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Dashboard Gadget User Guide


Key Term Descriptions

Below you will find a description of the key terms located within the document, including links to the step-by-step instructions:
  • Filters Allows users to parse the information displayed in a different way. Click here to see how. 
  • Drill Down: Allows users to gain insight into metrics per day within a week, or per customer. Click here to see how. 
  • Drill Through: Allows users with access to go directly to other areas of the application to see specific data shown on the dashboard. Click here to see how. 

A/R Aging

Best used to: Quickly find your aging A/R and understand who is responsible for it.

Designed for: Collections

Filters: Date of Service or Entered Date

Drill Down: N/A

Details: As your outstanding charges increase in age, the ability to locate and collect on balances becomes critically important. Similar to the A/R Aging Summary report, the A/R Aging gadget will summarize who is responsible for outstanding charges at various age ranges and provides the total amount that is outstanding at any given time.

Drill Through: N/A

Limitations:

  • Does not include charges set to the status of Deleted or Incomplete.
  • Does not include charges set to the status of Paid.

https://sites.google.com/a/collaboratemd.com/training/library/Reference-Guides/dashboard-gadget-user-guide

Charges & Debits

Best used toTrack daily and weekly trends in the amount of charges and debits entered into CollaborateMD.

Designed for: Administrators

FiltersDate of Service or Entered Date; Last 7 Days, Last 30 Days, Last 90 Days; Charges and Debits, Only Charges, Only Debits

Drill DownIncludes ability to drill down by a specific date when viewing results within the Last 90 Days.

Details: One of the key indicators for determining your office’s billing volume is the amount of charges and debits being created over time. The Charges & Debits gadget, much like a summarized version of the Daily/Monthly report, will provide an overview of charges and debits flowing through CollaborateMD on a daily and weekly basis, allowing your office to ensure a consistent and increasing volume.

Drill ThroughThis report includes a direct connection to the Daily/Monthly Charges and Debits report.

Limitations: N/A

https://sites.google.com/a/collaboratemd.com/training/library/Reference-Guides/dashboard-gadget-user-guide

Charges Not Billed

Best used toTrack outstanding charges that are waiting to be billed to insurance.

Designed forBillers

FiltersN/A

Drill DownIncludes ability to drill down unbilled charges per customer, if multiple exist.

DetailsEnsuring maximum collection potential means constantly being on top of charges still waiting to be billed to insurance. The Charges Not Billed gadget identifies all idle charges that have yet to be billed or (re-billed) to insurance, allowing your business’ revenue cycle to remain healthy.

Drill ThroughThis report includes a direct connection to Claim Control.

Limitations:

  • Does not included charges set to the statuses of Deleted or User Print and Mail to Insurance.
  • Does not include any post-billing status, such as Charge at Insurance, Rejected at Clearinghouse.
  • For charges that fall within the Send to Insurance via Clearinghouse status, only charges that were set to this status before the current day will be included. When drilling through to the Claim Control from this gadget, all charges currently in the Send to Insurance via Clearinghouse status will appear.  
  • When drilling through to Claim Control from this gadget, keep in mind that Claim Control totals charge amounts, whereas this gadget totals charge balances.

https://sites.google.com/a/collaboratemd.com/training/library/Reference-Guides/dashboard-gadget-user-guide

Claim Rejections

Best used toStay on top of recent claim rejections from the Clearinghouse.

Designed forBillers

FiltersYesterday, Last 7 Days; Rejected – All, Rejected – Not Fixed

Drill DownIncludes ability to drill down rejections on a specific date and per customer, if multiple exist.

DetailsCollaborateMD takes pride in its industry-leading first pass acceptance rate, but some claims may slip through the cracks on that first submission to the Clearinghouse. The Claim Rejections gadget provides a direct window into your most frequent recent rejections and allows billers to hone-in on the rejections that are still waiting to be fixed. Using this gadget in conjunction with Claim Tracking will ensure no rejection ever gets overlooked.

Drill ThroughThis report includes a direct connection to Claim Tracking.

Limitations

  • Only reports clearinghouse rejections. Does NOT include payer rejections. 

https://sites.google.com/a/collaboratemd.com/training/library/Reference-Guides/dashboard-gadget-user-guide

Claims Billed

Best used toTrack trends and consistency in the amount and number of claims billed over a period of time.

