What changed
The CRM now finds the patient in CollaborateMD by itself, using the Contact on the payment and a short list of matching fields you control. The settings link is now called "RCM Settings" (it was "IQ EMR Settings").
Tip: Only CRM administrators can set this up. The connection and the push switch work as before. Step 1 - Open RCM Settings
Go to Settings and open "RCM Settings" (the settings search finds it too).
The RCM Settings link in the Settings menu
Step 2 - Tell the CRM which CollaborateMD customer you are
In "CollaborateMD customers" press "Load customers from CollaborateMD": the customer numbers your credentials can see are offered in the Customer number box. Pick yours - the name fills in. If you bill under several customer numbers, add one row per customer and choose the Treatment Programs each one bills for; leave the programs empty for "all programs". The push cannot be switched on until at least one customer is listed.
The CollaborateMD customers block with one customer mapped
Step 3 - Check the patient matching fields
"Patient matching fields" lists which Contact fields identify the patient: First name, Last name, Date of birth and Member ID by default. Add, remove or replace fields (for example Social Security Number) to suit how your team enters data, then press Save.
- CollaborateMD can search by First name + Last name + Date of birth, by Last name + SSN, or by Date of birth + SSN - one of these combinations must stay in the list. The page tells you if the set cannot search. - Every other field in the list (Member ID, Group ID, phone, email, zip, gender, MRN) is checked against the patient record CollaborateMD returns before the payment is sent.
- Values must match what is entered in CollaborateMD; names are also retried in capitals.
The patient matching fields and the how-it-works instructions
When a payment is not sent
The push log at the bottom of the page explains every stop. Fix the cause and press Retry on that row: - "No patient match: ..." - nobody in CollaborateMD has these details. Correct the Contact (or the CollaborateMD record).
- "Ambiguous patient match: ..." - more than one patient matches. Add a field that tells them apart (for example Member ID) or fix the duplicate in CollaborateMD.
- "Patient lookup not configured: ..." - no customer number listed yet.
- "Patient lookup rejected: Not enough patient data on the Contact ..." - the Contact is missing a required field (usually the date of birth).
- "... did not pass verification: Member ID differs ..." - a patient was found by name and birthday but a checked field disagrees; nothing is sent until it is corrected.
The push log: a matched payment (Sent) and one that could not be matched (Failed)
Good to know
- A successful match is remembered for that Contact, so later payments go straight through. - After correcting a wrong match or changing the matching fields, press "Reset cached links" so every patient is looked up fresh on the next payment.
- A payment is never sent on a guess: no match, more than one match, or a failed check always stops it with the reason in the log.