What it does
The CRM reads CollaborateMD every 15 minutes while the pull is switched on, and at once when you press "Sync now". Each payment appears on the patient's Account and, when the payment date falls inside one admitted stay, on that Intake Opportunity too. Its source is COLLABMD.
Tip: Only CRM administrators can set this up, on Settings > RCM Settings.
Before you start
- The CollaborateMD connection on RCM Settings is set up and connected, and your CollaborateMD customer number is listed under "CollaborateMD customers".
- In CollaborateMD there is a custom payment report that includes the Credit ID column and also lists unapplied payments. Set its filter to a rolling date range (for example the last 90 days). - Patients are recognised through the patient matching: an Account is linked to its CollaborateMD patient the first time one of its payments is sent to CollaborateMD.
Step 1 - Enter the report in the customer table
In CollaborateMD open the payment report and click "Web Filters". Copy the Report Identifier and the Filter Identifier into the same columns of your customer row in "CollaborateMD customers" on RCM Settings, then press Save at the bottom of that section.
The customer row with the CollaborateMD Report Identifier and Filter Identifier
Step 2 - Choose how payments are recorded and switch the pull on
In "Pull patient payments from CollabMD":
- Transaction Category - Patient payments: the category a pulled patient payment gets (Patient Responsibility by default).
- Transaction Category - Copay payments: a separate category for Copay payments, or "Same as Patient payments".
- Only payments received in the last (days): older payments in the report are ignored (90 by default). Press "Save pull settings" after changing these.
- Flip the "Pull Patient Payments from CollabMD" switch. It saves the moment you flip it - no Save button needed.
If the pull cannot work yet (no connection, no Report Identifier, or no linked patient), the switch flips back to off and says why. The push to CollaborateMD has the same kind of switch in its own section.
The pull settings: the switch (on), both categories and the day limit
Step 3 - Sync now
Press "Sync now" to read the payments immediately (it works even while the switch is off). After up to a minute the result appears next to the button and the page refreshes. Pressing it again never creates the same payment twice: in this example the 4 payments were already in the CRM, so they count as unchanged.
The result of Sync now next to the button and under Last run
Step 4 - Read the pull log
"CollaborateMD pull log" lists every CollaborateMD payment the CRM has seen, newest first, 50 per page. Use Newer / Older to move between pages and the status list to show one status only. Module names (Account, Intake Opportunity, ...) are the ones your CRM uses.
- Created / Updated - the payment is in the CRM (click the CRM payment number). The note says which Intake Opportunity it was filed on, or why it was not.
- Sent from CRM - the payment was taken in the CRM and sent to CollaborateMD, so it is not imported again.
- No linked Account - no CRM Account is linked to that CollaborateMD patient yet. The payment is tried again on every run and is imported as soon as the link exists.
- Deleted in CMD - the payment was deleted in CollaborateMD. A payment that was already in the CRM is kept, with Status VOIDED and "(deleted in CollabMD)" at the end of its title.
- Failed - the CRM could not record it; the note gives the reason.
The pull log: 4 payments created and filed on an Intake Opportunity, 2 waiting for a linked Account
Showing one status only, for example the payments still waiting for a linked Account:
The pull log filtered to "No linked Account"
The push log (payments the CRM sends to CollaborateMD) pages the same way, and Retry stays on every page:
The push log with its status list and pages
Where the payments appear
On the patient's Intake Opportunity, open the Transactions tab:
The Intake Opportunity's Transactions tab with the pulled payments
Each payment shows Source COLLABMD, Payment Id (the CollaborateMD Credit ID), Payment Date, Payment Type, Amount and the Intake Opportunity:
A pulled payment record
The Account's Transactions tab lists all the patient's payments:
The same payments on the patient's Account
How the Intake Opportunity is chosen
A pulled payment is filed on an Intake Opportunity only when exactly one of the Account's admitted (Closed Won) opportunities covers the payment date: admitted on or before that date and not discharged before it. When your customer row lists Treatment Programs, the opportunity's program must be one of them. With no match, or more than one, the payment stays on the Account only and the pull log note says why. A later sync files it as soon as one stay covers it. The CRM never changes an Intake Opportunity that a person set or removed by hand.
Good to know
- A payment corrected in CollaborateMD (amount, date, method, memo) is updated in the CRM on the next sync.
- A pulled payment deleted in the CRM is not brought back.
- Pulled payments count in the Patient Balance like any other payment.
- Untick the switch and press "Save pull settings" to stop the automatic pull.