System Section 

The System section of the application provides the functionality to Login into the system, Update the application, update the Java VM, change your Password, create Dashboards, review the latest CollaborateMD News, receive pertinent practice Alerts, customize system Defaults and modify the look and feel of the application on your work station.

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 System section:
  • Login: Selecting this button will log you into the system.
  • Logout: Selecting this option will log out of the system. 
  • Advanced Options: Selecting this button will open the Advanced Options window.
  • About: Selecting this button will open the About CollaborateMD window and display links to our End User License Agreement, Customer Software Agreement and Business Associate Agreement. To request executed copies of these agreements use the steps found here
  • Switch Accounts: Selecting this button will allows an Admin and/or Authorized Rep to switch between customer accounts. (Reserved for Billing Services)
  • Change Password: Selecting this button will allow you to change your password.

Download CollaborateMD

Follow the instructions below to download CollaborateMD. 
  1. Visit http://www.collaboratemd.com/download
  2. Follow the installation instructions. 
  3. Once downloaded you may log in with your log in credentials. 
Note: If you have trouble downloading CollaborateMD please contact our Support Department for assistance.

Logging In

Follow the instructions below to login to CollaborateMD:

  1. Click on the CollaborateMD icon from your desktop or menu.
  2. Enter your CollaborateMD username and password.
  3. Click Log In.

Request to Reactivate Closed Main Account

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If your Main Account is closed and you wish to reactivate your account, please have the Owner/Authorized Rep log into CollaborateMD and follow the steps below:  
  1. Open your CollaborateMD application and attempt to login with your credentials.
  2. When the warning message is displayed, advising that the account is closed, click on the Reactivate Account link.
  3. When the first Reactivate Account window is displayed, enter following required info:
    • Owner First Name
    • Owner Last Name
    • Owner Phone Number
    • Owner Email Address
    • Business Address
  1. Once you have entered the required fields, click on the Next button.
  2. When the second Reactivate Account window is displayed, read the instructions and check the box confirming you understand and agree to adhere to the instructions.
  3. Click on the Previous button to return to the previous window or click on the Next button to proceed with the request.
  4. When the third Reactivate Account window is displayed, read the statement and check the box confirming you understand and agree with statement.
  5. Click on the Previous button to return to the previous window or click on the Next button to proceed with the request.
  6. When the fourth Reactivate Account window is displayed, click on the Customer Software Agreement and the Business Associate Agreement links to read the terms and conditions of the agreements.
  7. Once you have fully read and understand the Customer Software Agreement and the Business Associate Agreement, check the boxes confirming you understand and agree to the terms and conditions of the agreements.
  8. Click on the Submit button.

Important: Legal documentation must be provided in order for CollaborateMD to process your request.  If the required fields and/or confirmation check boxes are not completely filled out, CollaborateMD will be unable to process the request.

Change Password

Follow the instructions below to change your password: 
  1. Go to the System section.
  2. Click Change Password.
  3. Enter your current password.
  4. Enter your new password. Important: Your password must contain at least 1 uppercase letter, 1 lowercase letter, 2 numbers, and be at least 8 characters long. 
  5. When your done entering your password, select Change Password to save your changes.

Forgot My Password

Users that have configured their User Profile will be able to reset their password. Configuring your User Profile allows you to create a security question, response and/or email address. If you have yet to configure your User Profile please contact your account Administrator for assistance. CollaborateMD is unable to honor requests to reset users passwords. 

Follow the instructions below if you've forgotten your CollaborateMD password:
  1. Launch the CollaborateMD application. 
  2. Once the application is open, click on the Forgot your password? 
  3. When the Account Recovery window opens, enter your CollaborateMD username. Note: Your username is usually your first and last name with no spaces (ex. janedoe). If you don't remember your username please contact your account Administrator for assistance. 
  4. Click on the Continue button. 
  5. Select from one of the following:

Option 1: Reset via Email 
  1. Select the option to Reset my password via email
  2. You will be sent a one-time code that will allow you to reset your password, the code is only valid for 30 minutes. Note: Please allow the email a few minutes to arrive, and ensure that it was not sent to your spam folder. If you have any problems, please contact your Administrator to reset your password. 
  3. Once you've received the Verification Code click on the Log In button.
  4. Your password has been reset and you will automatically be logged in. 
  5. After login, you will be prompted to change your password.
Option 2: Reset via Security Questions
  1. Enter your response for each question in the fields provided. Note: The answers to the security questions must match exactly. ex. punctuation, spacing, and capitalization.
  2. Click on the Log In button. 
  3. Your password has been reset and you will automatically be logged in. 
  4. After login, you will be prompted to change your password.

