Other Services

Request an Interface

We have partnered with several Electronic Medical Record (EMR) and Electronic Health Record (EHR) vendors to assist in streamlining your front office and back office processes for better efficiency. The bridges built between these systems sync with your CollaborateMD account to provide an all-in-one solution. Our EMR / EHR partners were chosen based on their commitment to working closely with our team to ensure our customers are treated with respect and offered the best possible solutions in a transparent environment. 

  1. Select Account Administration > Services.

  2. Click the Request Button next to Interfaces.

  3. Use the Customer drop-down menu to select the customer account the interface is for. 

  4. Use the Interface drop-down menu to select the interface you wish to add.

  5. Click Submit.

Prices vary depending on the interface you select to enable the price for each interface is noted beside the interface name within the application. To learn more about each EMR / EHR partner, please view our Electronic Health Record (EHR / EMR) Partners page.

Request One-on-one training

A CollaborateMD Training Representative can conduct one-on-one training in an online or onsite environment to enable your business to use and understand the full potential CollaborateMD can offer. You'll receive extensive training from one of our trained representatives on basic and advanced features. At the end of your training, you will have a thorough knowledge of the CollaborateMD application.

  1. Select Account Administration > Services.

  2. Click the Request Button next to One-on-One Training.

  3. Enter the Contact Name, Phone and a Detailed description of the training needs.

  4. Use the Date and Time options to let us know your First Preference for training.

  5. Use the Date and Time options to let us know your Second Preference for  training.

  6. Click Submit.

Request a Custom Report

CollaborateMD offers a robust and powerful report builder that allows you to build custom reports to fit your business needs. However in the event that you are not able to build the report, or need access to specialized reporting fields, we can build the report for you! Custom reports are a cost based service based on our evaluation; you will be provided with a quote for the requested report.  

Prior to submitting this request, please review the Reports Builder Help Article for more information on building your own report. 

  1. Select Account Administration > Services.

  2. Click the Request Button next to Custom Report.

  3. Enter a detailed Description and Details of the report you need.

  4. Click Submit.

Request a Data Copy

Data Copy services retrieve patient demographics, codes, appointments, payers, referring provider list and facility data and copy the data from one customer to another customer. Data copies do not include rendering/attending providers, billing providers, claims, financial data, pending information (appts.,etc.), notes (e.g. patient notes, claim notes, etc) or patient balance. Data copies can take anywhere from 3 - 5 business days to be processed. 

  1. Select Account Administration > Services.

  2. Click the Request Button next to Data Copy.

  3. Use the drop-down menu to select the Customer to transfer the data from.

  4. Use the radio button to select the data copy package.

  5. If you need to Copy Data to a customer in the same account check the option.

    1. Use the drop-down menu to select the Customer to transfer the data to.

  6. If you need to Copy Data to a customer in a different account check the option.

    1. Enter the receiving Account #.

    2. Enter the receiving Customer #.

  7. Click Save.

Request a Data Move

Data Move services take all data, including patient demographics and financials, and moves the data from one customer database/account to a different customer database/account. Any images uploaded using Remote Document Imaging will remain in our cloud and will be available once the move is complete by re-enabling the Add-on service. This service is only provided upon the consent and approval of all related account Admins / Authorized Reps. Once the request is received, the accepting party will receive an email specifying which party will pay for this service. Data Moves can take anywhere from 7-10 business days to be processed after payment has been received. 

If moving data to a new account, a new account must be created first. Please contact our sales team to get your new account created.

  1. Select Account Administration > Services.

  2. Click the Request Button next to Data Move.

  3. Use the drop-down menu to Select one or more Customer to be moved.

  4. Enter the receiving Account #.

  5. Enter the receiving Account Name.

  6. Enter the Authorized Release Date.

  7. Read the acknowledgement to release ownership of the data, click Acknowledge. 

Request a Data Conversion (Import)

Securing and storing patient data is a vital component to your day-to-day practice operations, however, manually converting data from a current system can be time-consuming and tedious. Streamline your transmission of data by working with our Sales Team on a custom data conversion of your data files. If you don’t have the option to supply the data yourself, CollaborateMD has taken a proactive approach to partner with a reputable data conversion company that will securely perform data conversions on over 100 practice management and EHR / EMR systems, including old UNIX- or DOS-Based systems. Our data conversion experts will accurately convert patient demographics, codes, appointments, payers, and referring providers. 

Data Conversions are a cost based service. After submitting your request you will be contacted by a CollaborateMD team member to securely obtain the required data files. Based on this evaluation you will be provided with a quote for the requested data conversion. Data Conversions can take anywhere from 7 - 10 business days to be processed.

