Payment Section

The Payment section of the application provides the functionality to manage financials and improve cash flow with multiple payment methods. Based on the insurance company and your preference, CollaborateMD makes this process simple and efficient. 

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.

In the New Payment tab users can adjust charges while posting payments, post reversals and new payments all on the same check, transfer account credits, add multiple payments for one claim, and post multiple payments at once. 

Patient Payment

Follow the instructions below to post a patient payment.

  1. Go to the Payment section.
  2. Click on the Payments tab and select the New Payment sub-tab.
  3. Select Patient Payment.
  4. Click on the magnifying glass beside Payment By to search for the patient.
  5. Optional: Check the Print receipt box to print the patient a receipt.
  6. Enter the payment details (i.e. Amount, Date, etc) 
  7. Select the payment Type followed by the Source of the payment. Note: If the Credit Card Processing feature is enabled, complete one of the following options:
    • Option 1: Click on the “Swipe” button to swipe the patient’s credit card with the credit card reader.
    • Option 2: Place cursor in the “Card #” box and swipe the patient’s credit card reader.
    • Option 3: Manually enter the credit card number followed by the expiration date.
  8. Choose to apply the payment as an Account Credit (Apply Later)Apply AutomaticallyApply Manually
NoteIf the Credit Card Processing feature is used based on one of the options above, after applying the patient's payment in Step 8, CollaborateMD will send the payment for approval and collect a response from TSYS®. If the payment was successfully processed, you will receive a confirmation. If the payment was not successful you will receive an error message. Please refer to the Transaction Express Integration Guides for more information regarding error messages.

http://training.collaboratemd.com/helppages/payment

Credit Account (Apply Later)

Selecting this option will apply the payment as an account credit towards the patient's account. This account credit can be applied to charge at a later time. When you're ready to apply the account credit, please reference the Apply Account Credit Help Page.

Follow the instructions below to apply the payment as an account credit.
  1. Click on the Credit Account (Apply Later) button. Note: The payment will not be fully applied and will create an account credit. Select who the credit should be due to, and edit the credit memo if needed.
  2. When you’re satisfied with your changes, click on the Save button. 

http://training.collaboratemd.com/helppages/payment

Apply Automatically

Selecting this option will allow you to automatically distribute the payment towards charges that have a balance set to Due Patient or Due Insurance. 
  1. Click on the Apply Automatically button.
  2. When the drop-down menu is displayed, select one of the following options:
    1. Apply charges to DUE PATIENT starting with the oldest: Selecting this option will apply the payment to the oldest charges that are set to “Due Patient”.
    2. Apply charges to DUE INSURANCE starting with the oldest: Selecting this option will apply the payment to the oldest charges that are set to “Due Insurance”.
  3. Apply any Additional Actions if necessary when Show a preview before applying is selected. 
  4. Once the payment is successfully processed click OK.

https://sites.google.com/a/collaboratemd.com/training/helppages/payment/9-2

Apply Manually

Selecting this option will allow you to manually apply the patient payment towards an specific line item. 
  1. Click on the Apply Manually button to be taken to the Patient Payment window for the selected patient.
  2. Initially, all of the patients claims will be displayed.
    • To constrain the results of returned claims, enter a date into the Show charges (From/To) field or check/un-check the box to Include paid charges
    • Click on the Retrieve Charges button to reload the list of claims.
  3. Post the payment:
    1. Option A: Locate the charge(s) you want to enter the payment for and enter the amount under the Apply Payment column.  
      • If you're applying the payment towards a debit, be sure to check the Show debits check box and select the Retrieve Charges button.
    2. Option B: Click on the Apply Remaining button to apply the payment automatically using one of the following options below:
      • Apply charges to DUE PATIENT starting with the oldest: Selecting this option will apply the payment to the oldest charges that are set to “Due Patient”
      • Apply charges to DUE INSURANCE starting with the oldest: Selecting this option will apply the payment to the oldest charges that are set to “Due insurance”
  4. Apply any Additional Actions if necessary. 
  5. When you're satisfied with your changes, click on the Save Payment button.
https://sites.google.com/a/collaboratemd.com/training/helppages/payment/9-2

Apply Account Credit

Follow the instructions below to apply an account credit towards a specific line item. Note: This credit can only be used when the patient has an account credit due to them.
  1. Go to the Payment section.
  2. Click on the Payments tab and select the New Payment sub-tab.
  3. Select Apply Account Credit.
  4. Click on the Continue button. 
  5. When the Patient Search window opens, search for the patient. 
  6. Click on the Source drop-down menu and select which source you would like to use the account credit from. Note: Only sources that have credits due to them will be visible here.
  7. For reporting purposes, select which Provider you want to associate to this this credit to. By default, All Providers are selected.
  8. Initially, all of the patient's claims will be displayed.
      • To constrain the results of returned claims, enter a date into the Show charges (From/To) field or check/un-check the box to Include paid charges
      • Click on the Retrieve Charges button to reload the list of claims.
    • Locate the charge(s) you want to enter the credit for and enter the amount under the Apply Credit column.  
      • If you're applying the credit towards a debit, be sure to check the Show debits check box and select the Retrieve Charges button.
    • Apply any Additional Actions if necessary. 
    • When you're satisfied with your changes, click on the Save Payment button.
    https://sites.google.com/a/collaboratemd.com/training/helppages/payment/9-2

    Insurance Payment

    Apply as EOB

    Insurance Payment is used to post insurance payments received according to an EOB (Explanation of Benefits).  Insurance Payment gives you the convenience of:

    • Applying payments as an EOB
    • Applying payments only (manually or automatically)
    • Applying account credits
    • Applying refunds/reversals

    Follow the instructions below to begin applying an insurance payment as an EOB. This includes associating adjustments and reason codes.

    1. Go to the Payment section.
    2. Click on the Payments tab and select the New Payment sub-tab, and select Insurance Payment.
    3. Click on the magnifying glass beside Payment By to search for the insurance company you received the payment from. Optionally, you can choose the option to "Find by Claim" to search for claims in one of four ways:
      1. Use the Search field provided to search by patient name, phone#, and more. Click on the (?) for all search capabilities.
      2. Click on Find for <Patient Name> button to find claims for the active patient.
      3. In the Recently Opened pane, select the claim you wish to open. 
      4. Click on the Advanced Search button. 
    4. Enter the check information (Payment Amount, Received/Check Date, Check/EFT#, Other Ref#, and Type), and then click on the Apply as EOB button.
      • For the payment Source, if the Credit Card Processing feature is enabled, complete one of the following options:
        • Option 1: Click on the “Swipe” button to swipe the payer’s credit card with the credit card reader.
        • Option 2: Place cursor in the “Card #” box and swipe the payer’s credit card reader.
        • Option 3: Manually enter the credit card number followed by the expiration date.
    5. Choose to apply the payment as an Account Credit (Apply Later)Apply AutomaticallyApply Manually
    6. NoteIf the Credit Card Processing feature is used based on one of the options above, after applying the patient's payment in Step 8, CollaborateMD will send the payment for approval and collect a response from TSYS®. If the payment was successfully processed, you will receive a confirmation. If the payment was not successful you will receive an error message. Please refer to the Transaction Express Integration Guides for more information regarding error messages.
    7. In the Payment window choose any of the of the options below to  Add payments for:
      • ClaimThis will search for all claims associated to any payer
      • Account Debit: This will search for debits
      • Claims at <PAYER NAME>: This will search for claims that are currently at the payer you selected to post the "Payment By". Note: "Payment By" is only a guide that allows the system to select the correct TCN# for the claim payments are posted to. Selecting this does not mean that you are setting the exact payer that's associated with each payment. The payment will be posted under the payer for the selected TCN if that payer has the same sequence number, CPID, or name as the “Payment By” Payer."
    8. Once your Claim, Debit, or Claims, have been added to the Insurance Payment window, select the appropriate Action that is being performed by the payer, and select a TCN number. Note: If no TCN is found, you will be unable to add remittance information such as Remark, Adjustment, and Unpaid Reason codes.
    9. Begin entering the payment details under the Charges tab. Tip: Use the tab key on your key board to quickly navigate through the payment screen as well as enter the RemarkAdj. Reasons, and Unpaid Reasons listed on the EOB for tracking purposes. 
      1. Note: If the payer paid the full amount of all the charges on the claim, click the Set all charges to PAID button to immediately post all payments. 
    10. Apply any Additional Actions if necessary. 
    11. When you’re satisfied with your changes, click on the Apply button.
    12. Repeat the same steps for the next patient on the EOB until the Unapplied balance reflects $0.00.
    13. Once you're satisfied, click Save Payment, or click on the Commit button to prevent users from making changes. Note: Once a check is committed, no further changes to the check will be permitted. Checks that have an unapplied amount cannot be committed until the entire check has been applied.

    Note:
    If there’s a balance in the Unapplied field this can mean one of the following: 

    1. You haven’t posted all of the payments associated to the check. If you have to return to posting the check at a later time, please remember to save your changes and keep the EOB in a safe place so you can find it when you’re ready to continue. 
    2.  The Check Amount entered is incorrect. Verify that the check amount entered is the same amount displayed on the EOB. 
    3.  There’s a discrepancy on one or more payments entered. Please review each payment associated the claim to ensure the correct payment and adjustment was applied.

    http://training.collaboratemd.com/helppages/payment

    Apply Payment Only

    Apply Payment Only allows you to apply an insurance payment to a single patient’s account.  Please be aware of the following when selecting this option:

    Insurance adjustments and reason codes cannot be applied

    Once the payment is posted, payments cannot be opened or edited using the View Insurance Payment tab. Note: If corrections need to be made to the payment you will have to delete the payment and post it again.