Designed for: Administrators

FiltersLast 7 Days, Last 30 Days, Last 90 Days, Last 12 Months

Drill DownIncludes ability to drill down by a specific date when viewing results for the Last 90 Days or Last 12 Months.

DetailsHow does your current billing volume compare to where your business was a year ago? A month ago? The Claims Billed gadget monitors claim volume and billing consistency on a daily, weekly, and monthly basis, allowing administrators to understand and deal with potential enterprise-level volume problems further downstream in the billing cycle.

Drill ThroughThis report includes direct connections to the Claims Billed Report and Claim Tracking.

Limitations

  • Does not include claims billed within a processing mode of TEST. 

https://sites.google.com/a/collaboratemd.com/training/library/Reference-Guides/dashboard-gadget-user-guide

Claims Entered

Best used toUnderstand how much was billed and paid on average over the last 12 months.

Designed for: Administrators

Static FiltersDisplays results for claims entered within the last 12 months.

Drill DownIncludes ability to drill down claims entered within a specific month.

DetailsHow does today’s average claim compare to a year ago? Is your claim amount to payment ratio increasing? These business critical questions can be explored through the Claims Entered gadget, which shows average claim/payment ratios compared with claim volume over the last 12 months. 

Drill ThroughThis report has a direct connection to the Claims Entered Report.

Limitations

  • Does not include Deleted or Incomplete claims. 

https://sites.google.com/a/collaboratemd.com/training/library/Reference-Guides/dashboard-gadget-user-guide

Insurance Payments & Adjustments

Best used toUnderstand how insurance payments and adjustments compare to one another on a daily and weekly basis.

Designed for: Administrators

FiltersReceived or Entered Date; Last 7 Days, Last 30 Days, Last 90 Days

Drill DownIncludes ability to drill down by a specific date when viewing results within the Last 90 Days.

DetailsUnderstanding the trends and ratio between your insurance payments and adjustments is crucial when gauging how effectively your office is billing. The Insurance Payments & Adjustments gadget provides an overview of how much is being paid versus adjusted on a daily and weekly basis, allowing for easy assessment of your current billing goals and strategic insight behind the planning of new goals.

Drill ThroughThis report includes a direct connection to the Daily/Monthly Insurance Payments/Adjustments report.

Limitations

  • Results only include payments that have been posted/saved. Unapplied ERAs are not included in this report. 

https://sites.google.com/a/collaboratemd.com/training/library/Reference-Guides/dashboard-gadget-user-guide

Interface Errors

Best used toMonitor and resolve interface errors as they happen in real-time.

Designed forFront Office

FiltersYesterday, Last 7 Days

Drill DownIncludes ability to drill down interface errors by a specific date, and customers, if multiple exist.

DetailsAn optimized workflow between your favorite EHR and CollaborateMD relies on fast and efficient resolution of errors that may occur. A backlog of unfixed interface errors can have a serious impact on the life cycle of claims, which is why the Interface Errors gadget keeps you informed in real-time of errors that have come across.

Drill ThroughThis report includes a direct connection to Interface Tracking.

Limitations

  • Only applicable for accounts that have an active interface which sends messages to CollaborateMD

https://sites.google.com/a/collaboratemd.com/training/library/Reference-Guides/dashboard-gadget-user-guide

Patient Payments & Adjustments

Best used toUnderstand how patient payments and adjustments compare to one another on a daily and weekly basis.

Designed for: Administrators

FiltersReceived or Entered Date; Last 7 Days, Last 30 Days, Last 90 Days

Drill DownIncludes ability to drill down by a specific date when viewing results within the Last 90 Days.

DetailsCollecting patient balances is an art form in its own right, especially when it comes to ensuring that your office is collecting more than is being written off or adjusted in other ways. By using the Patient Payments & Adjustments gadget, your office can easily see what has been collected from patients on a daily and weekly basis compared with how much has been adjusted or written off. Used with the Daily/Monthly report of the same name, this gadget can be your main tool for managing trends in your patient collection consistency.

