Practice Section

The Practice section contains information regarding the entity creating the claims. This could be a physician's practice, laboratory, clinic, etc. This is the first set of data that you must enter and or verify was correctly entered for you when you begin using CollaborateMD. The first time you log on to CollaborateMD, you will find that we have completed the Main Information section for your practice. Information entered into the Practice section will populate in box 33 of the CMS-1500 form and box 56 of the UB-04.

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.

Office Information

Defaults

Statements

Notes


Button Overview

Below you will find a description of the buttons located within the Practice section:
  • New Practice Click this button to create a new practice. 
  • Show All: Click this button to show all practices. 
  • NPI Registry Click this button to search for the Practice NPI on the NPI registry. 
  • Save: Click this button to save your changes. 
  • Close: Click this button to close the practice. 
  • Print Label: Click this button to print a practice label.

New Practice

Follow the instructions below to add a Practice: 

Note: If you're a Billing Service, please use the Switch Account link via the System section to log into the appropriate Customer Account in order to Find/Edit the Practice.
  1. Follow the instructions below to add a new Practice: 
    1. Go to the Practice section.
    2. Click the New Practice button.
    3. Enter the practice’s information. 
      1. Enter the practice name in the first field provided.
      2. NPI: Enter the provider's NPI number.
      3. Organization Type: Select the appropriate organization type for the practice.
      4. Taxonomy Specialty: Select the practice’s taxonomy specialty.
      5. Seq. #: This number is auto-populated by CollaborateMD.
      6. Reference #: This number is for your personal reference.
      7. FL Shots ID: Enter your FL SHOTS ID. Please see the FL SHOTS Help Page for more information on using this interface.
      8. Code: You can use this field to enter a code of up to 3 letters/numbers. This code is then visible in the provider filter selection window on reports, so you can identify which practice performed the service.
      9. TCN PrefixYou can use this field to populate a value to the beginning of the TCN value that CollaborateMD sends to Change Healthcare when a claim is generated for this practice.  This TCN value is then present on any subsequent Clearinghouse or Payer Generated reports that are returned.  Note: This is a quick and easy way for billing services to determine which customer claims are associated to.
      10. Primary Office: Enter the practice’s primary office information.
      11. Pay-To address is the same as the primary office: Check this box if the pay-to address that prints in box 33 of the CMS-1500 form and box 2 of the CMS-1450 form are the same. If the address is different, uncheck this box.
        • Pay To-Address: Enter the Pay To-Address information for the practice.
      12. Other Offices: Enter information regarding any additional locations your practice may have. Important: Other Offices must use the same Name, Tax ID/Social Security Number and the same Pay-To Address as the Main Practice. The NPI number can be different.
    4. When you're satisfied with your changes click the Save button.

Find/Edit Practice

Follow the instructions below to edit a Practice:

Note: If you're a Billing Service, please use the Switch Account link via the System section to log into the appropriate Customer Account in order to Find/Edit the Practice.
  1. Go to the Practice section. 
  2. Click on the Show All button. 
  3. Select the Practice (if multiple exist).
  4. Once you are satisfied with your changes, click Save.

Find Inactive Practice

Follow the instructions below to find an inactive Practice: 
  1. Go to the Practice section. 
  2. Click on the Search Inactive Practices box.
  3. Select Show All.
  4. Select the Practice (if multiple exist).

Print Practice Label

Follow the instructions below to print a Practice label: 
  1. Go to the Practice section. 
  2. Click on Show All.
  3. Select the Practice (if multiple providers exist).
  4. Click Print Label
  5. Select the label you wish to print.

Inactivate Practice

Follow the instructions below to inactivate a Practice: 
  1. Go to the Practice section. 
  2. Click on Show All.
  3. Select the Practice (if multiple exist)
  4. Click the Make this practice inactive box.
  5. Click Save.

Reactivate Practice

Follow the instructions below to reactivate a Practice: 
  1. Go to the Practice section. 
  2. Click on the Search Inactive Practices box.
  3. Click on Show All.
  4. Select the Practice (if multiple exist).
  5. A pop-up will appear indicating “This practice is currently inactive”. Click OK.

  6. Click the Make this practice inactive box so there is no check present.
  7. Click Save.

Other Offices

You may enter information regarding any additional locations your practice may have. Note: Locations must use the same pay-to address as the Primary Office entered under the Office Information tab, but may have different NPI numbers than the Primary Office.

Add Other Office

Follow the instructions below to add Other Offices: 
  1. Go to the Practice section. 
  2. Click on the Show All button. 
  3. Select the Practice (if multiple exist).
  4. Under Other Offices click New Office.
  5. Enter your information.
  6. Once you are satisfied, click Save.
Important
  1. Once the Other Office is added please be sure to check the box called "Use the office address as the pay-to address" within the Payer section of the application. 
  2. The Other Office can then be controlled on the Claim Level by changing the Defaulted Office Location. Note: You can also default the Office on the Patient level. 

Find Inactive Other Office

Follow the instructions below to find inactive Other Offices:
  1. Go to the Practice section. 
  2. Select Show All.
  3. Select the Practice (if multiple exist).
  4. Under Other Offices, select Show Inactive Offices.

Inactivate Other Office

Follow the instructions below to inactivate Other Offices:
  1. Go to the Practice section. 
  2. Click on Show All.
  3. Select the Practice (if multiple exist)
  4. Under Other Offices, double-click on the office you would like to make inactive.
  5. Click the Make this office inactive box.
  6. Click Save.

NPI Registry

Description: Selecting this option enables users to search for all active providers using the NPPES information. All information provided is produced by the NPI Registry in accordance with the NPPES Data Dissemination Notice and is updated daily. Using this functionality not only allows users to search for Individuals or Organizations but it also automates the process of adding Providers and Practices into the application.

Important Notes: All of the information displayed is directly from the NPPES website. CollaborateMD does not accept responsibility, or liability, for the consequential actions of adding Individuals or Organizations to the application using the NPI Registry. Users are responsible for validating the information returned prior to saving the record. 

Follow the instructions below to search or add a practice using the NPPES (National Plan and Provider Enumeration System) information:

  1. Go the Practice section.
  2. Click on the NPI Registry button, or click on the New Practice button or click on the Show All button to search for all practices and click on the NPI Registry button once the practice is selected.
  3. When the NPI Registry window opens, populate the fields you would like to search by.
  4. Once you’re satisfied, click on the Search button. Note: Only the first 200 results are returned.
  5. When the NPI Registry results are returned, select the record you wish to Add or view More Details
    1. Add: Select this option to add the record within CollaborateMD. 
      • If you’ve selected to Add the record and you have an existing practice open you will be prompted to save the record you have open and open a new record or you can overwrite the existing practice information for the practice that you currently have open. Remember to review the changes that will be made prior to saving your changes. When you’re satisfied click on the Save button.
    2. More Details: Select this option to view more details regarding the selected record. 
      • If you’ve selected to view the detailed results for the selected record, click on the Add button to add the record (See Add above for details).
  6. Once you’re satisfied with your changes click on the Save button.