    To apply a full insurance payment that includes adjustment(s) and remark/reason codes, please us the option to Apply as EOB


    Apply Manually

    Follow the instructions below to manually apply an insurance payment ONLY.

    1. Go to the Payment section.
    2. Click on the Payments tab, select the New Payment sub-tab, and select Insurance Payment.
    3. Click on the magnifying glass beside Payment By to search for the insurance company you received the payment from. Optionally, you can choose to "Find by Claim". This will allow you to search for claims in one of four ways:
      1. Use the Search field provided to search by patient name, phone#, and more. Click on the (?) for all search capabilities.
      2. Click on Find for <Patient Name> button to find claims for the active patient.
      3. In the Recently Opened pane, select the claim you wish to open. 
      4. Click on the Advanced Search button. 
    4. Enter the check information (Payment Amount, Received/Check Date, Check/EFT#, Other Ref#, and Type).
    5. Click on the Apply Payment Only link and select OK after reading the warning message displayed.
    6. Select Apply Manually and search for the claim you wish to apply the payment towards.
    7. Initially, all of the patient’s claims will be displayed.
      • To constrain the results of returned claims, enter a date into the Show charges (From/To) field or check/un-check the box to “Include paid charges”. Click on the “Retrieve Charges” button to reload the list of claims.
    8. Apply the payment:
      • Option A: Locate the charge(s) you want to enter the payment for and enter the amount under the Apply Payment column.  
        • If you're applying the payment towards a debit, be sure to check the Show debits check box and select the Retrieve Charges button.
      • Option B: Click on the Apply Remaining button to apply the payment automatically using one of the following options below:
        • Apply charges to due patient: Selecting this option will apply the payment to the oldest charges that are set to “Due Patient
        • Apply charges to due insurance: Selecting this option will apply the payment to the oldest charges that are set to “Due insurance”
        • Apply to all open charges: Selecting this option will apply the payment to charges that have balance starting with the oldest charge that is set to Due Patient” then the oldest charge set to “Due Insurance”.
    9. Apply any Additional Actions if necessary. 
    10. When you're satisfied with your changes, click on the Save Payment button.

    http://training.collaboratemd.com/helppages/payment

    Apply Automatically

    Follow the instructions below to automatically apply an insurance payment ONLYNote: Selecting this option will allow you to automatically distribute the payment towards charges that have a balance set to Due Insurance or Due Patient.

    1. Go to the Payment section.
    2. Click on the Payments tab, select the New Payment sub-tab, and select Insurance Payment.
    3. Click on the magnifying glass beside Payment By to search for the insurance company you received the payment from. Optionally, you can choose to "Find by Claim". This will allow you to search for claims in one of four ways:
      1. Use the Search field provided to search by patient name, phone#, and more. Click on the (?) for all search capabilities.
      2. Click on Find for <Patient Name> button to find claims for the active patient.
      3. In the Recently Opened pane, select the claim you wish to open. 
      4. Click on the Advanced Search button. 
    4. Enter the check information (Payment Amount, Received/Check Date, Check/EFT#, Other Ref#, and Type).
    5. Click on the Apply Payment Only link and select OK when the warning message is displayed.
    6. Select Apply Automatically and search for the patient you wish to apply the payment towards.
    7. When the drop-down menu is displayed, select one of the following options:
      • Apply charges to DUE INSURANCE starting with the oldest: Selecting this option will apply the payment to the oldest charges that are set to “Due Insurance”.
      • Apply charges to DUE PATIENT starting with the oldest: Selecting this option will apply the payment to the oldest charges that are set to “Due Patient”.
        • Note: You will have an option to “Show a preview before applying”. This option will allow you to see a preview of how your payment will be applied.
    8. Apply any Additional Actions if necessary when Show a preview before applying is selected. 
    9. Once the payment is successfully processed click OK.

    http://training.collaboratemd.com/helppages/payment

    Credit Account

    Follow the instructions below to apply an account credit towards the patient's account.

    1. Go to the Payment section.
    2. Click on the Payments tab, select the New Payment sub-tab, and select Insurance Payment.
    3. Click on the magnifying glass beside Payment By to search for the insurance company you received the payment from. Optionally, you can choose to "Find by Claim". This will allow you to search for claims in one of four ways:
      1. Use the Search field provided to search by patient name, phone#, and more. Click on the (?) for all search capabilities.
      2. Click on Find for <Patient Name> button to find claims for the active patient.
      3. In the Recently Opened pane, select the claim you wish to open. 
      4. Click on the Advanced Search button. 
    4. Enter the check information (Payment Amount, Received/Check Date, Check/EFT#, Other Ref#, and Type).
    5. Click on the Apply Payment Only link and select OK when the warning message is displayed.
    6. Select Credit Account and search for the patient you wish to apply the credit towards.
    7. When the warning message is displayed, review the credit details and make any necessary adjustments (Due To, Memo, Provider, Office).
    8. When you’re satisfied with your changes click on the Save button.

