Accounting FAQs

When do you start billing for my CollaborateMD account?

Once you have created your CollaborateMD account through the New Account Wizard and you have received your "Congratulations Email" your invoicing period will begin. Your first invoice will be prorated from the date you completed the Wizard.

Please keep in mind that we bill in arrears. For example, the monthly invoice generated on March 1st is for transactions that occurred during the month of February.

Are we signed into a long-term commitment?

We offer both month-to-month and annual commitments which are part of establishing your account.

Is there a minimum fee?

Yes - There is a monthly minimum based on the Price Plan selected. If the transactions which occurred during the month do not meet the monthly minimum, a fee will be assessed to bridge the gap. Please review our Pricing page, to learn more about your account's monthly minimum. If you have a contract, please refer to it for the monthly minimum or contact our accounting department for more information specific to your agreement.

How is the monthly bill calculated?

The account is assessed a provider fee for each active provider. Provider fees are calculated based on the rendering/attending provider field when creating a claim in our system. There is always one (1) Full Provider Fee per customer account. Any additional rendering/attending provider(s) under the customer account will be charged based on the Volume Discount pricing. Any additional features, such as Patient Statements, Address Verification, etc., will incur additional costs based on the feature(s) used. See our General Pricing page for a list of available features.

  • Medical Practice Account: Will be charged based on the selected plan price per rendering/ attending provider. Certain add-on services can be enabled and will be billed at an additional cost. Please refer to our add-on services Pricing page for more details.
  • Billing Service / Lab Account: The account will be charged on a per-transaction basis. See our Billing Service / Lab Pricing page for details on transaction pricing.

Are we charged for claims that are rejected at the Clearinghouse?

No, only claims that have been accepted at the Clearinghouse will reflect on the monthly invoice.

What is the Volume Discount Pricing?

You can find our volume discount pricing at the bottom of our Pricing page.

When will I receive my invoice?

Monthly invoices are generated on the first of each month and sent via email and/or CMD secure messaging to those who have the Bill Payment permission. All accounts are billed in arrears, so the invoices generated on the first of the month are for the previous month's usage and transactions. For example, the invoice generated on April 1st is for transactions that occurred during the month of March.

I need a few more days to pay my invoice, what should I do?

Payment Extension requests should be submitted prior to the Net due date.  Upon review and approval by the accounting team, payment extensions are subject to a payment extension fee.  

To request a payment extension please refer to the help article. Request a Payment Extension | CollaborateMD

How can I view a more detailed Monthly Invoice?

Detailed Monthly Invoices can be viewed within CollaborateMD. Users with the Bill Payment permission or the Monthly Invoice permission can access this information.

What type of payments do you accept?

We accept all four major credit card and debit cards (Visa, MasterCard, Discover, and American Express), as well as ACH check payments made within the CollaborateMD application. We do not accept payments via physical check.

I'm trying to inactivate a Payment Profile but the box is grayed out. Why?

CollaborateMD requires there to be at least one active payment profile at all times. The system will prevent you from inactivating a payment profile if there's only one available. You will first need to add a new profile and make it the default, then inactivate the existing one.

How can I see all the payments I've made this year?

Find Invoice Payments in the Invoice section of CollaborateMD. To ensure you see all payments made within a specific time frame, make sure you set the Date Range to "All".