Drill ThroughThis report includes a direct connection to the Daily/Monthly Patient Payments/Adjustments report.

Limitations

  • Results only include payments that have been posted/saved.

https://sites.google.com/a/collaboratemd.com/training/library/Reference-Guides/dashboard-gadget-user-guide

Patient Statements

Best used toTrack trends and consistency in the amount and number of patient statements sent over a period of time.

Designed for: Administrators

FiltersLast 7 Days, Last 90 Days, Last 12 Months

Drill DownIncludes ability to drill down by a specific date when reviewing result within the Last 90 Days and the Last 12 Months.

DetailsWhen it comes to collecting on patient balances, steady and persistent statement billing is key. The Patient Statements gadget allows easy tracking of statements billed on a daily, weekly, and monthly basis, resulting in quick analysis of statement trends and effective planning for where your statement volume will be in the near future.

Drill ThroughThis report includes a direct link to the Statements Printed in a Date Range report.

Limitations

  • This report includes Automated, Plain Text User Print, and Enhanced User Print statements.
  • Results will not necessary match information displayed in Statement Tracking, as Plain Text User Print statements are not reflected in Statement Tracking results. 

https://sites.google.com/a/collaboratemd.com/training/library/Reference-Guides/dashboard-gadget-user-guide

Patients Added

Best used toTrack daily and weekly trends in the number of patients entered into CollaborateMD.

Designed for: Administrators

FiltersLast 7 Days, Last 30 Days, Last 90 Days

Drill DownIncludes ability to drill down the number of patients added within a week when viewing results within the Last 90 Days.

DetailsNew patients are essential to the growth and prosperity of a practice. Is your frequency of new patient visits trending upward or downward? The Patients Added gadget will help to track these trends and provide daily and weekly summaries of patients added into CollaborateMD.

Drill ThroughThis report includes a direct connection to the Patient Listing report.

Limitations

  • Does not include patients marked as inactive. 

https://sites.google.com/a/collaboratemd.com/training/library/Reference-Guides/dashboard-gadget-user-guide

Payer Mix

Best used toUnderstand what types of payers are having the largest impact on your business.

Designed for: Administrators

FiltersLast 7 Days, Last 30 Days, Last 90 Days

Drill Down: N/A

DetailsDepending on its specialty, your practice may depend on certain payers more than others and, often times, variations in payer types means variations in expectations. These expectations can be strategically managed by utilizing the Payer Mix gadget, which shows the top payer types that claims have been created for recently, allowing your office to properly position expectations for when those claims are adjudicated.

Drill ThroughThis report includes a direct connection to the Daily/Monthly Charges and Debits report.

Limitations:

  • Only considers the primary payer on charges. 

https://sites.google.com/a/collaboratemd.com/training/library/Reference-Guides/dashboard-gadget-user-guide

Payments Received

Best used toTrack daily and weekly trends in the amount of payments received from patients and insurance.

Designed for: Administrators

FiltersReceived or Entered Date; Last 7 Days, Last 30 Days, Last 90 Days; All payments, Only insurance payments, Only patient payments

Drill DownIncludes ability to drill down by a specific date when viewing payments received in the Last 90 Days.

DetailsThe Payments Received gadget provides the ultimate overview of payments received from both patients and insurance. This gadget provides full visibility into your business’ gross revenue on a daily and weekly basis, allowing for analysis of trends and projection of future revenue.

Drill ThroughThis report includes direct connections to the Daily Deposit Report, Daily/Monthly Insurance Payments/Adjustments report, and the Daily/Monthly Patient Payments/Adjustments report and the Payment Tracking area of the Control section.

Limitations

  • Only shows payments that have been posted/saved. If ERAs are unapplied, these payments are not included in this gadget or the corresponding reports. 

https://sites.google.com/a/collaboratemd.com/training/library/Reference-Guides/dashboard-gadget-user-guide

Payment Plan Balances

Best used toMonitor overdue and upcoming balances due on patient payment plans.

Designed for: Collections

FiltersBy Age, By Week, By Month

Drill Down: N/A

DetailsIs your office staying vigilant when it comes to collecting balances on patient payment plans? Maximize your planned patient payments by utilizing the Payment Plan Balances gadget, which provides an overview of overdue and upcoming payment plan balances that should be collected.

Drill Through: This report includes a direct connection to the Payment Plan Balances report.

Limitations

  • Only considers active payment plan balances.

https://sites.google.com/a/collaboratemd.com/training/library/Reference-Guides/dashboard-gadget-user-guide

Procedure Frequency

Best used toUnderstand which procedures are bringing the largest return on investment.

Designed for: Administrators

FiltersLast 30 Days, Last 90 Days, Last 12 Months; By Charge Amount, Charge Count, or % Paid

Drill Down: N/A

DetailsDetermining an office’s return on investment for procedures performed is crucial to the success and stability of a practice. Which procedures are getting paid the most? Which are being performed more frequently? The Procedure Frequency gadget provides insight into your office's most frequent procedures and how much is actually being paid on them. 

Drill ThroughThis report includes a direct connection to the Procedures Done in a Date Range report.

Limitations

  • When viewing results for Charge Amount and Charge Count deleted charges are not included.
  • When viewing results for the Percentage Paid, only posted/saved payments are included in the results. Unapplied ERAs are not included in this report. 

https://sites.google.com/a/collaboratemd.com/training/library/Reference-Guides/dashboard-gadget-user-guide

Refunds & Reversals

Best used toTrack how refunds and reversals are impacting your net revenue on a daily and weekly basis.

Designed for: Administrators

FiltersReceived or Entered Date; Last 7 Days, Last 30 Days, Last 90 Days; View Options: Refunds & Reversals, Only Refunds, Only Reversals

Drill DownIncludes ability to drill down to amount within a specific date when viewing results for the Last 90 Days.

DetailsIf not closely monitored and accounted for, refunds and reversals can have a serious impact on your business’ net revenue, especially if gone unnoticed. The Refunds & Reversals gadget helps to keep you fully aware of all recent negative impacts to your revenue, preventing any surprises while closing your books.

Drill ThroughThis report includes a direct connection to the Refund/Reversal report.

Limitations

  •  Only includes refunds and reversals that have been posted/saved. Unapplied ERAs that include refunds/reversals are not reflected in this report. 

https://sites.google.com/a/collaboratemd.com/training/library/Reference-Guides/dashboard-gadget-user-guide

Scheduled Appointments

Best used toSee a weekly overview of upcoming appointments, broken down by status.

Designed forFront Office

FiltersThis & Next Week, Next 30 Days, This Month

Drill DownRegardless of the filter selection, users can always drill down into a specific week to see the day by day breakdown of the scheduled appointments.

DetailsIs your office scheduling more follow-ups than initial encounters? Have you hit your maximum capacity of appointments over the next couple of weeks? These questions are answered by utilizing the Scheduled Appointments gadget, which shows you a breakdown of appointments over the next few weeks by status, allowing your office to plan its schedule effectively and strategically.

Drill ThroughThis report includes a direct connection to the Scheduler section.

Limitations

  • Does not include inactive appointment statuses.
  • Does not include the appointment status of Deleted.
  • This report does not include the option to hover over the date to see specifically how many appointments have been scheduled or confirmed.  

https://sites.google.com/a/collaboratemd.com/training/library/Reference-Guides/dashboard-gadget-user-guide

To-Do List

Best used toStay on top of urgent action items that are relevant to your role in CollaborateMD.

Designed forBillers & Posters

FiltersNew Account, Established

Drill Down: N/A

DetailsManaging urgent actions items by jumping from section to section can be time-consuming and distracting. The To-Do List gadget will help to keep even the busiest billers and posters on track by providing a real-time, summarized list of action items, catered to your role in CollaborateMD.