    http://training.collaboratemd.com/helppages/payment

    Refund/Reversal

    Apply a Refund/Reversal within this section to refund an insurance payment and reverse the adjustment. Important: Follow the instructions below if you received a new check number with the refund/reversal. 
    1. Go to Payment Section.
    2. Click on the New Payment tab.
    3. Select Insurance Payment.
    4. Select Payment By. Edit the Payment From field if applicable.
    5. Enter the check information (Payment Amount, Received/Check Date, Check/EFT#, Other Ref#, and Type).
    6. Click on the Apply as EOB button.
    7. In the Payment window choose any of the of the options below to  Add payments for:
      • ClaimThis will search for all claims associated to any payer
      • Claims at <PAYER NAME>: This will search for claims that are currently at the payer you selected to post the "Payment By". Note: "Payment By" is only a guide that allows the system to select the correct TCN# for the claim payments are posted to. Selecting this does not mean that you are setting the exact payer that's associated with each payment. The payment will be posted under the payer for the selected TCN if that payer has the same sequence number, CPID, or name as the “Payment By” Payer."
      • Click on the Action drop-down menu and select Refund/Reversal.
      • Within the Paid field, enter a negative sign (-$20.00) and the refund amount.
      • Within the Adjustment field, enter a negative sign  (-$20.00) and the reversal amount.
      • Click the Apply button.
      • Once you're satisfied, click the Save Payment button, or the Commit button to prevent users from making changes. Note: Once a check is committed, no further changes to the check will be permitted. Checks that have unapplied amounts cannot be committed until the entire check has been applied. 
      Note: If not reimbursing the payer and the updated payment amount needs to be applied, please disregard step 12 above and proceed with the following:
      1. In the Payment window, choose any of the options below to Add payments for:
        • ClaimThis will search for all claims associated to any payer
        • Claims at <PAYER NAME>: This will search for claims that are currently at the payer you selected to post the "Payment By". Note: "Payment By" is only a guide that allows the system to select the correct TCN# for the claim payments are posted to. Selecting this does not mean that you are setting the exact payer that's associated with each payment. The payment will be posted under the payer for the selected TCN if that payer has the same sequence number, CPID, or name as the “Payment By” Payer."
      2. Once your Claim(s) and/or Debit(s) have been added to the Insurance Payment window, select the appropriate Action that is being performed by the payer, and select a TCN. 
        • Note: If no TCN is found, you will be unable to add remittance information such as Remark, Adj. Reason, and Unpaid Reason codes. 
      3. Begin entering the payment details under the Charges tab. Tip: Use the tab key on your keyboard to quickly navigate through the payment screen as well as enter the Remark, Adj. Reason, and Unpaid Reason codes listed on the EOB for tracking purposes. 
        • Note: If the payer paid the full amount of the all charges on the claim, click the Set all charges to PAID button to immediately post all payments. 
      4. Apply any Additional Actions if necessary.
      5. When you're satisfied with your changes, click the Apply button. Repeat the same steps for the next patient on the EOB until the Unapplied balance reflects $0.00.
      6. Once you're satisfied, click the Save Payment button, or the Commit button to prevent users from making changes. Note: Once a check is committed, no further changes to the check will be permitted. Checks that have unapplied amounts cannot be committed until the entire check has been applied. 

      http://training.collaboratemd.com/helppages/payment

      Activity

      Follow the instructions below to view and print the patient's activity:

      1. From within the Insurance Payment window is displayed, click on the Activity tab.
      2. Click on the View Activity button.
      3. Click on the Expand All button located at the bottom of the screen, to see a detailed listing of the activity data in expanded format.
      4. Click on the Collapse All button, to see a summary of the activity.
      5. Right click capabilities include: 
        • Track ClaimRight clicking on a CPT code will allow you to track the claim within Claim Tracking.
        • View Charge HistoryRight clicking on a CPT code will allow you to view the changes made towards a charge. 
        • Track PaymentRight clicking on an insurance payment or patient payment will allow you to track the payment within Payment Tracking.
        • Open CheckRight clicking on an insurance payment or an adjustment  will allow you to open the check within the Payment section. 
        • Where did this come from? Right clicking on a patient credit will allow you to see where the credit originated.
        • Print ReceiptRight clicking on a patient payment will allow you to print a patient receipt. 
      6. The Activity Summaries include
        • Payment and Adjustment BreakdownThe Payment and Adjustment Breakdown table provides a high-level overview of what has been collected by the patient, what has been collected from their insurance, and how much has been taken in as adjustments from the insurance. This table also shows how much has been applied from account credits on the patient's account. 
        • Charge Balance Breakdown: Balance by Charge Status: The Balance by Charge Status table under the Charge Balance Breakdown summary provides a grand total of all outstanding charge balances by charge status. This allows users to quickly see at a glance where their outstanding balances are "sitting."
        • Charge Balance Breakdown: Balance Due ToThe Balance Due To table under the Charge Balance Breakdown summary provides a grand total of all outstanding charge balances based on the party (patient or insurance) that is responsible for paying. This table also allows users to easily see how available account credits, due patient and insurance, impact the total amount owed.
        • Aging Balance SummaryThe Aging Balance Summary tables provides an aging view of outstanding charges, separated by what is owed by the patient and what is owed by insurance. Users can easily change the way the outstanding amounts are bucketed by selecting the proper date (DOS, entered date, and last billed date) that best suits their office's workflows.
      7. When you're done viewing the activity, select Refresh to refresh the screen, Print to print the results or select Close to close your view. 

