Implementation Training Overview

The goal of our implementation is to ensure a Trainee is properly trained to become a CollaborateMD (CMD) application Subject Matter Expert (SME) within sixty (60) calendar days or less. Training can be customized and tailored to meet the Trainee’s business needs and as agreed upon by the Implementation Specialist (IS). Implementation consists of three (3) Training Modules - Introduction, CMD Application and Pre-Support - each containing entrance and exit criteria coupled with an outline of the training agenda as defined below. 

Training Module Contents

  • Entrance Criteria: Minimum training accomplishments required prior to entry into the training module.

  • Training Agenda: The training activities that will be performed within the module to aid the Trainee in becoming a CMD application SME.

  • Exit Criteria: Minimum training accomplishments required to complete the training module.

The training associated with the first two (2) training modules - Introduction and CMD Application - is conducted over sixty (60) calendar days or less. It is inclusive of any interface integrations with an EMR/EHR or lab. During the Introduction training module, your IS will provide you with your overall training Period of Performance (POP) and set expectations. Next, we'll move right into the CMD Application training module which consists of five (5) phases. The Pre-Support training module consists of thirty (30) days or less determined by the IS. This training module provides the Trainee with the ability to recap the 2nd training module (CMD Application) while the IS provides implementation support and train-the-trainer guidance before turning the Trainee over to support. Once the Trainee is turned over to Support, it is expected they implement the train-the-trainer philosophy for all users. In addition, all users of the CMD application are required to leverage their available resources, including the Trainee (MPoC) before contacting Support. This is monitored as part of the Support Agreement and the appropriate feedback is provided to the Trainee and business owner(s).

The IS will schedule a standard weekly call based on the Trainee’s schedule availability and in conjunction with our CMD core business hours M - F, 8:00 am - 6:00 PM EST.  We recommend as best practice to have the training call the same day and time of the week throughout the training POP.  

Standard implementation consists of a one hour training call per week. We periodically allow two (2) training calls to be scheduled per week based on the needs of the Trainee and the Trainer’s availability. Deviation to the standard training calls may result in the decrease of the overall training POP based on the extra calls scheduled per week. This is at the sole discretion of CMD. During training, the Trainee is required to attend all scheduled training sessions. If a scheduled training session cannot be attended, a 24 hours notice is requested to reschedule the training. If a Trainee is unable to be reached or misses two (2) consecutive training sessions, the business owner and sales representative must be notified per CMD company policy.  If training exceeds the sixty (60) calendar days, an additional fee may be charged for each additional hour required to successfully complete the training. Therefore, it is important that the Trainee attends all scheduled training sessions in order to successfully complete the training within sixty (60) calendar days or less.

During training, the Trainee is encouraged to contact their IS for support and to ensure their overall success during the training POP.  Click here to learn how to contact your IS.  

Training Module 2 | CMD Application

This module trains the Trainee on using our well defined five (5) phases of the CMD application while tailoring the training to the accounts price plan and features.  This allows the Trainee to become a CMD application Subject Matter Expert (SME) within sixty (60) calendar days or less. Each phase consists of an entrance criteria, exit criteria, and training agenda to ensure training effectiveness. Below is a high-level overview of each phase.

Phase 1

Phase 1 provides an overview of the CMD application followed by training in the Customer Setup and Account Administration sections. If an interface is associated with the account, the integration will be performed in this phase.  Training for this phase is divided into two (2) parts, each requiring separate training sessions as denoted below.   

Part 1 is an overview of the CMD application, how to properly navigate the application, use of the Home screen,  user bar and using the Customer Setup section to properly set up their account. If an interface is associated with the account, training will be provided on how to integrate and maintain the interface.  

Part 2 will include checking the status of payer agreements sent in Part 1, finalize the setup of their account, and learning about the Account Administration section to perform account, customer and user management, review monthly invoices, set up a default payment profile and request account services.

Click here to go to Training Module 2 | Phase 1.

Phase 2

Phase 2 includes checking the status of payer agreements within CollaborateMD or our clearinghouse website sent in Phase 1, reviewing and discussing current price plan with included service features, training within our Appointment section (if applicable)  followed by Patient section training along with our Claim Section. 

Click here to go to Training Module 2 | Phase 2

Phase 3

Phase 3 includes checking the status of payer agreements sent in Phase 1, training within our Claim section. Training is divided into two (2) parts, each requiring separate training sessions as denoted below.   

Part 1 is how to configure claim settings, create, modify and delete test professional and/or institutional claims, print or mail a claim, and sending test claims. At the end of the training, the Implementation Specialist will move Provider(s) from Test into Production mode so the Trainee can send out real claims in support of Part 2 and Phase 4 Payment training.  It is important that claims are submitted in a timely manner to receive payment (where applicable) in order to successfully support payment training in Phase 4.

Part 2 will continue with a recap of Part 1, and then training on how to effectively using these claim features: Claim Tracker, Clearinghouse Reports, Status Control and Follow Up Management. The training will also be inclusive of how to fix rejected claims and re-submit claims.

Click here to go to Training Module 2 | Phase 2.

Phase 4

Phase 4 includes checking the applicable payer agreements sent in Phase 1, training within our Payment section (settings, post and view payments, apply credits, payment tracker and Electronic Remittance Advice (ERA) if applicable to your plan). In addition, we will recap patient statements and if applicable to your plan, we will help you get started with our Integrated Payment Portal.  Training is driven by having the ability to post payments (where applicable) in order to effectively train in this area.  The training is divided into two (2) parts, each requiring separate training sessions and driven by receipt of at least one (1) payment from a previously submitted claim.

Click here to go to Training Module 2 | Phase 4.

Phase 5 

Phase 5 will provide training in our Reports and Document Imaging sections. We have over 125+ standard reports that you can quickly view to analyze your overall performance. In the Report section you will learn how to use our Viewer and Builder.

Click here to go to Training Module 2 | Phase 5.