CollaborateMD

• Initial Setup & Account Creation
• CollaborateMD sets up your account based on the selected plan and provider details.

• Includes configuration of tax IDs, user roles, and permissions.

• Data Migration & Integration
  • If switching from another system, CollaborateMD assists with importing patient data, claims, and financial records.

  • Integration with EHR/EMR systems is handled using HL7 protocols or custom Web API interfaces

• Training & Onboarding
  • Users receive access to training materials, how-to videos, and live support.

  • Training covers claim submission, scheduling, reporting, and patient engagement tools.

• System Testing & Customization
  • Practices test workflows such as claim scrubbing, eligibility checks, and payment posting.

  • Custom reports and templates are configured to match business needs.

• Go-Live & Support
  • Once testing is complete, the system goes live.
  • Ongoing support is available via phone, email, and the Knowledge Center.

Customization Capabilities

• Custom Report Builder: Modify over 125 standard reports using drag-and-drop fields, filters, and charting

• EHR/EMR Integration: Supports both standard and custom HL7 interfaces. If an integration doesn’t exist, CollaborateMD will build one for you

• Flexible Pricing Plans: Choose from Starter, Basic, Growth, and Unlimited plans with add-ons like appointment reminders, patient responsibility estimators, and paper claims

• Customizable Patient Statements: Align with FHMA guidelines and brand your communications.

• Role-Based Access & Permissions: Tailor user roles and access levels to match your internal workflows.

• Interface Options: Integrate with labs, mobile devices, and third-party systems using HL7 or WebAPI protocols.

Partner-Specific Customization

CollaborateMD integrates with a wide range of EHR partners, like:

• Practice Fusion

• Amazing Charts

• Elation Health

• EyeMD

• KIPU

• Medical Mime

• Nexus Clinical

• Praxis EMR These integrations are often bi-directional and tailored to specific specialties like behavioral health, ophthalmology, and addiction recovery.

• No Setup Fees: There are no upfront costs or contracts required to start using the platform.

• Monthly Subscription: Starts at $225/month per active rendering/attending provider.

• Volume-Based Pricing: Charges for features like electronic claims, ERA, claim scrubbing, and eligibility verification are based on usage volume.

• Add-On Services: Optional features such as appointment reminders, paper claims, patient responsibility estimators, and document cloud storage may incur additional costs depending on the plan.

• Maintenance & Support: Included in the monthly provider fee, covering software updates, standard support, and unlimited user licenses

Self-Guided “How-To” Videos: Cover major features and workflows in Version 10, available via the Knowledge Center and YouTube

• Help Articles & FAQs: Accessible 24/7 through the Knowledge Center.

• Live Training Sessions: Available during onboarding for personalized guidance.

Support Channels

• Live Chat: Available Monday to Friday, 8am–6pm EST for quick answers

• Support Case Submission: Through a self-service portal with 24–48 hour response time.

• In-App Issue Reporting: Automatically creates support cases from within the application.

• Phone Support: Dedicated lines for sales and general inquiries.

• HIPAA Compliance: Ensures all data handling meets federal healthcare privacy standards

• Encrypted Cloud-Based Software: Protects data during storage and transmission

• Audit Trails & Access Controls: Tracks user activity and restricts access based on roles

• Secure Internal Messaging: Enables HIPAA-compliant communication within the practice

• Mobile Security: Mobile access is encrypted and restricted to authorized users

• Regular System Updates: Keep the platform secure against emerging threats.

• Ransomware Mitigation: Cloud backups and secure architecture reduce vulnerability.

• Automatically deployed to all users—no manual installation required.

• Managed centrally, ensuring users always access the latest version upon login.

• Accompanied by release notes, training videos, and help articles to explain new features.

• Influenced by user feedback, which can be submitted directly through the platform.

• You own your data: All patient records, billing information, and communications belong to the customer (the healthcare provider or organization).

• Data portability: You can export your data upon request, making it easy to migrate to another system if needed.

• HIPAA-compliant handling: CollaborateMD acts as a data processor and adheres to strict privacy standards.

• Minimal disclosure: Data shared with third parties is limited to what’s necessary for service delivery and compliance.

This ensures that practices retain control over their information while benefiting from secure cloud-based access.

CollaborateMD offers flexible scalability to accommodate growth or downsizing:

• No long-term contracts: Practices can adjust their usage without being locked into fixed terms.

• Add/remove providers: Monthly pricing is based on active rendering/attending providers, so you can scale up or down as needed.

• Volume-based billing: Charges for claims, eligibility checks, and other services are based on usage, allowing cost control.

• Modular features: Add-ons like appointment reminders, document storage, and patient estimators can be enabled or disabled based on operational needs.

This makes CollaborateMD suitable for both small practices and multi-location organizations.

CollaborateMD operates under a flexible, user-friendly agreement model:

• No long-term contracts: Customers are not locked into extended commitments, allowing for easy cancellation or plan changes.

• Agreement Acceptance: Users accept the Customer Software Agreement by registering or using the service. Updates to the agreement are communicated, and users have 30 days to reject changes by written notice; continued use implies acceptance.

• Cancellation: Customers can cancel services by contacting CollaborateMD. Upon termination, accounts may be deactivated and data deleted unless otherwise arranged.

• Data Export Upon Cancellation: Customers can request professional services to export their data securely before termination.

• Audit Rights: CollaborateMD may audit usage to ensure compliance with license terms. If usage exceeds paid limits, fees may be adjusted retroactively.

• Suspension Rights: CollaborateMD may suspend services for non-payment, operational reasons, or to prevent damage or unauthorized use.

CollaborateMD is designed to meet key healthcare compliance standards, ensuring secure and lawful operation:

• HIPAA Compliance: Fully adheres to the Health Insurance Portability and Accountability Act (HIPAA), protecting patient health information through encryption, access controls, and secure data storage.

• ICD-10 Compliance: Supports accurate coding and billing aligned with the International Classification of Diseases (ICD-10) standards.

• CMS Guidelines: Follows Centers for Medicare & Medicaid Services (CMS) regulations for claim submission and billing practices.

• HITECH Act: Ensures electronic health information is handled securely and responsibly.

• Audit-Ready Features: Includes claim scrubbing, automated compliance checks, and internal monitoring tools to prevent fraud and billing errors.

These standards help practices avoid penalties, maintain patient trust, and ensure operational integrity.