      http://training.collaboratemd.com/helppages/payment

      Notes

      Follow the instructions below to view or add a patient note(s). 

      1. From within the Insurance Payment window double-click on the claim for which you'd like to add a new note.
      2. Click on the Notes tab.
      3. Review the existing notes or click on the Add Note button to add a new note. 
      4. When you're satisfied with your changes, click on the Save button. 
      5. Click the Apply button.
      6. Once you are finished, click the Save Payment button.

      http://training.collaboratemd.com/helppages/payment

      Alerts

      Add Alert

      Follow the instructions below to add an alert:
      1. From within the Insurance Payment window is displayed, click on the Alerts tab.
      2. Select Add Alert.
      3. Begin entering the alert details.
      4. Once you are satisfied with your changes, click Save.

      http://training.collaboratemd.com/helppages/payment

      Edit Alert

      Follow the instructions below to edit an alert for a payer:
      1. From within the Insurance Payment window is displayed, click on the Alerts tab.
      2. Select Add Alert.
      3. Double click on the alert you wish to edit.
      4. When the Alert window opens, make the necessary changes and click Save.

      http://training.collaboratemd.com/helppages/payment

      Delete Alert

      Follow the instructions below to remove an alert from a payer: 
      1. From within the Insurance Payment window is displayed, click on the Alerts tab.
      2. Select Add Alert.
      3. Check the Delete box next to the Alert you wish to delete or double click on the alert and check the box called Delete Alert.
      4. Once you are satisfied with your changes, click Save.

      http://training.collaboratemd.com/helppages/payment

      Documents

      Add Remote Files

      Follow the instructions below to add remote files: 
        1. From within the Insurance Payment window is displayed, click on the Documents tab.
        2. Select Add Remote Files.
        3. When the Add File window opens, locate the file you wish to upload and click on the Add button.
        4. When you're done, click Save.

        http://training.collaboratemd.com/helppages/payment

        Add Local Files (Legacy Plans only)

        Follow the instructions below to add local files: 
        1. From within the Insurance Payment window is displayed, click on the Documents tab.
        2. Select Add Local Files.
        3. When the Add Local Files window opens, click on the Add Files button and locate the file you wish to upload. 
        4. Click Start Upload
        5. When the upload is complete click on the Close button.
        6. When you're done, click Save.

        http://training.collaboratemd.com/helppages/payment

        Remove Files

        Follow the instructions below to remove files: 
        1. From within the Insurance Payment window is displayed, click on the Documents tab.
        2. Select the file and click on the Remove button.
        3. Click Save.

        https://sites.google.com/a/collaboratemd.com/training/helppages/payment/9-2

        Additional Actions

        Apply Discount

        1. When posting a New Patient Payment or a New Insurance Payment, click on the Apply Discount button and click on the magnifying glass to select the Discount CodeFor more information on discount codes see the Adjustments Help Page.
        2. Enter the discount details.
        3. When you're satisfied with your changes, click on the Save button.
        4. Click on the Save button to save your overall changes.

        http://training.collaboratemd.com/helppages/payment

        Apply Credit Adjustment

        Apply Credit Adjustment is used to process credit adjustments such as write-offs, professional courtesy adjustments, etc.

        1. When posting a New Patient Payment or a New Insurance Payment, click on the Apply Credit Adjustment button and click on the magnifying glass to select the Credit CodeFor more information on credit, codes see the Adjustments Help Page.
        2. Enter the credit adjustment details.
        3. When you're satisfied with your changes, click on the Save button.
        4. Click on the Save button to save your overall changes.

        http://training.collaboratemd.com/helppages/payment

        Apply Debit Adjustment

        Apply Debit Adjustment is used to process debit adjustments such as balance transfers, no show fees, etc.
        1. When posting a New Patient Payment or a New Insurance Payment, click on the Apply Debit Adjustment button and click on the magnifying glass to select the Debit Code. For more information on debit, codes see the Adjustments Help Page.
        2. Enter the debit adjustment details.
        3. When you're satisfied with your changes, click on the Save button.
        4. Click on the Save button to save your overall changes.

        http://training.collaboratemd.com/helppages/payment

        Apply Account Credit

        Apply Account Credit is used to apply an account credit towards a specific line item. Note: This additional action can only be used when the patient has an account credit due to them. 

