE: Notification type and E-mail Statement to are not currently available. CollaborateMD is working on having these features implemented in future versions of the software. 

https://sites.google.com/a/collaboratemd.com/training/helppages/patient/patient-billing

Patient Comment

Important: Print custom patients must be enabled prior to statements being printed with custom comments. Please see the Statements Help Page for more information on how to enable custom patient comments to print on statements. 

Follow the instructions below to add a Patient Comment to your statement:
  1. Go to the Patient section.
  2. You can search for patients one of three ways: 
    • Use the Search field provided to search by name, phone#, and more. Click on the (?) for all search capabilities.
    • Click on the Open <Patient Name> button to open the active patient.
    • In the Recently Opened pane, select the patient you wish to open. 
    • Click on the Advanced Search button.
  3. Click the Patient Billing tab. 
  4. Select the Statements sub-tab.
  5. Under Patient Comment enter the comment you would like to appear on the patient's statement.
  6. When you are satisfied with your changes, click Save.
https://sites.google.com/a/collaboratemd.com/training/helppages/patient/patient-billing

Collections

Collections

Follow the instructions below to set your patient to Collections:
  1. Go to the Patient section.
  2. You can search for patients one of three ways: 
    • Use the Search field provided to search by name, phone#, and more. Click on the (?) for all search capabilities.
    • Click on the Open <Patient Name> button to open the active patient.
    • In the Recently Opened pane, select the patient you wish to open. 
    • Click on the Advanced Search button.
  3. Click the Patient Billing tab. 
  4. Select the Collections sub-tab.
  5. Select whether you want to send a Final Demand Notice instead of a regular statement.
  6. Enter the date you are setting the patient to collections. 
  7. Enter the reason you are sending the patient to collections.
  8. When you are satisfied with your changes, click Save.
https://sites.google.com/a/collaboratemd.com/training/helppages/patient/patient-billing

Payment Portal 

This tab is only visible for accounts that have Integrated Payment Portal enabled. Once enabled, proceed to the Patient section to invite a patient to the Payment Portal via email. Visit, http://training.collaboratemd.com/paymentportal to learn more about the Payment Portal.


To invite a patient to the Payment Portal:


  1. Go to the Patient section.

  2. You can search for patients one of three ways:

    • Use the Search field provided to search by name, phone#, and more. Click on the (?) for all search capabilities.

    • Click on the Open <Patient Name> button to open the active patient.

    • In the Recently Opened pane, select the patient you wish to open.

    • Click on the Advanced Search button.

  3. Do one of the following:

    • Option 1: Within the Patient section, click the Patient tab > From the Dashboard, click Has not been invited to join the Payment Portal yet.

    • Option 2: Within the Patient section, click Patient Billing tab> Payment Portal.  

  4. Click Send Invite Now.

  5. If applicable, the email address defaulted to the patient’s email on the main (Patient) tab will automatically carry over. If not, type the patient’s email address in the field provided.

  6. Click Send.

  7. An invitation has been sent to this patient. Click OK.




Here’s an example of the email patients will receive. Please note each email may vary per customer.


To confirm a patient’s registration status for the Payment Portal:

  1. Go to the Patient section and search for the patient using the search field(s).  

  2. You can search for patients one of three ways:

    • Use the Search field provided to search by name, phone#, and more. Click on the (?) for all search capabilities.

    • Click on the Open <Patient Name> button to open the active patient.

    • In the Recently Opened pane, select the patient you wish to open.

    • Click on the Advanced Search button.

  3. Do one of the following:

    • Option 1: Within the Patient section, click the Patient tab > From the Dashboard, if you see Has not completed registration for the Payment Portal, this means the patient hasn’t registered for the portal. Click this link to send the invite.

    • Option 2: Within the Patient section, click Patient Billing > Payment Portal. If you see Patient has not completed the registration process for the Payment Portal, this means the patient hasn’t registered as of yet.

Once in the Payment Portal tab, you’ll be able to to confirm when the invitation email was last sent to the patient followed by the user that sent the message within your office. Click Send Invite Now to send the invite.


https://sites.google.com/a/collaboratemd.com/training/helppages/patient/patient-billing

Read-Only Access

Users have the option to restrict patients to read-only mode within the Payment Portal. This will not allow patients to make payments within the portal and will only be used to view their charge information.


Follow the steps below to give your patient Read-Only access to the Payment Portal:


  1. Go to the Patient section and search for the patient using the search field(s).

  2. You can search for patients one of three ways:

    • Use the Search field provided to search by name, phone#, and more. Click on the (?) for all search capabilities.

    • Click on the Open <Patient Name> button to open the active patient.

    • In the Recently Opened pane, select the patient you wish to open.

    • Click on the Advanced Search button.

  3. Proceed to the Patient Billing tab > Payment Portal tab > and check the box Restrict this patient to read-only access within the Payment Portal.


https://sites.google.com/a/collaboratemd.com/training/helppages/patient/patient-billing

Remove Access

In the event a patient is no longer being seen by your practice, the only way to prevent a patient from signing back into the Payment Portal is by making the patient record Inactive or Disabling the Online Payment Portal feature for your customer account.


https://sites.google.com/a/collaboratemd.com/training/helppages/patient/patient-billing

Patient's Communication Preferences

This will show users what the patient has chosen within their Payment Portal Preferences for their communication settings and how they wish to receive your notifications. Note: Users will NOT be able to modify these selections for the patient.
Please reference the Communication Preferences FAQs to see some common questions.


https://sites.google.com/a/collaboratemd.com/training/helppages/patient/patient-billing