Practice Fusion (New) Bi-Directional Interface Ongoing Maintenance

Last Modified on 03/23/2023 8:41 am EDT

The Practice Fusion Bi-Directional Interface is now available for new activations. All new interface connection requests will be activated on the new bi-directional interface. All existing interfaces will be able to upgrade to a Bi-Directional integration in the future.

Flow of Data in the new PF Bi-Directional Interface

New Appointments, Patients, and Superbills (Claims) are sent from Practice Fusion to CollaborateMD through the interface messages and will create (or update) a new record in CMD. Once a patient record already exists in CMD, it can be updated in CMD and the data will flow back to PF.

Manage Appointments

New appointments that are entered in Practice Fusion are automatically created in CollaborateMD. Before any appointment interface messages (SIU) can be sent from PF, the scheduler configuration must be completed in CMD.

At a bare minimum, the Resource(s) and Appointment Type(s) need to be added and configured in CMD before appointments can be sent from PF.

The appointment message (SIU) sent from PF to create an appointment will also create a new patient record in CMD if it doesn't yet exist.

Appointment updates cannot be sent from CMD to PF, they will only flow from PF to CMD.

Admins and Auth Reps can use disable Appointment messages for PracticeFusion. This should be used for accounts that do not use the Scheduler in CollaborateMD. This prevents errors from appearing in Interface Tracker for these appointment messages. This setting can be turned on/off from Interface > Settings then clicking

Manage Facilities

New Facilities entered into CollaborateMD must be added to Practice Fusion. The following scenarios need to follow a one-time set-up to map their PF and CMD facilities:

New Bi-directional Interface customers
Customers upgrading from the old interface to the bi-directional interface
Customers that add a new facility (into either system)
If the Facilities are not coming over on claims created by the Practice Fusion Bi-Directional interface.

Failing to add and sync the new Facilities into Practice Fusion will result in the claim not having a Facility listed on it or interface message errors.

You can manually update a claim within the Claim section of CMD with the correct Facility information.

Follow the steps below to map new Facilities if any of the previous scenarios apply:

To map a facility from Practice Fusion to CMD (so it will come over on claims created by the interface)

Log in to Practice Fusion
Go to Settings
Scroll down and find “Facilities”
Click on the facility you want to map
Important: Please note that if a new Facility is added in PracticeFusion, that Facility's GUID (available in the URL bar of your browser) must be added as the reference # on the Facility in CollaborateMD in order for the facility to transfer over.
From the URL, copy everything after the LAST “/” (e.g. 9430ddcc-987e-4e0a-9b08-e19800bad67d)
Log in to CMD
Go to Customer Setup -> Facilities
Open the Facility record in CMD to match the Facility record from step 5
Paste the value copied in step 5 into the “Reference #” field (located underneath Taxonomy Specialty)
Save the Facility record in CMD

This process must be done for each of the facilities (one-time setup).

Existing Facilities

Any updates that need to be made to an existing Facility (i.e. Name, Address, Id Number, etc) must be done within CollaborateMD. Please see the Find/Edit Facility Help Page for additional information.

Manage Providers

New Providers entered into CollaborateMD must be added to Practice Fusion. Failing to add the new Provider into Practice Fusion will result in an interface message error.

Follow the steps below to manage new Providers:

Add the Provider into CollaborateMD. Please see the Add Provider Help Article.
Once the Provider is entered, please see the Sync Providers help page and follow the steps to sync your Providers.

Existing Providers

Updates that need to be made to an existing Provider (i.e. Name, Address, Id Number, etc) must be done within CollaborateMD. Please see the Find/Edit Provider Help Page for additional information.

Manage Patients

New Patients

New patients that are entered in Practice Fusion are automatically created in CollaborateMD at the time you submit the superbill from Practice Fusion to CollaborateMD. The following fields will be sent from Practice Fusion to CollaborateMD when a new patient is created:

First Name	Cell Phone Number	Insured ID
Last Name	Guarantor Relationship	Subscriber Relationship
Middle Name	Guarantor First Name	Subscriber First Name
Gender	Guarantor Last Name	Subscriber Last Name
SSN	Guarantor Address Line 1	Subscriber Middle Initial
Date of Birth	Guarantor Address Line 2	Subscriber Address Line 1
Email	Guarantor City	Subscriber Address Line 2
Date of Death	Guarantor State	Subscriber City
Address Line 1	Guarantor Zip Code	Subscriber State
Address Line 2	Guarantor Home Phone Number	Subscriber Zip Code
City	Guarantor Work Phone Number	Subscriber Phone 1
State	Insurance Information (Up to 3 Insurances)	Subscriber Phone 2
Zip Code		Co-pay / Co-insurance
Home Phone Number		Payer
Work Phone Number		Insurance Effective Date
Work Extension		Group ID

Existing Patients

If a patient entered in Practice Fusion already exists within CollaborateMD when you submit a superbill , the superbill will automatically search for the patient's record. The fields used to match Practice Fusion patients to pre-existing CollaborateMD patients are:

First Name, Last Name, and Date of Birth (All Exact Matches)
SSN and Last Name (Both Exact Matches)
SSN and Date of Birth (Both Exact Matches)

In the event a patient’s record needs to be updated you have the following options:

Update the patient's record within Practice Fusion. This will automatically update the patient's demographics in CMD. Patient Data is not dependent on the superbill to update anymore. It will flow over immediately from PF.
Or, update the patient's record in CollaborateMD. This will automatically update the patient's demographics in PF to ensure both systems are up to date with the most recent patient information.

Patients will not flow from CMD to PF but updates to patients will. Patient updates will only be sent from CMD to PF if the patient has been already sent from PF to CMD at some point (even using the old interface).

Manage Claims & Charges

This information explains how to edit a claim that has already been sent over from the interface, whether that means you want to add or remove CPT Codes, ICD Codes, Modifiers, etc.

Charges

Here are some important things to be aware of:

Users are unable to add codes into Practice Fusion.
Although not required, it's highly recommended that users configure their Codes within CollaborateMD. Please see the Codes Help Article for additional assistance.
ICD codes that aren't in your personal code list will automatically be added from the CollaborateMD code list once retrieved from Practice Fusion.
Claims will be marked as incomplete in the event a code is missing from your personal list and CMD’s code list. If the code is missing:
- You will either have to manually open the claim and save it so the system can save the claim as complete.
- Or, manually add the code to your personal list.

Please see the Managing Incomplete Claims Help Page for additional assistance.

In the event you need to add additional procedure codes to a Claim/Superbill once it’s been sent over to CollaborateMD please see the Find/Edit Claim Help Article for additional assistance. You can right click on the Claim via Claim Status Control and choose the option to open the Claim. Please reference our Status Control Help Article for more information.

Claims

This information explains how claim and insurance information for patients is managed between CollaborateMD and Practice Fusion once you've integrated your CollaborateMD account.