        NoteThe available Credit will be displayed below the "Apply Account Credit" button. 
        1. When posting a New Patient Payment or a New Insurance Payment, click on the Apply Account Credit button.
        2. Enter the credit details.
        3. When you're satisfied with your changes, click on the Save button.
        4. Click on the Save button to save your overall changes.

        http://training.collaboratemd.com/helppages/payment

        View Insurance Payment

        View Insurance Payment gives you the flexibility of searching for insurance checks and the ability to make any changes to a payment in addition to committing a check so that no further changes can be made.

        Note: Checks that were applied using the Apply Payment Only option are not searchable and cannot be opened or edited using this tab.

        Find/Edit Check 

        Follow the instructions below to find a check.

        1. Go to the Payment section.
        2. Click on the Payments tab and select the View Insurance Payment sub-tab.
        3. In the Search field, enter your search criteria (e.g., check number, check amount, reference number, and more) or just click on the Search button to search for all checks. Note: You may utilize the Additional Options fields to further filter your search criteria.
        4. When the checks that meet your search criteria are displayed, select the applicable check.
          • If the Edit Insurance Check window appears the Payment By field must be selected.
            • Payment By: Select the Payer that processed the check.
            • Payment From: Editable field that can be used to identify payment from names Note: If not changed this will default from the Payment By field. 
        5.  Make the necessary changes, then click on the Save button when you are done. 

        http://training.collaboratemd.com/helppages/payment

        Refund/Reversal 

        Apply a Refund/Reversal within this section to refund an insurance payment and reverse the adjustment. Important: If the check number is the same as the original payment, follow the below steps to complete the Refund/Reversal.
        1. Go to Payment Section.
        2. Click on the Payments tab and select the View Insurance Payment sub-tab.
        3. Search for your check in the Search field.
        4. In the Payment, window choose any of the of the options below to  Add payments for:
          • ClaimThis will search for all claims associated with any payer
          • Claims at <PAYER NAME>: This will search for claims that are currently at the payer you selected to post the "Payment By". Note: "Payment By" is only a guide that allows the system to select the correct TCN# for the claim payments are posted to. Selecting this does not mean that you are setting the exact payer that's associated with each payment. The payment will be posted under the payer for the selected TCN if that payer has the same sequence number, CPID, or name as the “Payment By” Payer."
        5. A window will display asking if you wish to add a new payment, select Add Payment
        6. Click on the Action drop-down and select Refund/Reversal.
        7. Within the pop-up, you can select from the two options below:
          • Automatically Reverse previous payment & adjustments will refund the entire payment and adjustments posted on the selected claim
          • If the "Enter a new/corrected payment as well" is checked,  you will have the option to enter new payments for the claim
          • Or, Select OK if you don't want to automatically reverse the previous payment and adjustment. 
            • In the Paid Field enter a negative (i.e. -20.00) amount for the refund, and in the Adjusted field enter a negative amount for the reversal. 
        8. Click the Apply button
        9. Once you are finished, click the Save Payment button.

        http://training.collaboratemd.com/helppages/payment

        Commit Check 

        A check can be committed to prevent users from making changes. Once a check is committed no further changes to the check will be permitted. Checks that have an unapplied amount cannot be committed until the entire check has been applied. 

        NoteCommitted check can only be unlocked by an account Administrator or Authorized Representative.

        Follow the instructions below to commit a check.

        1. Go to the Payment section.
        2. Click on the Payments tab and select the View Insurance Payment sub-tab.
        3. In the Search field, enter your search criteria or just click on the Search button to search for all checks. Note: You may utilize the Additional Options fields to further filter your search criteria.
        4. When the checks that meet your search criteria are displayed, select the applicable check.
        5. Click on the Commit button.
        6. When the confirmation window opens, click on the Yes button to commit the check.
        7. Your changes will automatically be saved. 

        http://training.collaboratemd.com/helppages/payment

        Unlock Check 

        Follow the instructions below to unlock a committed check. 

        NoteCommitted check can only be unlocked by an account Administrator or Authorized Representative. 

