Referring Section

The Referring section contains information regarding the provider that referred the patient to a specialist or for a specific procedure. You should set a Referring Provider on a patients record or claim in the event the payer requires information about the Referring Provider to be submitted for proper reimbursement. Referring providers are defaulted via the Patient section of the application under Claim Defaults > Referring/PCP. Referring providers can also be selected on a claim by claim basis, but you must remember to default the referring provider on the patients record if future claims need to be submitted with this information. 

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.

Referring Information

Notes



Button Overview

Below you will find a description of the buttons located within the Referring section:
  • New Referring: Selecting this option will allow you to add new referring provider.
  • Show All: Selecting this option will show all referring providers.
  • Print: Selecting this option allows you to print all or current referring provider opened in addition to labels.
  • NPI Registry: Selecting this option will open a search window linked to the NPI Registry website where a search can be performed using the NPI number entered in this section. 
  • Export: Selecting this option allows you to export referring provider information. 
  • Save: Selecting this option will save the changes you've made. 
  • Close: Selecting this option will close the window.

Add Referring Provider

Follow the instructions below to add a new Referring Provider. 
  1. Go to the Referring section. 
  2. Click on the New Referring button. 
Begin entering the referring provider's demographic information: 
  • Last: Enter the referring provider last name. 
  • First: Enter the referring provider first name. 
  • MI: Enter the referring provider middle initial. 
  • This referrer is an: Select the referring provider bill mode.
    • Individual
    • Organization
  • Credentials: Enter the referring provider credentials.
  • Do not send on claims: Check this box to not send the Referring Provider on claims. 
  • NPI: Enter the referring provider NPI number. 
  • Referring Type: Select the referring provider referring type. 
    • Referring Provider
    • Primary Care Provider
  • Taxonomy Specialty: Enter or select the Taxonomy Specialty.
  • Sequence#This number is auto-populated by CollaborateMD.
  • Reference#This number is for your personal reference.
Begin entering the referring providers contact information:
  • AddressEnter the referring provider address information.
  • City: Enter the referring provider city. 
  • State: Enter the referring provider state.
  • Zipcode: Enter the referring provider zipcode.
  • Phone #: Enter the referring provider phone number.
  • Fax #: Enter the referring provider fax number.
  • Home Phone: Enter the referring provider home number.
  • Cell Phone: Enter the referring provider cell phone number.
  • Email: Enter the referring provider email address. 
Begin entering the Facility ID Numbers:
  • Tax ID: Enter the referring provider Tax ID number.
  • UPIN: Enter the UPIN number.
  • BCBS ID: Enter the BCBS ID number.
  • Champus ID: Enter the Champus ID number.
  • State License #: Enter the State License number.
  • Tax ID Type: Select the Tax ID Type
    • TIN
    • SSN
  • Medicare ID: Enter the Medicare ID number. 
  • Medicaid ID: Enter the Medicare ID number. 
  • Specialty License #: Enter the Specialty License number. 
  • Anesthesia License #: Enter the Anesthesia License number. 
  1. When you're satisfied with your changes, click on the Save button.

Find/Edit Referring Provider

Follow the instructions below to find or edit a Referring Provider. 
  1. Go to the Referring section. 
  2. Click on the Show All button.
  3. Select the Referring Provider( if multiple providers exist). 
  4. Edit the providers information.
  5. When you're satisfied with your changes, click on the Save button.

Print Referring Provider

Referring Providers can be printed one of two ways, follow the instructions below to print a Referring Provider. 
  1. Go to the Referring section. 
  2. Click on Show All.
  3. Select the Referring Provider (if multiple providers exist).
  4. Click Print.
  5. Select Current Referring, All Referring, or Label.
  6. Click on the Print button or Ok button to continue printing. 
Or 
  1. Go to the Referring section. 
  2. Click on the Print button.
  3. Select Current Referring, All Referring, or Label.
  4. Click on the Print button or Ok button to continue printing. 

Inactivate Referring Provider

Follow the instructions below to inactivate a Referring Provider. 
  1. Go to the Referring section. 
  2. Click on Show All.
  3. Select the Referring Provider (if multiple providers exist).
  4. Click the Make this referring provider inactive box.
  5. Click Save.

Find Inactive Referring Provider

Follow the instructions below to add a find an inactive Referring Providers. 
  1. Go to the Referring section. 
  2. Click on the Search Inactive Referrers box.
  3. Select Show All.
  4. Select the Referring Provider you would like to open.

Reactivate Referring Provider

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

  6. Click the Make this referring provider inactive box so there is no check present.
  7. 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 referring provider using the NPPES (National Plan and Provider Enumeration System) information: 

  1. Go the Referring section.
  2. Click on the NPI Registry button, or click on the New Referring button or click on the Show All button to search for all providers and click on the NPI Registry button once the provider 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 provider open you will be prompted to save the record you have open and open a new record or you can overwrite the existing provider information for the provider 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.