CollaborateMD medical billing and RCM support for practices and facilities
We work inside your CollaborateMD account under named logins you create, after a BAA is signed. We review charges, clear held claims, post remittances, and work denials and A/R.
Written by Salman Saeed, CEO and Co-Founder · Reviewed by a Certified Medical Coder · Last reviewed October 2026In short: we step into the billing queues of your CollaborateMD account with our own named, two-step logins. The vendor owns its clearinghouse, so claims go out from inside the platform. We claim no partnership with CollaborateMD.
What is CollaborateMD and who is it built for?
CollaborateMD is cloud-based practice management and medical billing software. The vendor's about page says it has offered this software since 1999, and that it is part of the EverHealth family, which includes DrChrono by EverHealth. See our DrChrono page if your group also runs that system.
The about page names medical practices, ambulatory surgery centers, billing companies and laboratory and diagnostic facilities as its customers. The home page describes billing-first workflows and a built-in clearinghouse, not a clinical charting product, so charts and notes live in whichever EHR you use. The vendor calls itself EHR agnostic and says standard and custom HL7 interfaces connect with EHR platforms including Practice Fusion, Nexus Clinical and Alleva. As with AdvancedMD or Tebra, a coding error made at charge entry travels to the claim.
| Name on the vendor's site | What the vendor says | Why it matters for billing |
|---|---|---|
| Medical billing | Electronic claim submission, claim scrubbing, denial management and reporting | This is the work area where our queues sit |
| Built-in clearinghouse | Claims, ERAs and eligibility requests sent from inside the platform | No separate clearinghouse login to set up |
| Universal Import | AI-powered import of patient and claim data from any EHR | Data mapping on import is a check point |
| Lab interfaces | Direct interfaces with Quest Diagnostics, LabCorp and LabDAQ | Lab charges arrive without hand entry |
| Patient payments | Statements, responsibility estimates and payment plans | Patient balances sit in the same system |
How do claims move from CollaborateMD to the payer?
Claims go out through the clearinghouse that CollaborateMD owns, so there is no third-party clearinghouse between the software and the payer. The vendor's clearinghouse page says: "Unlike other vendors, we own the clearinghouse."
The vendor lists Level 2 claim edits that include CCI, NCD/LCD, LMRP and modifier checks.
A payer can still deny a claim that passed every edit, so we read every returned claim.
The pricing page lists "Claim Scrubbing (Level 2 Claim Edits) and Claim Follow-up" under the Optimize plan. We ask which plan your account is on.
Electronic payments come back as an X12 835 ERA. The vendor lists ERA auto-posting that flags discrepancies and underpayments for review.
Does CollaborateMD handle UB-04 and CMS-1500 claims?
Yes, per the vendor. Its pricing page says professional billing uses the CMS-1500, and institutional billing on the UB-04 covers facility-based services such as hospitals and ASCs.
CMS Medicare Claims Processing Manual chapter 25 says the Form CMS-1450, also known as the UB-04, is a uniform institutional provider bill. Chapter 26 says providers sending professional and supplier claims to Medicare on paper must use Form CMS-1500.
For a facility account we check which claim type each encounter produces, then bill type, revenue codes and patient status. Our hospital and facility billing page covers that scope.
What access does a billing partner need in CollaborateMD?
We need named user accounts that your administrator creates, limited to the billing work we do. The vendor's billing company page lists role-based user permissions, and its pricing page says unlimited users are included, so a user for each of our team members is not a license question on the vendor's pricing page.
Our security page lists how we protect data.
What do we do inside CollaborateMD?
We work the revenue cycle queues in your account. Typical tasks:
- Review charges and codes as they arrive from your EHR, a lab interface or an import
- Clear claims held by scrubbing edits so claims go out within 24 hours of charge entry
- Post ERA payments and adjustments, and review flagged exceptions
- Work denials within 48 hours, with the denial reason recorded and a next step set
- Follow up on unpaid claims and send patient statements in the formats your account supports
See denial management and accounts receivable recovery for how that work is organized.
Which CollaborateMD reports matter for denial and A/R tracking?
The vendor says users can view and modify more than 125 reports with drag-and-drop fields, filters and charting. We agree the list at setup.
| What we want to know | What the vendor lists | How we use it |
|---|---|---|
| Clean claims and denial trends | Clean-claim rate, denial trends and days in A/R by client or payer | Find the payer or edit that causes repeat rework |
| Claim status | End-to-end claim lifecycle tracking | Keep unpaid claims on a follow-up list |
| Charge lag and A/R aging | Custom report builder and dashboards | Build charge lag and A/R aging by payer to the purpose we agree |
The last row is a report we build to a purpose, not a named vendor report.
What billing checks matter most in CollaborateMD?
