CollaborateMD: Kipu EMR + CMD Integration Data Tables

The following tables contain information on the Kipu EMR + CollaborateMD RCM integrated fields including the source of truth for each item. 

Patient Information

Patient demographic information is only transmitted to CollaborateMD when the Send to CollaborateMD button is clicked in the External Apps section of the patient's facesheet. Patient Information is one-directional (from EMR to CollaborateMD), so the EMR will be the source of truth for patient demographic information, and any updates needed should be made in the EMR and sent to CollaborateMD.

Discharged Patients: It's crucial when a patient is discharged and the discharge date is added to the facesheet that the Discharge info is sent to CollaborateMD using the Send to CollaborateMD button. 

EMR Field	CollaborateMD Location/Field	When is the info sent to CollaborateMD?	Source of Truth
Patient ID	N/A	N/A	EMR
MR Number	Patient Data > Patient Visit ID	After clicking the Send to CollaborateMD button.	EMR
Last Name, First, Middle Name	Patient > Profile > Last Name, First Name, Middle Initial	After clicking the Send to CollaborateMD button.	EMR
Date of Birth	Patient > Profile > Date of Birth	After clicking the Send to CollaborateMD button.	EMR
Birth Sex	Patient > Profile > Gender	After clicking the Send to CollaborateMD button.	EMR
Address, City, State, Zip	Patient > Profile > Patient Info > Contact Information > Address, City, State, Zip Code	After clicking the Send to CollaborateMD button.	EMR
Phone	Patient > Profile > Patient Info > Contact Information > Home Phone	After clicking the Send to CollaborateMD button.	EMR
SSN	Patient > Profile > SSN	After clicking the Send to CollaborateMD button.	EMR
Admission Date	Claim > Additional Info > Claim Information > Admission Date	After clicking the Send to CollaborateMD button.	EMR
Discharge/ Transition Date	N/A	After clicking the Send to CollaborateMD button.	EMR
Diagnosis	Claim > Information Codes > Principal Diagnosis, Admitting Diagnosis, and Other Diagnosis	After clicking the Send to CollaborateMD button.	EMR

Insurance Plans

Insurance information is added directly to the Kipu EMR by clicking the Edit Client button on the patient facesheet. The integration for insurance information flows from the EMR to CollaborateMD, which means the EMR is the source of truth for most insurance information unless otherwise specified. This information is then added into two places within CollaborateMD, the Patient and the Claim section, depending on which HL7 message you’re sending. Changes to insurance for existing claims must be updated manually.

• ADT: When transmitting patient demographics, the demographics below will only be updated in one place, the Patient section. This means, existing claims will have to be updated manually. 
• DFT: When transmitting charges, the following demographics will be updated in two places, the Patient and the Claim section. 

EMR Location/Field	CollaborateMD Location/Field	When is the info sent to CollaborateMD?	Source of Truth
Insurance Information > Company	Patient > Profile > Insurance Info > Edit Policy >  Payer	After clicking the Send to CollaborateMD button.	CollaborateMD
Insurance Information > Policy No.	Patient > Profile > Insurance Info > Edit Policy > Member ID	After clicking the Send to CollaborateMD button.	EMR
Insurance Information > Effective Date	Patient > