Enhancements
Enhancements
Provider Adjustments Details screen update
Updated the Help Text for the Provider Adjustment Details screen at the top to include links pointing directly to help pages that will aid customers in understanding what provider-level adjustments are and how to post them. The text will now provide a brief description of what provider adjustments are and include links to help articles on associating and applying provider adjustments on claims, as well as automatically posting interest amounts as payments. 
Knowledge base articles (when there's a list)
Referring Provider filter updated in multiple locations
The Referring Provider filter has been modified to function as a search field instead of a dropdown menu when the number of referring providers exceeds 20. This change aligns the behavior of the Referring Provider filter with that of the Rendering Provider and Payer search fields across the Control, Tracking, and Batch sections of the application. This search field offers enhanced searching and improved performance for accounts with more than 20 referring providers while maintaining the simplicity of a dropdown menu for customers with fewer than 20. 
New Features and Updates
General
Appointments
- New Enhanced Auditing (Show History) for Appointments: CollaborateMD has been working on a new enhanced auditing project that will provide offices with an easy and transparent way of auditing changes made in the application. We previously released our new Enhanced User Auditing feature in the Customer Setup, Patient, and Claim sections of the application, allowing users to see a detailed list of changes made to specific records throughout the application.
In this release, we are expanding our Enhanced Auditing functionality to the Appointments section, enabling users to track modifications, changes, and updates made to appointments within CMD for better auditing and accountability. With the new "Show History" feature, you can now determine which user changed/updated specific appointment information in the software and when by providing an auditing table with all updates or changes made to a record, including the user, date and time, and the record changed. 
These new auditing records are also included in our existing User Audit Report, making it an even stronger tool for auditing multiple records simultaneously. The Show History capability has currently been deployed in the Customer Setup, Patient, Claim, and Appointments sections, and we will be systematically adding it to other sections of the application.
For more information on using our new Add New Same/Similar Code List feature, please visit our Enhanced Auditing Help Articles.
New Features and Updates
General
Claims
- New Mass Claim Updates Feature: CollaborateMD has always provided powerful tools for working with individual claims, but the platform's ability to make changes to multiple claims at once was limited. With this release, users no longer have to open each claim individually when correcting minor mistakes, such as setting the wrong rendering provider or place of service code on claims. We added a new Mass Claim Updates feature that enhances the existing Status Control screen with capabilities to modify multiple claims. The Status Control screen has been renamed Claim Control, where users can now manage the review of incoming claims from their EHR, submit or resubmit claims, and make updates to multiple claims at once, such as updating the Rendering and Billing Providers, the Facility, the Office Location, or the Place of Service by simply selecting the claim(s) and choosing the Update Claims option.
For more information on updating multiple claims at once, please visit our Update Multiple Claims Help Article.
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Alternate Option To Open A Claim In a Separate Tab When Another Claim Is Already Open: We have introduced a new dialog box option that appears when a user attempts to open a claim from any section within the CMD while a claim is already open. This feature will now provide the user with the following options:
- Close and Open - Closes the open claim and opens a new one (it will display the usual unsaved changes warning and allow the user to save if there are unsaved changes).
- Open in New Tab - Opens a new window/tab with the correct URL/claim
- Cancel - Closes the dialog and keeps the claim open.
Reports
- Update to the Report Builder to Prevent the "Claim Last Billed Date" Field from Being Added as a Filter: Updated the Report Builder to prevent adding the "Claim Last Billed Date" report field as a Report Filter. While some customers may still try using this field as a filter, we've added a warning message directing them to use the "Charge Last Billed Date" instead, which provides the same results, is much faster, and can potentially be improved further via an index.
Patient
- New Appointment View Option From The Patient Section: Previously, the "View All Appointments" button directed users to the Appointment section to view a patient's appointment details, requiring them to leave the current section even if they only needed the dates of past appointments. In this release, we added a new "Appointments" option in the patient side panel that displays a list of all appointments (categorized into Past Appointments and Future Appointments) for the patient without leaving the screen. The section will still provide an option for users to access the "View All Appointments" button, directing them to the Appointment section where they can see patient appointment details.
For more information on our new Appointments dropdown, please visit our View Appointments From Patient Section Help Articles.
Customer Setup
- New Option to Open Contracts and Fee Schedules From Procedure & Revenue Codes Section: We added the ability for users to open contracts and fee schedules directly from the Procedure and Revenue Codes sections. This new functionality enables users to click on the Fee Schedule/Contract Name (which is now a clickable link) within the Contracts and Fee Schedules side panel, allowing them to access and view the associated contracts and fee schedules.
