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 workstation.

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.

Login

Defaults

User Profile

Patient Export


Button Overview

Below you will find a description of the buttons located within the System section:
  • Retrieve Defaults: Selecting this option will retrieve your system default options.


The Defaults tab is where you will go to configure your individual preferences for your CollaborateMD account, meaning that these defaults are only applicable to your username and customer account. By default a majority of the defaults are already chosen but you can change them at any time. 

Follow the instructions below to enable defaults:

  1. Go to the System section. 
  2. Click on the Defaults tab. 
  3. Click on the Retrieve Defaults button.
  4. Make the necessary changes and then click on the Save button when you're done. 

System Wide

Field Name

Description

Select items in browser window after

If marked this will determine how an option in a browser window, i.e. when you are searching for a patient – either with one click or with a double click.

Show ICD Codes on Activity

This selection will display the patients ICD codes on the Activity report.  

Show DME Fields

This selection will show the DME fields on the claim. The DME fields are used for reporting purposes and will not be sent on the claim. The fields include the Sales Rep as well as the initial delivery date.

Include Tax ID on patient receipts

If marked this option will print the providers Tax Id# on the header of receipts. Note: If the provider bills with their SSN# we recommend disabling this feature.


Claim Section

Field Name

Description

Don’t show Accepted claims for real time claim submission

If marked, the pop-up alerting that claims have been accepted through real time claim submission will no longer appear.

Show Chiropractor button

If marked, a “Chiro” column will be available under the Charges tab. When selected you will be able to add information related to Chiropractic services.

Show inventory

If marked, an additional column will be available under the Charges tab. Please see the Inventory Help Page for more information on how to use inventory codes.

Warn if services have already been billed

If marked, prior to submitting the claim you will be prompted that the services listed on the claim have been billed already. Click here for screen shot.

Automatically use CPT codes from patient defaults

If marked, you can add a default CPT code to a patient record and it will be automatically added to any claims created for that patient. This is especially useful if you have a patient who comes in on a regular basis for the same procedure. Although marked, you can still delete the code(s) from the patient records or edit the CPT on individual claims. Note: This feature does not automatically bill the claim.

Automatically use ICD codes from patient defaults

If marked, you can add a default ICD code to a patient record and it will be automatically added to any claims created for that patient. This is especially useful if you have a patient who comes in on a regular basis for the same procedure. Although marked, you can still delete the code(s) from the patient records or edit the ICD on individual claims. Note: This feature does not automatically bill the claim.

Update patient CPT/ICD defaults on save

If marked, new CPT/ICD codes that are used on each new visit will update the default CPT/ICD codes listed on the patient records. Note: This feature does not automatically update previously created claims.

Copy Authorization# to new claims

If marked, any authorization number entered in the Patients section will be carried over to new claims for that patient automatically. Note: This will populate the Auth# within the Insurance tab of the claim. You can always delete or edit the authorization number on individual claims.

Confirm when manually copying an authorization #

If marked, when selecting to use a Patient’s Authorization on the claim, a pop-up will appear and prompt you to Copy Authorization before adding the number to the claim. If you select “Don’t show this warning again” on the pop-up message, this option will be de-selected.

Patients are Homebound by default

 If marked, the Homebound option under Additional Info > General will be defaulted to “Yes”.

Similar illness date (box 15) defaults to the same as the onset date (box 14)

This option will automatically default box 15 to match that of box 14 under the Additional Info > General.

Auto-populate copay amount on institutional claims

If marked, the Copay amount entered within the Patient section > Insurance tab will automatically display the Copay Due within the Charges tab.

Prompt to copy principle code to admission code on Institutional claims

If marked, when creating Institutional claims users will always be asked if they wish to set the “Admission Code with the same value as the Principle Code”. If you no longer want to see this prompt uncheck this box.

Show gestational age

If marked, the gestational age will appear next to the populated Last Menstrual Period field in the Claim section.

Exclude debit amounts from amount and balance in claim search

If marked, debits added to the patient’s account/date of service will not be included when searching for claims in the Claim section.


Payment Section

Field Name

Description

Keep received/check date between insurance payments.

If marked, when posting payments within the Payment section, the Received/Check Date will NOT reset to today's date between insurance payments.

Keep received/check date between patient payments.

 If marked, when posting payments within the Payment section, the Received/Check Date will NOT reset to today's date between insurance payments.

Warn if an insurance check has already been entered

If marked, when posting payments within the Payment section, a pop-up will appear if an insurance check has already been posted/saved.


Referring Section

Field Name

Description

Show marketer field

If marked, the Marketer field will appear under ID Numbers. This field is used in conjunction with the Marketing Statistics report located in the Report section of the application. This report displays codes that were billed, total units and charges for the Referring provider selected on the claim.