        1. Go to the Payment section.
        2. Click on the Payments tab and select the View Insurance Payment sub-tab.
        3. In the Search field, enter your search criteria *Note: You may utilize the Additional Options fields to further filter your search criteria
        4. When the checks that meet your search criteria are displayed, checks that have been committed will have a check mark displayed in the Committed column. Select the applicable check. 
        5. A confirmation window will open notifying you of the date the check was committed and what user committed the check. 
        6. Click on the Unlock button.
        7. If you're sure that you want to unlock the check select Yes.
        8. The check is now unlocked.

        http://training.collaboratemd.com/helppages/payment

        Delete Check 

        Follow the instructions below to delete a check:

        1. Go to the Payment section.
        2. Click on the Payments tab and select the View Insurance Payment sub-tab.
        3. In the Search field, enter your search criteria or just click on the Search button to search for all checks. Note: You may utilize the Additional Options fields to further filter your search criteria.
        4. When the checks that meet your search criteria are displayed, select the applicable check.
        5. Click on the Delete button. 
        6. Please note deleting a check will also delete all of the payments and adjustments associated with this check. If you are sure you wish to delete the check click on the Yes button.
        7. The check is now deleted.

        http://training.collaboratemd.com/helppages/payment

        Track Check 

        Tracking claims associated to an EOB will complete a search for the associated claims within the Claim Tracking tab of the Control section to view the life cycle of the claim.

        Follow the instructions below to track a check.

        1. Go to the Payment section.
        2. Click on the Payments tab and select the View Insurance Payment sub-tab.
        3. In the Search field, enter your search criteria or just click on the Search button to search for all checks. Note: You may utilize the Additional Options fields to further filter your search criteria.
        4. When the checks that meet your search criteria are displayed, select the applicable check.
        5. Click on the Track button. 
        6. You will be automatically taken to the Claim Tracking tab of the Control section. 

        http://training.collaboratemd.com/helppages/payment

        Electronic Remittance Advice

        Electronic Remittance Advice (ERA) allows you to receive, view, and post payments from payers to help reduce labor costs and common posting errors. Several parameters in our system allow you to have total control of what happens to the balance on a claim after the payment is posted. Most payers participate in sending ERA's directly into CollaborateMD. To verify that a payer participates in ERA, please see the Clearinghouse information dashboard displayed under the Payer tab in the Payer section. In order to begin using the ERA feature, an agreement must be filled out and approved by the payer.

        Getting Started

        Steps to take before you begin using EOB Auto-Apply:

        Fill out a Remittance Agreement for the payer you want to begin receiving ERA's from using the Agreements tab within the Payer section or on the ConnectCenter website. Once you receive notification from our Client Services Department that you've been approved, you may begin applying payments. Note: The approval turnaround time can take up to 5-10 business days or more depending on the payer.

        In the event you haven't received a remittance check, verify if the payer requires an agreement to receive ERA's and that you have an authorized agreement on file. Once you have verified that your agreement is on file, and you still are not receiving any ERA's. Please contact a Customer Success Specialist so we can contact the Clearinghouse to locate the ERA. When reporting missing checks, please provide the Customer Success Specialist with the following information:

        • Payer's CPID #
        • Check # or EFT#
        • Check Amount
        • Check Date
        • NPI #
        • Tax ID #
        • PTAN or Provider ID# (if applicable)
        • Submitter# (if you have more than one customer/provider that have different submitter numbers)

        http://training.collaboratemd.com/helppages/payment

        Best Practices

        1. We recommend to review all checks applied through the Electronic Remittance Advice tab in the following order: 
        2. Post payments within hours where patient record(s) access are at a minimum.
        3. Complete checks that you have already started that are in the status of “Continue Reviewing Checks” prior to moving on to your new “Review check”.

        http://training.collaboratemd.com/helppages/payment

        Automatically Apply Remittance Check

        Follow the instructions below to find and automatically apply a Remittance Check. 

        Tip: Filling out every search filter may limit your returned results. It's recommended to search by date range (last 30 days) and/or check amount. If you're unable to find the check that you’re searching for, please try using different search fields.

        1. Go to the Payment section.
        2. Click on the Payments tab.
        3. Click on the Electronic Remittance Advice tab.
        4. Use the Search Filters (optional) to specify your search criteria.
        5. Click on the Search button.
        6. The specified checks are listed in the display area.
        7. Select the check you wish to apply. To apply the check you can select the Review Check button or simply double click on the check. Note: Selecting a specific ERA file(s) will allow you to see the check #’(s) affiliated to the file. Once the check has been applied, you will have the option to view an individual check by clicking the View Payment button.
        8. Review the check for errors, warnings, informational messages, & alerts. Note: If you wish to revert any changes made when reviewing your check, select the undo resolution option next to the applicable line(s).
        9. Apply payment.

        http://training.collaboratemd.com/helppages/payment

        Continue Reviewing Check

        Follow the below steps for a check that has been set as “Save and Apply Later”

        1. Go to the Payment section.
        2. Click on the Electronic Remittance Advice tab.
        3. Use the Search Filters (optional) to specify your search criteria.
        4. Click on the Search button.
        5. The specified checks are listed in the display area.
        6. Click on the Continue Reviewing Check button or double click on the check.
        7. The payment summary window will appear.
        8. Review check for errors, warnings & informational messages.
        9. Apply payment.

        http://training.collaboratemd.com/helppages/payment

        Errors, Warnings, Informational Messages, & Alerts

        Payments that appear on the Unapplied report include a description as to why we were unable to apply the payment. Please review the common ERA Errors Help Page for a list of common ERA Errors.