We attribute no defects to CollaborateMD. These checks are tied to what the vendor describes.
| Check | Why we run it |
|---|---|
| Universal Import mapping | The vendor says Universal Import needs no manual mapping. We compare a sample of imported charges against the source, because a wrong field on import repeats on every claim. |
| Plan and edit coverage | Level 2 edits appear under the Optimize plan on the pricing page. We confirm which edits are active on your account. |
| Diagnosis pointers | CMS manual chapter 26 describes item 24E on the CMS-1500 as the diagnosis code reference for each service line. We check the pointer against the diagnosis list. |
| ERA exceptions | The vendor says discrepancies and underpayments are flagged for review. We work that list against the payer contract and the CARC and RARC codes on the 835. |
How we handle billing in CollaborateMD
You keep the account, the data and the payer relationships. We work in your account under named logins and a signed BAA, on the queues you assign, and we have no partnership with CollaborateMD or EverHealth. See medical billing services for the full scope, the EHR systems hub for other systems and our guide to choosing a billing partner. When you are ready, book a call.
- CollaborateMD home page · CollaborateMD
- CollaborateMD about us · CollaborateMD
- CollaborateMD medical billing solutions · CollaborateMD
- CollaborateMD built-in clearinghouse · CollaborateMD
- CollaborateMD revenue cycle management · CollaborateMD
- CollaborateMD medical billing companies · CollaborateMD
- CollaborateMD pricing and FAQs · CollaborateMD
- Medicare Claims Processing Manual, chapter 25 · CMS
- Medicare Claims Processing Manual, chapter 26 · CMS
We check every rule, code and deadline against the official source. See our editorial policy.
Common questions
Straight answers from the team that does the work.
Ask a billing lead directly. A 20-minute call, Monday to Friday, 9am to 5pm Eastern.
01Can an outside billing company work inside CollaborateMD?
Yes, if your organization creates accounts for them. The vendor lists role-based user permissions, and your administrator adds a named user for each person after a BAA is signed. Logins use two-step login and nobody shares credentials. We have no partnership with CollaborateMD.
02What access does a billing partner need in CollaborateMD?
A named user account for each team member, limited to billing work, created by your administrator after the BAA is signed. We also need your plan, the EHR that feeds charges and any payer portals outside the platform. Scope and reporting are agreed at setup.
03Which CollaborateMD reports matter for denial and A/R tracking?
The vendor lists clean-claim rate, denial trends and days in A/R by client or payer among more than 125 reports. We pick reports by purpose, such as denial trends, A/R aging by payer and payment variance, and agree the list at setup.
04How do claims move from CollaborateMD to the clearinghouse and payer?
The vendor says it owns its clearinghouse, so claims, ERAs and eligibility requests go out from inside the platform with no third-party clearinghouse. Claims pass its edits, then go to the payer, and acceptance or rejection shows in real time.
05How does CollaborateMD post ERA and 835 remittances?
The vendor lists ERA auto-posting with exception handling, which flags discrepancies and underpayments for review. Payments come back as an X12 835. We work the flagged exceptions against the payer contract and the CARC and RARC codes, then follow up on short payments.
06What billing mistakes are common in CollaborateMD (charge capture, modifiers, demographics)?
We name no defects in the software. We check for wrong fields on imported charges, missing modifiers, wrong diagnosis pointers and demographic errors found at eligibility. We also confirm which claim edits are active on your account, since the vendor ties Level 2 edits to a plan.
07Is CollaborateMD data safe with an offsite billing team under a BAA?
We sign a BAA with every client before any patient data is shared. Our staff have HIPAA training and NDAs, every system login uses two-step login, backups are encrypted and a compliance officer oversees it. You control who gets a named account.
08Does CollaborateMD handle institutional UB-04 claims or only professional claims?
Per the vendor's pricing page, it supports professional billing on the CMS-1500 and institutional billing on the UB-04 for facility services such as hospitals and ASCs. Confirm which claim types your own account produces. Our hospital and facility billing page covers UB-04 checks.
09How do we track out-of-network claims and appeals in CollaborateMD?
We track out-of-network claims on a separate worklist with deadlines, using the claim status and denial reports. Our out-of-network billing and IDR page explains the open negotiation and federal IDR steps.
10How long does it take to move billing to a new vendor while staying on CollaborateMD?
You keep the same account, so no data migration is needed. The work is the BAA, named access setup and agreeing which queues we take over from your staff. Scope and reporting are agreed at setup, including who handles which payers.
11Can a billing vendor connect CollaborateMD to our existing clearinghouse and payer portals?
The vendor says claim submission, ERA retrieval and eligibility run through its own clearinghouse, so there is no separate clearinghouse to connect for those. Payer portals outside the platform, such as prior authorization or appeal portals, we access with named logins that you approve.
12What does outsourcing billing cost for a CollaborateMD practice or facility?
Our fee depends on your collections and scope, and the figures are on our pricing page. Your CollaborateMD plan and fees are a separate contract between you and the vendor. We do not quote the vendor's rates, so ask CollaborateMD for a current quote.
Running CollaborateMD? Talk to us.
A 20-minute call about your payers, volume and setup. Monday to Friday, 9am to 5pm Eastern.