Codes Section

Field Name

Description

Show department field

If marked, a field will be added under the Billing & Procedure tab titled “Department”. You can manually enter the department that performs the procedure.

Sort ICD browser by Code or Description

When searching for ICD codes select whether you want them to be displayed by code or description.

Sort CPT browser by Code or Description

When searching for CPT codes select whether you want them to be displayed by by code or description.


Login Screen

Field Name

Description

Default Tab

Select which tab you would like to automatically be taken to when you first log into the application.


Printing

Field Name

Description

CMS-1500 Margins

The margins in this field are applicable to Professional claims.

 

  • Left margin: The number in this field indicates the horizontal spacing that will be used when you print out HCFA forms. If the print needs to move to the right, increase the number in this field (this will add spaces to the beginning of the line). If the print needs to move to the left, decrease this number (this will delete spaces from the beginning of the line).

 

  • Top margin: The number here indicates the vertical spacing used when printing HCFA forms. If the print needs to be moved up, decrease the number (this will delete space from the top of the print). If the print needs to be moved down, increase the number (this will add space to the top of the page).

Note: You may test out the form by printing out a paper claim in the Claimsection by selecting "Print Copy".

CMS-1450 Margins

The margins in this field are applicable to Institutional claims.

 

  • Left margin: The number in this field indicates the horizontal spacing that will be used when you print out HCFA forms. If the print needs to move to the right, increase the number in this field (this will add spaces to the beginning of the line). If the print needs to move to the left, decrease this number (this will delete spaces from the beginning of the line).

 

  • Top margin: The number here indicates the vertical spacing used when printing HCFA forms. If the print needs to be moved up, decrease the number (this will delete space from the top of the print). If the print needs to be moved down, increase the number (this will add space to the top of the page).

Note: You may test out the form by printing out a paper claim in the Claim section by selecting "Print Copy".

Default printer for labels

Select your default printer for your patient labels.

Default printer for claims

Select your default printer for your claims.

Default printer for text superbills

Select your default printer for your text superbills.


Patient Section

Field Name

Description

Show alert for patients older than 65

If marked, when you open a patients record that is over the age of 65 you will be prompted. This age is determined on the date of birth entered in the Patient section.

Show option to copy facility address to patient address

If marked, when you open a patients record you will have the option to copy the facility address to the patients address. This can be used for practices that work directly with nursing homes and other residential treatment facilities.

Show reference# field

If marked, a field will be added to the top of the Patients screen called the "Reference#". You can use this field to manually enter a patient's old account number, chart number, etc.

Show whether patient is regular, master or dependent

If marked, this will display a field in the Patients screen that shows the patient's account type. This feature is used in conjunction with linking accounts. "MAS" This indicates that this patient is the master account. "DEP" indicates that this patient is a dependent account, and "REG" indicates the patient is a regular account. REG is the default account type for all patients. Please see the Insurance tab under the Patient Help Page for more information on how to link accounts.

Show prefix field

If marked, this will allow you to associate a prefix for the patient. Prefixes can be used to designate a type of insurance (i.e. WORK for workman's compensation). Prefixes are visible as a column when searching for patients (i.e. when choosing a patient for adding a claim).

Show box 11b default

If required by the payer, select this option to enable the Patient Claim Default for box 11b, "Other Claim ID" of the 02-12 claim form. 

Check for duplicates when saving a new patient

If marked, the system will alert users when creating a new patient with the same SSN or Last Name, First Name, and Date of Birth as a patient already entered into the system. By default, this warning will be enabled for all users but can be disabled via the User Defaults area.

Default provider

Select a provider to default on each new patient record. This is especially helpful if you have one provider that sees a majority of your patients. Please note you are able to change the default provider in each individual patient account at any time.

Default state

Enter a default state. This will be applicable for new patients. Please note you are able to change the default state in each individual patients account at any time.

Default details view

Select the default view you want to see when in a patient’s record under the Additional Info tab.  

If balance is non-zero<> inactivation

When a user attempts to inactive a patient's account that has a non-zero balance, choose if you want to allow, confirm before allowing or alert and disallow inactivation.


Reports

Field Name

Description

Close reports when switching accounts

If marked, users can specify whether or not they want any open report tabs in the CBI Report Viewer to be closed automatically when switching accounts. When not selected the report will remain open.

Provider Section

Field Name

Description

Allow default revenue codes for providers

If marked, a Claim Defaults area will appear within the Provider section allowing users to default a Revenue Code for a provider.

Payment Processing

Field Name

Description

Merchant Account

Click on this drop down menu to select a default merchant account. In the event a user has multiple merchant accounts (multiple locations / tax IDs), a default merchant account to post payments under can be selected. This feature is used in conjunction with the Integrated Payment Processing (IPP). 

Note
: This feature must be enabled in order to see this option