For more information on accessing fee schedules/Contracts from procedure codes, please visit our Procedure Codes Fee Schedules or Procedure Codes Contract Help Articles. For information on accessing fee schedules/Contracts from revenue codes, please visit our Revenue Codes Fee Schedules or Revenue Codes Contract Help Articles.
User Profile
- New Email Option For Two-Factor Authentication: We updated our Two-Factor Authentication to now support email authentication. This option will send an email message with a 6-digit login code, similar to the SMS verification, and can only be set up with the email attached to the user's CMD profile. Please note that if an email address is used that does not match the one set in your user profile, you will receive a warning.
New Features and Updates
General
Patient
- New Balance Due Insurance Optional Column: Some healthcare providers rarely bill patients directly, instead focusing primarily on the balance owed by insurance companies rather than the patient's balance. The patient search screen (results dialog) already displayed the balance owed by insurance, but this information was not shown in the recently opened table. In this release, We added the Balance Due Insurance as an optional column (hidden by default) within the Patient Search screen's Recently Opened list.
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New A/R Control Filters Related To Payment Portal Invites: We recently added an option to Send Payment Portal Invites as a batch action from Patient A/R Control. In this release, we added new filters within A/R Control to determine whether or not a patient has enrolled with the payment portal. Customers can now search by a new Date Search Option "Days Since Last Payment Portal Invite Sent," or by the Claim Search Option "Payment Portal Status" (Invitation Not Sent, Invitation Sent but Not Registered, Registered).
For more information on determining if patients have enrolled in the payment portal, please visit our Search For Patient Balances Help Article.
For more information on determining if patients have enrolled in the payment portal, please visit ourClaim
- Updated the Claim Search Capability: When users receive communication from the payer about a claim, it often includes the payer’s claim number: the ICN (Internal Control Number), Claim Control Number, or Original Reference #. These numbers are automatically populated on the claim after the ERA is applied, so the ability to find claims by the ICN is a great tool to have when working on appeals. In this release, we updated the Claim Search capability to include searching by all three claim control numbers, making it easier to locate specific claims during the appeals process.
- New Optional Column For Document Count: We added a new optional column (hidden by default) to the Claim, Patient, and Payment sections that display a count of the documents associated with each item. This column helps indicate if a patient, claim, or payment has a document association before opening it.
Please note that this column option will only appear on the search screen after a search is performed, not on the Recently Opened List.
Payment
- Updated The Refund Receipts: Previously, when refund receipts were generated, they appeared identical to a standard receipt, except that the refund amount was displayed within parentheses. To make these receipts more easily identifiable and comprehensible, we modified the refund receipt by adding the word "Refund" to the text and displaying negative numbers with a negative symbol instead of using parentheses, making it clearer.
New Features and Updates
General
Appointments
- New Appointment Setting to Hide The Status of Received/Applied Intake Forms: Some users who have tightly packed schedules (double/triple booked) may struggle to see the specifics of their appointments due to the two types of icons we show (the eligibility icon and the forms icon) taking up a lot of the appointment space. To help with this, we introduced a setting that allows users to hide the checkmark that indicates forms that have been submitted.
Visit our Configure User Appointment Settings Help Articles for more information on how to turn on this setting.
Patient
- New Patient Broadcast Communications Feature: Patient engagement is the collaborative process between healthcare providers and patients aimed at improving patient health. Over the past few years, the significance and prevalence of patient engagement have grown considerably. Research indicates that when patients feel involved and take an active role in their medical care, they achieve improved health results. Simultaneously, providers observe increased patient satisfaction and retention.
In order to meet the growing needs of both providers and patients, CollaborateMD has developed and introduced a new Patient Broadcast Communications feature. This feature allows providers to send targeted one-way communications to multiple patients using various methods (text, email, or phone). Customers can set campaigns with customized parameters to target specific patients, helping them with their healthcare needs and encouraging retention or usage of optional/elective medical services through intelligent marketing.
For more information on using our new Patient Broadcast Communications feature, please visit our Broadcast Communications Help Articles. For instructions on how to enable and configure the feature, visit our Manage Broadcast Communications Help Article.
- New A/R Control Filters: Some of our customers have very particular workflows and have requested to be able to search in A/R Control by Referring and Rendering providers. This would enable them to send out statements only for claims from a particular provider. To address this need, we added the ability to filter by Rendering or Referring Provider within A/R Control, allowing customers to send statements only for claims from a specific provider or referrer. These new filter options were added under a new header within the A/R Control Filters called "Claim Search Options." Additionally, the existing Payer, Charge Balance, and Charge Status filters have been moved under the Claim Search Options.