  1. Select Account Administration > Services.

  2. Click the Request Button next to Data Conversion (Import).

  3. Use the Customer drop-down menu to select which customer the data should be imported into

  4. Use the checkboxes to select which type of data you will be importing

  5. Let us know if you are able to provide the data in an encrypted comma separated value (.csv).

    Want to make it easy for yourself (and us)? Use our data conversion templates!

  6. Click Submit.

Sending encrypted files to us? Make sure to follow the steps here.

Request a One-Time Data Snapshot

Data Snapshot is a service which takes current data such as, patient demographics, codes, appointments, payers, provider list,  etc. and captures (exports) a snapshot of the data. The data can be exported into several hundred files in .DAT format that is a tab delimited or into an open-source relational database management system (RDBMS) known as MySQL

The export includes Data Sets from the following sections of the application:

Authorizations, Activity, Appt, Appt Types, Charge, Professional Claims, Claim Status, CPT Code, Credit, Facility, ICD Code, Location, Patient, Patient Notes, Payor, Practice, Provider, Referring, Remittance, Resources, Claim ICD Codes, ICD Procedure Codes, Institutional Claims, Insurance Parties, Insurance Policies, Payments, Insurance Check, Inventory Codes, Revenue Codes, and more.

  1. Select Account Administration > Services.

  2. Click the Request Button next to One-Time Data Snapshot.

  3. Enter the Run Date or when you would like us to pull your data.

  4. Format: Select the format you would like the data snapshot to be exported in.

    Click the Download Sample link to view a sample of what the snapshot will look like before purchasing. The sample will contain the first five (5) rows of each data file set contained within your account. 

    1. Default (Tab delimited)

    2. MySQL

  5. Export multiple customers as

    1. One Combined File: Exports the snapshot as one combined file for all selected customers 

    2. One File per Customer: Exports the snapshot as one separate file per each selected customer.

  6. Click the View Scheduled Snapshots to view a scheduled  data snapshot.

  7. Click Submit.


  • No specific dates (past or present) can be captured within the export. The data snapshot will run at 1:00 AM EST on the scheduled day, therefore the date must be a future date.
  • No specific criteria (e.g., ONLY Patient data set info) can be captured, as the Data Snapshots capture all of the data sets specified above.
  • Data Snapshots will only be available to download after 6:00 AM EST on the scheduled day.
  • Document Imaging is NOT included.
  • The data can only be used to import into other software solutions (e.g., Business Intelligence, Collections, etc.).
  • In accordance with HIPAA rules and regulations, CollaborateMD will NOT provide users, admins, or third party vendors this information, as the Data Snapshots contain PHI & PII.

Request a 835/837 File Delivery

In the event you are working with a third party that requires the review of the ANSI, you can request the raw data of 835 (ERA) and/or 837 (claim) file delivery. An individual 835 remittance file or individual 837 claim file can be requested per submitter number.

Review of ANSI requires knowledge on how to review the loop and segments in the files. CollaborateMD does not provide companion guides for explanation of loops and segments.  Please allow 7-15 business days from receipt of payment to process your online request. 


  • 835 Files: None. 
  • 837 Files: CollaborateMD can only provide claim files from December 2010 to PRESENT. If a claim file(s) is required PRIOR to December 2010, CollaborateMD will be required to submit a request to the Clearinghouse on your behalf to obtain a quote for retrieving the claim file(s) from their archives. All costs associated with the Clearinghouse retrieving the requested file(s) from their archives are the sole responsibility of the company / individual submitting the request(s). 

How Is The Data Transferred?

Files provided are generally opened in notepad. There are two options the data associated with a claim file can be securely transferred: 

  • Upload: We'll write the data to a Secure File Transfer Protocol (SFTP) site with a Public Key Authentication (PKA) from CollaborateMD to the specified recipient. 
  • Mail: This option is available as a one-time media request. Additional requests will incur additional media and shipping fees. The files will be written to an encrypted media device. The encrypted media device will be sent via standard United States Postal Service (USPS) mail and include tracking. Prices are subject to change based on market fluctuations. Upon receiving your request, you will be contacted by within 1 - 2 business days with a total cost to perform your request.

  1. Select Account Administration > Services.
  2. Click the Request button next to 835/837 File Delivery.

  3. Use the Customer drop-down menu to select the customer you wish to access. 

  4. Use the Submitter ID(s) drop-down menu to select which submitters you wish to request the files for.

  5. Use the File Type drop-down menu to select which files you are requesting.

  6. Select whether you would like to receive the file(s) as a One Time Request or Daily Reoccuring .

    1. If One-Time Request, populate the Received Dates for those files.

  7. Use the Delivery Method drop-down menu to select how you would like to receive the files.

    1. Upload: Enter in the contact information for the person we can contact about setting up the file upload 

    2. Mail

  8. Click Submit.