Drill Through

New Account Items:


Item

Drill-Through

Payment Profile Created

Payment Profile sub-tab

Providers Added

Provider section

Referring Added

Referring section

Facility Added

Facility section

Payers Added

Payer section

Agreements Completed

Agreements tab

Codes Added (CPT + ICD)

Codes section

Patients Added

Patient section

Scheduler Configured

Scheduler section

Claims Submitted

Claim Tracking

Included Features Configured

Services sub-tab

ERA Posted

Electronic Remittance Advice sub-tab

Users Added

Customers tab

EHR Interface Enabled

Interfaces tab

Established Account Items:

Item

Drill-Through

Unapplied ERAs

Electronic Remittance Advice sub-tab

Unresolved Claim Rejections

Claim Tracking

Unresolved Interface Errors

Interface Tracking

Claims Denied at Insurance

Claim Control

Rejected at Clearinghouse

Claim Control

Agreement Denials

Lookup tab within the Agreements tab

Claims Waiting for Review

Claim Control

Claims needing to be Printing

Batch Printing

Statement Errors

Statement Tracking

Claim Follow Ups Today

Claim Follow Up

Overdue Invoices

Payments sub-tab

Open Charges set to Paid

Open Charges Set to Paid CBI report

Limitations

  • If one user in the office changes this gadget to the Established account items when running for a single customer, it will automatically update for every other user. The same logic applies for changing a gadget back to reflect New Account Items
  • If run across multiple customers, this gadget will always show the Established account items. The New Account Items filter type is un-selectable.
  •  If viewing the New Account Items for a customer you are not currently logged in to, the links will be disabled. We currently do not support switching customer accounts using this gadget. 
  • The following items on the established account view only look in the last 30 days:
    • Unapplied ERAs
    • Unresolved claim rejections
    • Unresolved interface errors
    • Unresolved statement errors
    • Claim follow ups
  • The Configure Scheduler item on the New Account view will be considered done when the customer has at least 1 resource and 1 appointment type.
  • All drill-through capabilities require additional permissions. Use the tables below to determine what permissions are needed for each item on the gadget. 
    • New Account Items:

Item

Permission

Payment Profile Created

Shown with Bill Pay permission

Providers Added

Interactive with Account Setup permission

Referring Added

Interactive with Referring permission

Facility Added

Interactive with Facility permission

Payers Added

Interactive with Payer permission

Agreements Completed

Interactive with Payer Agreements permission

Codes Added (CPT + ICD)

Interactive with Codes permission

Patients Added

Interactive with Patient permission

Scheduler Configured

Interactive with Scheduler permission

Claims Submitted

Interactive with Claim Tracking permission

Included Features Configured

Shown with Authorized Rep type

ERA Posted

Interactive with Auto Apply permission

Users Added

Shown with Admin or Authorized Rep type

EHR Interface Enabled

Shown with Admin or Authorized Rep type

    • Established Account Items:

Item

Permission

Unapplied ERAs

Shown with Auto Apply permission

Unresolved Claim Rejections

Shown with Claim Tracking permission

Unresolved Interface Errors

Shown with Interface Tracking permission

Claims Denied at Insurance

Shown with Claim Control permission

Rejected at Clearinghouse

Shown with Claim Control permission

Agreement Denials

Shown with Payer Agreements permission

Claims Waiting for Review

Shown with Claim Control permission

Claims needing to be Printing

Shown with Batch Printing permission

Statement Errors

Shown with Statement Tracking permission

Claim Follow Ups Today

Shown with Claim Follow Up permission

Overdue Invoices

Shown with Bill Pay permission

Open Charges set to Paid

Shown with Claim and CBI permissions

https://sites.google.com/a/collaboratemd.com/training/library/Reference-Guides/dashboard-gadget-user-guide

Top Clients

Best used toUnderstand which clients are contributing most (and least) to the success of your billing service.

Designed forBilling Service Owners

FiltersLast 30 Days, Last 90 Days, Last 12 Months

Drill DownN/A

DetailsAs a billing service owner, it is important to recognize and nurture clients that are contributing most to the growth and stability of your business. The Top Clients gadget provides a ranked overview of revenue received per client, allowing for a quick glance into where the majority of your business’ profit potential lies.

Drill Through: N/A

Limitations

  • This report can only be viewed by Admins and Authorized Reps. Users are unable to view this gadget, even when included on a dashboard to which they have access. 
  • Admins will only see information for customers to which they have access.
  • Clients are ranked based on insurance payments that have been received and posted/saved. Unapplied ERAs are not included in this report. 

https://sites.google.com/a/collaboratemd.com/training/library/Reference-Guides/dashboard-gadget-user-guide