For more information on these new filters, please visit our Search For Patient Balances Help Article.
Reports
- New Report Fields For Contract Name: We previously had a number of fields that could be used to show the contract price that applies to a charge. In this release, we added "Contract Name" as a report field under those same data sections . This new field is available under Charge/Debit Data > Charges > Current Payer (as well as Primary/Secondary/Tertiary Payers).
- New Report Fields For Patient Communication Preferences: We added the ability to include information about communication opt-ins in reports, enabling customers to conduct targeted outreach to patients to encourage them to opt-in. The following new communication preferences report fields have been added under Patient Data > Communications:
- Electronic Payment Plan Statements Communication Preference
- Electronic Statements Communication Preference
- Marketing Communications Preference
- Receipts Communication Preference
New Features and Updates
General
Patient
- New Statement Batch Print Search Options: We added the Default Provider and the Default Referring Provider as search (filter) options within Statement Batch Print, so only patients with the selected default referring or rendering providers are returned. This option will not affect the generated statement, which will continue to include all charges regardless of the rendering or referring provider on the claim.
Payment
- Updated The Default ACCOUNT CREDIT & APPLY ACCOUNT CREDIT Memos: We updated the default account credit memo, created when an account credit is generated based on a payment or adjustment, to include more information about the credit. In this release, we also updated the APPLY ACCOUNT CREDIT memo line to include additional details (such as the source and check number) that will be visible in the Manage Account and Activity screens once the credit is applied.
- New ERA Auto Post: Added a new ERA Auto-Post billing option that can be configured by Payer and pay priority (primary, secondary, etc.). Once enabled and configured, the Electronic Remittance Advice will automatically check for errors or warnings on most ERAs and, if the ERA is free of issues ("clean"), will automatically apply the payments with no interaction or review required.
For more information on configuring this new ERA Automation billing option, please visit our ERA Billing Options Tab Help Article.
For more information on configuring this new ERA Automation billing option, please visit our
New Features and Updates
General
Appointments
- Added UI Improvements To The Scheduler's Eligibility & Forms Icons: We reduced the size of the Eligibility and Forms icons and allowed them to take up vertical space when available, enabling more appointment information to be visible on the scheduler. We also changed the color of the "intake forms sent but not filled out" icon from yellow to gray, distinguishing it from the "intake forms not sent" icon.
Patient
- Updated The Statement Tracker "Status" Column: Updated the Statement Trackers Status column to include the "user printed name." This allows users to see the print status, as well as the individual who printed the document, which improves the auditing process.
Claim
- New Enhanced Auditing (Show History) for Claims: CollaborateMD has been working on a new enhanced auditing project that provides offices with an easy and transparent way of auditing changes made in the application. We previously released our new Enhanced User Auditing feature in the Customer Setup and Patient sections of the application, allowing users to see a detailed list of changes made to specific records throughout the application.
In this release, we are expanding our Enhanced Auditing functionality to the Claim section enabling users to track modifications, changes, and updates made to claims within CMD for better auditing and accountability. With the new "Show History" feature, you can now determine which user changed specific Claim information in the software and when, by providing an auditing table with all updates or changes made to a record, including the user, date and time, and the item changed.
These new auditing records are also included in our existing User Audit Report, making it an even stronger tool for auditing multiple records simultaneously. The Show History capability has currently been deployed in the Customer Setup, Patient, and Claim sections, and we will be adding it to other sections of the application systematically.
For more information on using our new Add New Same/Similar Code List feature, please visit our Enhanced Auditing Help Articles.
- Status Control's "Current Payer" Column Update: Updated the Status Control results screen to show more details about which payer is displayed. The "Current / Primary Payer" column will now be "Current Payer," and will include the payer priority (primary, secondary, tertiary) in parentheses if the filtered charge status is a payer status.
Customer Support
- New Signature Type Column Within Agreement Lookup: Added a new column, hidden by default, to the agreement lookup screen. This column will store and display the "Signature Type" (based on the Provider Action field received from ePS) and includes a new report field under Agreement Data. The possible actions for the "Signature Type" are:
- * Electronic Signature
- * Online Enrollment
- * Wet Signature
- * Other
Payment Portal
- New UI Updates to The Payment Portal: Added some UI enhancements to the Payment Portal related to new colors and margins for better consistency and a better customer experience. We also updated the Payment Portals password requirements to now require at least 12 characters and disallow the reuse of any previous passwords.