        Note: Alerts will only appear if they have been selected to show in the Payment section. 

        http://training.collaboratemd.com/helppages/payment

        Mark Remittance Check as "Applied"

        To mark an ERA as being “applied” because it was applied manually by yourself or another user in the office, follow the instructions below:

        1. Go to the Payment section.
        2. Click on the Payments tab.
        3. Click on the Electronic Remittance Advice tab.
        4. Use the Search Filters (optional) to specify your search criteria.
        5. Click on the Search button.
        6. Once the specified checks are displayed, locate the check you want to mark as being applied.  
        7. Check the Applied check box next to the Payer name column. 
        This payment will now be marked as Manually Applied

        warning.gif

        To mark the check as unapplied, uncheck the Applied box.


        http://training.collaboratemd.com/helppages/payment

        Find Applied ERA's

        Once the Remittance Check is applied, they are automatically uploaded to the View Insurance Payment tab via the Payment section. In this section, you can edit payment information such as:

        • Check From 
        • Check#
        • Check Date 
        • Check Amount 
        • Payments/Adjustments 
        • and Memo Lines
        In addition, you can also choose to Commit the check.

        http://training.collaboratemd.com/helppages/payment

        View EOB

        Viewing an Explanation of Benefits (EOB) for an electronic remittance advice allows users to find a detailed description of each payment and adjustment made by the insurance company. Users can choose to view an electronic version of a payers EOB or print an EOB to send with secondary paper claims.

        Follow the instructions below to view an EOB:

        1. Go to the Payment section.
        2. Click on the Electronic Remittance Advice tab.
        3. Use the Search Filters (optional) to specify your search criteria.
        4. Click on the Search button.
        5. When the checks are displayed, select the check you wish to view the EOB for and then click on the View EOB button.

        When the EOB Report window opens, you will notice two tabs, Auto-Generated Report Payer-Generated ReportNote: Both tabs include Provider Remittance Data received directly from the payer.

        • Auto-Generated Report: The Auto-Generated tab is an enhanced version of the Payer-Generated Report where users can view and print an EOB.
        • Payer-Generated ReportThe Payer-Generated Report tab is a true provider remittance data report received directly from the payer where users can download EOB Reports for viewing purposes. In this view, users can select to view the RE or the RR generated reports, if applicable.

        Print EOB

        Follow the instructions below to print an EOB for one or more claims.

        1. Go to the Payment section.
        2. Click on the Electronic Remittance Advice tab.
        3. Use the Search Filters (optional) to specify your search criteria.
        4. Click on the Search button.
        5. When the checks are displayed, select the check you wish to view the EOB for and then click on the View EOB button.
        6. When the EOB Report window opens click on the Auto-Generated Report tab. 
          • Using the filter pane towards the left-hand side of the screen, check the box beside the patient(s) / claim(s) you wish to print an EOB for.
          • Or, scroll through the report to locate the patient(s) / claim(s) and click on the blue hyperlink (NAME or TCN) to filter the report results by the selected record. Note: Selecting the patient's name will retrieve all claims on this EOB associated to the patient. Selecting the TCN will retrieve all claims on this EOB that have the same TCN number.
        7. Optional: Check the box next to the Close button to Print each EOB on a separate page in the event the EOB has to be attached to separate claims and payers.
        8.  When you’re satisfied with your selection(s), click Print.
        9.   When the print dialog window opens, follow your computer's printer settings.

        http://training.collaboratemd.com/helppages/payment

        Payer-Generated Report

        The Payer-Generated Report tab is a true provider remittance data report received directly from the payer where users can download EOB Reports for viewing purposes. In this view, users can select to view the RE or the RR generated reports, if applicable.

        View Payer EOB

        Follow the instructions below to find a Payer-Generated Report.

        1. Go to the Payment section.
        2. Click on the Electronic Remittance Advice tab.
        3. Use the Search Filters (optional) to specify your search criteria.
        4. Click on the Search button.
        5. When the checks are displayed, select the check you wish to view the EOB for and then click on the View EOB button.
        6.  When the EOB Report window opens click on the Payer-Generated Report tab.
        7.  Click Retrieve to find available reports:
          • RE Reports – This report is generated by the payer. The report is similar to Medicare’s Standard Paper Remittance report (CPX425 on the ERA Setup Form).
          •  RR Reports – This report is generated by RelayHealth. The report contains the same information that is on the RE report. The information on this report is displayed in an organized view, making the report user-friendly (CPR405 on the ERA Setup Form)
            • Patients are in alphabetical order (last name)
            • The claim adjustment reason codes are listed in a glossary.
            • The check and claim information is outlined making it easier to read.

        Note: If you only wish to receive one type of EOB report, please contact the Customer Success Department for assistance.


        http://training.collaboratemd.com/helppages/payment