Switch Accounts

The Switch Accounts button is used for Billing Services or users linked to multiple Customers (Groups) to switch between different customer accounts they have associated with their data base. Follow the instructions below to switch accounts: 

Note: If the Switch Accounts link is grayed out, it is recommended to partner with an Admin or Auth Rep on the account to review the Group Access granted. Users must have access to more than one group in order to use this link. 
  1. Go to the System section.
  2. Click Switch Accounts. Select Show All to see a list of all of your customers or select Advanced Search to filter your results by ID#, Practice Name, Provider etc. 
  3. Select the customer you would like to switch to.
  4. You will immediately be logged into that customer's account. 

Advanced Options

Update Program

Follow the instructions below to update the CollaborateMD application. 
  1. Go to the System section.
  2. Select Advanced Options.
  3. Under the General Options tab select Start Update Manager. This will launch the CollaborateMD Update Manager window. 
  4. Select Advanced Options to select which version of CollaborateMD you would like to upgrade or downgrade to then select Update.

General Options

Follow the instructions below to view your General Options:
  1. Go to the System section.
  2. Select Advanced Options.
    • Connection:
      • Run Diagnostics: Selecting this option will allow you to check your connection to the CollaborateMD server. This should normally be done by an IT specialist or recommended by a Client Services Representative. 
    • Local Cache:
      • Browse Local Files: Selecting this button will open a file manager that contains your local CollaborateMD files in memory.
      • Refresh Cache: Selecting this button will allow you to refresh your cache in memory.
      • Delete All Local Files: Selecting this button will allow you to delete local files stored on your computer.
    • Memory Usage: 
      • Attempt to free memory: Selecting this option will attempt to rid any unnecessary temporary files that may be slowing down your system.
      • Start Update Manager: Selecting this button will check for any available system updates.
  3. Once you're satisfied with your changes, click the Save button.

Appearance

Follow the instructions below to set your Appearance Options. 
  1. Go to the System section.
  2. Select Advanced Options.
  3. Click Appearance.
  4. Click on the Background Color node to change the background color of your CollaborateMD application from White to Dark Gray. Note: You must restart for changes to these settings to take effect.
  5. Check the Highlight the Messaging icon when you have unread messages to have the background color of the Messaging Icon change to yellow when you receive a new message.
  6. Check the Disable Animations check box to disable the graphical elements throughout the application. For example, the slide up/down of the menu bar at the time of log in or log out and also the "drawing" of the dashboards when first populated. When disabled, these effects are not used and the elements are displayed right away. It should be used only in the event that a user is experiencing slowness on their computer related to these effects or just does not wish to see them.  Important: Disabling this option will provide no additional performance benefit in any other area of the application.
  7. Mac Users Only: You will see an additional option to Use Alternative Printing for Mac. Check the box if you're experiencing enlarged print, which hinders the formatting of printed items from CollaborateMD. This option will correct this issue; however, when this option is selected you will be unable to change the page orientation or print specific pages. This option should only be used when experiencing this specific issue; otherwise, please use the standard print options. 
  8. Once you're satisfied with your changes, click the Save button.

Messaging Options

Follow the instructions below to set your Message Options:
  1. Go to the System section.
  2. Select Advanced Options.
  3. Click Messaging Options.
  4. Messaging Archiving should be turned On. Note: Turning the message archiving feature off or setting the number messages allowed greater than 4000 may cause a substantial performance degradation. 
  5. Enter the minimum number of messages allowed before the system auto-archives them. 
  6. Select the option to Never Archive Sent Messages if you don't want sent messages to be archived. 
  7. Once you're satisfied with your changes, click the Save Archive Options button.

    Dashboard

    CollaborateMD’s Dashboard is a business management tool designed to successfully identify Key Performance Indicators - also known as KPIs - that reflect critical success factors within your business. Various KPIs are expressed within a number of gadgets that are catered to displaying information in multiple intuitive and interactive formats. CollaborateMD offers a default dashboard for all users and a number of standard gadgets that you can add to your dashboard.

    Creating Dashboard

    Follow the instructions below to create a dashboard: 

    1. Go to the System section. 
    2. Click on the Login tab. 
    3. Select the Dashboard sub-tab. 
    4. Select New Dashboard.
    5. Choose your first Gadget by scrolling through the list of available gadgets, and clicking Select on the option you would like to use.
    6. Place the Gadget anywhere on the screen where you would like the information to display. Please note, if CollaborateMD cannot place the gadget in the desired area due to running off the page or overlapping with another gadget the box will show in red. Available placements show in blue.
    7. In the Title field, enter a dashboard name.
    8. To continue adding gadgets select the Add Gadget button and repeat steps 5-6 until you are satisfied with the gadgets on the dashboard.
    9. Click the Save button to save the dashboard without sharing with other users.
      1. Alternatively, you can click the Save drop-down and choose to Save & Share to select other users in your account to have access to this dashboard.

