When posting a co-pay that will result in a credit, will the system set the credit to the right credit source?
Yes, if the payment being entered is causing an overpayment on the account, the system will set the credit due to the respective credit source; whomever made the over payment (i.e., the patient or insurance). You can always change who the credit is due to within the Manage Credits tab. The system will create a credit due to within the Manage Credits screen or within the Payment window while the payment is being posted.
Can secondary claims be sent electronically vs. paper claim through ERA?
Claims can be submitted to the secondary insurance electronically by simply changing the status of the claim to "Send to Payer via Clearinghouse" within the Payment window. For more information please reference how to send claims to secondary or tertiary insurance.
If an ERA indicates that the claim was forwarded to the secondary payer, will CMD automatically forward the claim?
When the Payer has indicated on the Explanation of Benefits (EOB) that the claim has been forwarded as a cross-over claim, CollaborateMD will set the claim status to "Claim at Secondary Payer." If the application sets the status to "Send to the next Payer", the claim would deny for duplication as it was already received. For more information please reference how to send claims to secondary or tertiary insurance.
Is there a way to delete a check that was posted via ERA and re-apply it?
You're able to delete checks; however, once it has been deleted you are not able to re-apply it automatically. It will need to be manually posted to the insurance payment.
Can an Inactive Provider in CMD receive ERAs?
No. If a Provider (submitter) is inactive in CollaborateMD, it will no longer receive ERAs in the application.
Can I Process a Credit Card Payment for an EOB with Multiple Payers?
Some payment processors and vendors combine payments from multiple different payers into a single check or credit card payment. Because the system does not currently support applying a single EOB or ERA across multiple payers, these combined payments require a manual workaround to ensure they're entered and reconciled correctly. Follow these steps as a workaround:
1. Enter Each EOB or ERA Individually
Start by entering all of the individual EOBs, or applying the corresponding ERAs, exactly as you normally would for each payer involved in the combined payment.
2. Reconcile the Total
Once all of the individual EOBs/ERAs have been entered, add up the amounts applied across all of them and compare that total against the full amount of the combined payment you received.
- If the totals match, proceed to the next step.
- If the totals don't match, investigate the discrepancy before proceeding, as something may be missing or entered incorrectly.
3. Create a Placeholder Insurance Payment for the Combined Amount
Once reconciled, create a new insurance payment for the full combined payment amount. Set it up as follows:
- Apply it as an EOB
- Leave it fully unapplied (don't allocate it to specific charges)
- Enter the credit card (or payment) information used for the combined payment
- Process the payment
This step creates a record of the actual payment received, separate from the individual EOBs/ERAs you already entered in Step 1.
4. (Optional) Delete the Placeholder After Reconciliation
Since all of your reports are driven by credits entered (from the individual EOBs/ERAs in Step 1), not by the raw insurance payment/check itself, it's safe to leave this unapplied placeholder payment in the system. However, if you prefer a cleaner record, you can delete this placeholder once you've confirmed everything reconciles correctly.
Important Note
Regardless of which approach you take, it will be difficult to trace the original combined credit card payment back to each individual EOB it was associated with. This process ensures your financials and reporting stay accurate, but it does not create a direct, traceable link between the combined payment and each underlying EOB.