Understanding User Types

The basics

Here's what you need to know to get started setting up users and controlling how they can view or edit your CollaborateMD data. 

  • There are no restrictions on how many users you can add to CollaborateMD. 

  • To remain HIPAA compliant, it’s required that all users have their own username and password that they keep private. Do not share credentials!

  • Usernames are denoted by all lower cases and cannot exceed thirty (30) characters. 

  • New user’s permission levels are defaulted to "Deny." Administrators or Authorized Representatives are responsible for granting permission levels to users. 

  • When adding a new user, have the following readily available: User's First & Last Name, Title, Phone #, Email Address & a method of securely providing the user with their temporary password.


A User is anyone who logs in to CollaborateMD. Users can be employees at your company, such as front office staff, physicians, or medical billers and coders who need access to the company’s records. 

Every user in CollaborateMD has a user account. The user account identifies the user; the user account settings determine what features, sections or records they can access. 


As an Administrator (Admin) of CollaborateMD, you'll have access to tools and features that allow you to maintain and configure account settings and functions.

These features are screens located in the Account Administration section of the program. They include:

  • Customer Management: Allows Admins to create, close and edit user access to customer accounts.

  • User Management: Allows Admins to add, find, edit, suspend, delete, and reset user passwords.

  • Session: Allows Admins to view current or previous user sessions (including IP addresses). You can also end an active session.

  • Permission Roles: Allows Admins to create and edit user roles. Roles define user permissions for managing your account.

  • Locks: Allows Admins to see which user has a patient, provider or report locked and disable that lock, if necessary.

In addition to having access to these screens, Admins can also manage multiple customer accounts if they're associated with a Billing Service.

Authorized Representatives

The Authorized Representative (Auth Rep) holds the highest level of permissions in CollaborateMD. Auth Reps will have the same permissions and capabilities that an Administrator has, in addition to the following:

  • Services: Allows Auth Reps to enable, disable and purchase features and services offered by CollaborateMD.

  • Payment Profiles: Allows Auth Reps to update the payment profile within the application. 

  • Billing Actions: Allows Auth Reps to request to close an account, request a payment extension, and request a credit within the application.

  • Auth Reps are granted access to all customers within the account.