    Edit Dashboard

    Follow the instructions below to edit a dashboard:

    1. Go to the System section. 
    2. Click on the Login tab. 
    3. Select the Dashboard sub-tab. 
    4. Select the Currently showing drop down and choose a dashboard to open.
    5. Click Edit and begin making changes. 
    6. When you're satisfied with your changes, click the Save button to save the dashboard without sharing with other users.
      1. Alternatively, you can click the Save drop down and choose to Save & Share to select other users in your account to have access to this dashboard. 

    Delete Dashboard

    Follow the instructions below to delete a dashboard: 

    1. Go to the System section. 
    2. Click on the Login tab. 
    3. Select the Dashboard sub-tab. 
    4. Select the Currently showing drop down and choose the dashboard to delete.
    5. Once opened, select the Delete button.

    Sharing Dashboard

    Follow the instructions below to share a dashboard:

    1. Go to the System section. 
    2. Click on the Login tab. 
    3. Select the Dashboard sub-tab. 
    4. Select the Currently showing drop down and choose the dashboard you would like to share.
    5. Select the Share button.
    6. In the pop-up window, check the usernames with whom you’d like to share this dashboard.
    7. Click Share

    Default Dashboard

    Follow the instructions below to make a dashboard the default:

    1. Go to the System section. 
    2. Click on the Login tab. 
    3. Select the Dashboard sub-tab. 
    4. Select the Currently showing drop down
    5. Right-click on the dashboard you would like to make your default and select to Set as Default.
      1. Please note, your default dashboard will be indicated by a green checkmark.

    Layout Options

      Follow the instructions below to change your dashboard layout:

      1. Go to the System section. 
      2. Click on the Login tab. 
      3. Select the Dashboard sub-tab. 
      4. Select the Currently showing drop down and choose the dashboard you would like to change.
      5. Select Edit.
      6. Move the gadgets or add gadgets to the desired placement on the screen. Please note, if CollaborateMD cannot place the gadget in the desired area due to running off the page or overlapping with another gadget the box will show in red. Available placements show in blue.
        1. Optionally, multiple gadgets can be moved at once by using one of the following commands:
          1. Select an already placed gadget > Click the Ctrl button on the keyboard > select the next gadget > Continue until all gadgets are selected that should be moved together > drag to the desired area.
          2. Drag the mouse across the gadgets that should be moved together > Select the gadgets and drag to the desired area.
      7. When you're satisfied with your changes, click Save.
        1. Alternatively, you can click the Save drop down and choose to Save & Share to select other users in your account to have access to this dashboard. 

      Refresh Dashboard

      Follow the instructions below to refresh the information displayed on the dashboard:

      1. Go to the System section. 
      2. Click on the Login tab. 
      3. Select the Dashboard sub-tab. 
      4. Select Refresh.

      Print Dashboard

      Follow the instructions below to print all gadgets displayed on the dashboard:

      1. Go to the System section. 
      2. Click on the Login tab. 
      3. Select the Dashboard sub-tab. 
      4. Select the Currently showing drop down and choose the dashboard you would like to print.
      5. Select Print.
      6. When your printer window pops up, select the printer you would like to print to and select OK.

      NOTE: If there is a scroll option within any gadgets on the dashboard, only the visible information will be printed. 

      Gadget Functions

      Refresh

      Follow the instructions below to refresh a single gadget displayed on the dashboard:

      1. Go to the System section. 
      2. Click on the Login tab. 
      3. Select the Dashboard sub-tab. 
      4. Select the Currently showing drop down and choose the dashboard you would like.
      5. Click the Gadget Name.
      6. Select Refresh.  

      Filter Options

        Please note, not all gadgets have additional filter options. Selected filter options will be remembered between sessions and are user specific to allow all users to display their dashboards according to the results they need to see. In order to see filter options for all available gadgets, please review the Dashboard Gadget User Guide.  

        Follow the instructions below to change the filter options on a single gadget displayed on the dashboard:

        1. Go to the System section. 
        2. Click on the Login tab. 
        3. Select the Dashboard sub-tab. 
        4. Select the Currently showing drop down and choose the dashboard you would like.
        5. Click the Gadget Name. For example, Claim Rejections – Last 7 Days.
        6. Select the filter option you would like to use. This may include, changing the date range, or type of information that is showing. Please note, once selected the gadget results will refresh immediately. 

