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.

Login

Defaults

User Profile

Patient Export


Button Overview

Below you will find a description of the buttons located within the System section:
  • Retrieve Profile: Selecting this option will retrieve your user profile.

The user profile allows you to take pro-active measures to manage your personal settings. Changes to your profile can be made at any time.

Limitations

  • You cannot make changes to your username. In the event you get married or your name is spelled incorrectly please request for your Administrator to add you as a new user with your preferred username.  
  • CollaborateMD does not have access to your password or security questions. This information remains private.

Configure Profile

Follow the instructions below to configure your user profile: 
  1. Go to the System section. 
  2. Select the User Profile tab.
  3. Click Retrieve Profile.
  4. Begin filling out your user profile: 
    • Last: Enter your last name
    • First: Enter your first name
    • MI: Enter your middle initial
    • Title: Enter your office title
    • Username: Your username is already populated
    • Contact Information: 
      • Phone 1: Enter your primary phone number and extension
      • Phone 2: Enter your secondary phone number and extension
      • Email: Enter your email address

Security

The Security tab will allow users to configure their security questions, responses, and Call-in Pin.

Follow the steps below to configure your security settings:
  1. Go to the System section
  2. Select the User Profile tab
  3. Click the Retrieve button
  4. Select the Security tab
  5. Begin filling out your Security Questions and Responses. This is used to reset your password via the CollaborateMD Portal or using the Forgot My Password link. 
  6. Enter a 4-digit Call-in PIN. This is an identification number that all users supply to the Client Services Specialist in order to validate their identity and customer account. This security feature has been implemented to protect all ePHI (electronic patient health information). This is also required when requesting certain changes to be made to your account. 
  7. When you are done, click Save

Communication Preference

The Communication Preferences tab will allow users to configure the type of notifications they wish to receive from CollaborateMD and how they wish to receive them. Please reference the Communication Preferences FAQs to see some common questions.


Follow the instructions below to configure your communication preferences:


  1. Go to the System section

  2. Select the User Profile tab

  3. Click the Retrieve button

  4. Select the Communication Preferences tab

  5. Select your communication options:

    • Allow CollaborateMD to send text messages (based on the settings below): Check this box if you wish to receive communications via Text Messages

    • Using cell phone: Enter the cell phone number to which you wish to receive text notifications

    • Time/Time Zone: Select the delivery time you wish the notifications to be sent to you via text message. Please Note: The set time zone will be Eastern Standard Time, however, CollaborateMD will automatically convert the time zone based on the user’s location.

  6. When you are done, click Save.

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  • Only 1 communication method can be selected per communication type.

  • Some communication types are only available based on the User Type. (For example, an Auth Rep can see notifications types for Price Plan Changes, where a User cannot).

  • Some communication types are Permission based.


Please reference the Communication Types Reference Guide below for more information.



Communication Types Reference Guide

Below you will find a list of the Communication Types, which User Types can receive these communications, the Defaulted Selections, how these notifications can be sent to CollaborateMD users and your patients (Email, Text, or CMD Messaging), and which notifications can be disabled (set to None).


Communication Type

User Type

Defaulted Selection

Email

Text

Phone

CMD Messaging

None


USER COMMUNICATIONS

Password Change

All

CMD Messaging

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Security Questions Updated

All

CMD Messaging

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User Locked

All

N/A

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Price Plan Change

Auth Rep

CMD Messaging

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Add On Services Enabled

Auth Rep

CMD Messaging

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Setup Services Requested

Auth Rep

CMD Messaging

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New Provider Added

Auth Rep

CMD Messaging

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New Customer Created

Auth Rep

CMD Messaging

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New Auth Rep Added

Auth Rep

CMD Messaging

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Account Information Updated

Auth Rep

CMD Messaging

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New Invoice Created

Available for any user with Bill Payment permissions

Email

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Account Set as Overdue

Available for any user with Bill Payment permissions

Email

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Account Set to Suspended

Available for any user with Bill Payment permissions

Email

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Payment Confirmation

Available for any user with Bill Payment permissions

Email

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Payment Failure

Available for any user with Bill Payment permissions

Email

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Payer Agreement Approvals

Available for Auth Reps or Admins with Payer Agreement permissions

CMD Messaging:


For Admins & Auth Reps Only

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Payer Agreement Denials

Available for Auth Reps for Admins with Payer Agreement permissions

CMD Messaging:


For Admins & Auth Reps Only

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COLLABORATEMD COMMUNICATIONS

Maintenance Notifications

All

CMD Messaging

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System Issues

All

CMD Messaging

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RelayHealth Notifies

All

N/A

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Pricing Changes

Auth Rep

CMD Messaging

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Other Announcements

All

CMD Messaging

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