New features | Enhancements | Resolutions
New features
New Pay Over Time with Sunbit feature integration
CollaborateMD now has an integrated partnership with Sunbit's buy now, pay later (BNPL) technology. Trusted healthcare practices and medical billing platforms can now choose Sunbit as a patient-friendly solution for post-care payment plans. Sunbit helps eliminate the stress of managing in-house payment plans by offering a pay-over-time option for patient invoices.
Providers can now offer their patients financing without assuming any financial risk themselves, as they receive the full amount within a few days. Sunbit manages all patient billing, enabling providers to reduce time in accounts receivable and minimize effort on collections. Patients can easily request financing directly from the payment portal, benefiting from a 90% approval rate and a 0% financing option for 3 months. Additionally, there are 6, 12, and 18-month plans with competitive interest rates.
Important Note: You must have the In-App Credit Card Processing and the Patient Payment Portal features enabled and configured so your patients can use Pay Over Time with Sunbit from the portal. 
Knowledge base articles (when there's a list)
- Pay Over Time with Sunbit
- Manage Pay Over Time with Sunbit
- Create a Payment Plan with Sunbit
- Refund a Sunbit (Pay Over Time) Patient Payment
- Merchant Payments Report
- Manage your Patient Payment Portal
New Clinical Laboratory Fee Schedule
We added the Centers for Medicare and Medicaid Services (CMS) "Clinical Laboratory Fee Schedule" for customers who are not physicians or who perform services not covered by the Medicare Physician Fee Schedule but can still be paid by Medicare. Lab customers or any customer who orders lab tests can now take advantage of fee schedules and contracts based on the Medicare Clinical Laboratory Fee Schedule (CLFS). When creating a fee schedule or contract using the Medicare Fee Schedule in CMD, it will include the Medicare Physician Fee Schedule and the Medicare Clinical Laboratory Fee Schedule. The Clinical Laboratory Fee Schedule will price procedure codes associated with a lab or test, while the Medicare Physician Fee Schedule will price other procedures.
The Medicare Clinical Laboratory Fee Schedule will be updated quarterly and consists of a single price, either local or national, in contrast to the Medicare Physician Fee Schedule, which is determined based on the specific ZIP code location. 
Knowledge base articles
New Payer Agreement Signature option
We added a new feature for completing payer agreements that require a physical signature but allow for electronic submission of the agreement with the wet signature. This option enables the provider to print, sign, and scan the form, then upload the scanned PDF within the application as part of the Submit Facility NPI Enrollment Form API, similar to the electronic signature process. 
Knowledge base articles
Enhancements
New 0ption to allow sending Clearinghouse Notifications via email
Previously, clearinghouse notifications could only be subscribed to using the CMD Messaging option. In this release, we added the ability to receive Clearinghouse notifications via email, in addition to CMD Messaging. The default will remain CMD Messaging, but users can now configure Clearinghouse notifications to be sent via email within their User Profile > Communication Preferences. 
Knowledge base articles
New 0ption to set non-all-inclusive charges as Paid after billing
We recently added a new feature to the Codes section that allows users to bill other charges when there is an "all-inclusive" charge on the claim, while still sending other charges as $0.00 or $0.01. These charges are then sent as information to the payer but will not be paid. Users would then need to manually adjust, delete, or mark these charges as paid, which created extra work. In this release, we introduced a new option on the Procedure Codes screen to automatically set non-all-inclusive charges as paid after billing. After selecting one of the options to send all other charges on the claim as $0.00 or $0.01, you can choose to automatically mark the other charges as paid after billing, which will set all other charges to PAID rather than AT INSURANCE when claims are submitted. 
Knowledge base articles
New "Current Status" column on EOB/ERA
When posting an insurance payment (manual or ERA) and viewing an individual EOB, the current claim status (not the status that will be set when the payment is posted) is available when hovering over the Status column. In this release, we added a new optional column, hidden by default, to the individual EOB screen. The new "Current Status" column will show the current claim status for better visibility in some workflows. 
New Search option when searching in specific dropdown select fields
We added the ability to search and filter dropdowns with a visual confirmation when typing or searching in the Charge Status, Account Type, and Eligibility Service Type dropdown fields so users can see when they search for dropdown items. 
Resolutions
The "Close and Open Claim" option is missing from Patient > View All Claims
Corrected an issue preventing users from opening a claim from Patient > More > View All Claims when a claim is already open. We previously added this prompt to other sections where claims could be opened, allowing the user to open the claim in a new tab or close the existing claim and open a new one from the prompt. In this release, we updated this screen to prompt the user to close the current claim before opening a new one, as it does on other screens. 