        Pop-Out

        Follow the instructions below to pop-out a single gadget displayed on the dashboard:

        1. Go to the System section. 
        2. Click on the Login tab. 
        3. Select the Dashboard sub-tab. 
        4. Select the Currently showing drop down and choose the dashboard you would like.
        5. Click the Gadget Name.
        6. Select Pop-out. The gadget will now display as a separate screen with all interactive capabilities and will remain popped-out even when moving to other areas of the application.

        Copy to Clipboard

        Follow the instructions below to copy a single gadget displayed on the dashboard:

        1. Go to the System section. 
        2. Click on the Login tab. 
        3. Select the Dashboard sub-tab. 
        4. Select the Currently showing drop down and choose the dashboard you would like.
        5. Click the Gadget Name.
        6. Select Copy to Clipboard.

        Drill-Through Options

        Please note, not all gadgets contain drill-through functions. Drill-through options are based on the information included in the gadget and the filter options selected. To see detailed information on all available gadgets, please review the Dashboard User Guide

        View Day/Week Specific Information: 

        Hover over any result point in order to view specific results for that day or week.

        Go to Report: 

        Right-click over a result point and select the report name to view the specific results within the Reports section. Please note, results within the report will only be displayed for the point selected, not the entire gadget.

        Go to Control: 

        Right-click over a result point and select the Control area name to view the specific results within the Control section. Please note, results within the Control section are only displayed for the customer you are currently logged into. If necessary, use the Switch Accounts link to log into the appropriate customer prior to using this option.

         

        Drill-Down Capabilities

        When results are displayed in a weekly view, or contain results for multiple customers, you can drill down further by selecting the result bar or point (line graph) to see results per customer, or per day within a week.


        CollaborateMD Blog

        The CollaborateMD Blog is the best way to stay up to date on everything CollaborateMD has to offer. Keep up with the latest in product information, industry news, special offers, and exclusive webinars that can keep you on the cutting edge. Blog subscribers also get a first look at new releases before they are made available. Subscribe today and stay informed.

        Follow the instructions below to view the CollaborateMD Blog:
        1. Go to the System section. 
        2. Click on the Login tab. 
        3. Select the CollaborateMD Blog sub-tab. You can search for blogs using the Search field or search for blogs by Category. You can also view archived blog posts.

        Company News

        For companies small and large, providing up to date internal news to staff is important to maintain effective communication. Company News allows Admins, Authorized Reps, and delegated users to post news bulletins for your staff to read.

        Create News Post

        Follow the instructions below to create a news post:
        1. Go to the System section. 
        2. Click on the Login tab. 
        3. Click the News sub-tab.
        4. Select Create News Post.
        5. Enter a Title then in the body of the news compose your communication. 
          • You can format your message using any of the options below:
            • Bold
            • Italicize
            • Underline
            • Change Font
            • Change Font Size
            • Change Font Color
            • Add Hyperlink
        6. Once you are satisfied with your message click Next.

        1. Select the customer(s) or user(s) you wish to share the news post with.
        2. Select Next to preview the news post. 
        3. Select Back to go back and make changes or select Next to continue. 
        4. When you're satisfied click Post.

        Search for News

        Follow the instructions below to search for news:  
        1. Go to the System section. 
        2. Click on the Login tab. 
        3. Click the News sub-tab.
        4. In the Search field enter a keyword or title for the post you are searching for.

        Mark News as Read

        Follow the instructions below to mark news as read: 
        1. Go to the System section. 
        2. Click on the Login tab. 
        3. Click the News sub-tab.
        4. Search for the news post you would like to mark as read. Once found check the boxed titled "I have read this news".

        Edit Post

        Follow the instructions below to edit a news post: 
        1. Go to the System section. 
        2. Click on the Login tab. 
        3. Click the News sub-tab.
        4. Search for the news post you would like to edit.
        5. Select Edit. When the Edit News Post window opens make your changes. 
        6. Click on the Next button.
        7. Select the customer(s) or user(s) you wish to share the news post with.
        8. Select Next to preview the news post. 
        9. Select Back to go back and make changes or select Next to continue. 
        10. When you're satisfied click Post.

        Delete Post

        Follow the instructions below to delete a news post: 
        1. Go to the System section. 
        2. Click on the Login tab. 
        3. Click the News sub-tab.
        4. Find the message you would like to delete and then click the Delete button. 
        5. When prompted, select Delete to permanently delete the news item for all users. 

        Track Views

        Follow the instructions below to track a news post: 
        1. Go to the System section. 
        2. Click on the Login tab. 
        3. Click the News sub-tab.
        4. Find the message you would like to track the views for. 
        5. Click on the Track Views button. 
        6. When the Track Views window open you be able to view the users that read the message, the date read, and if the user has logged in since reading the post.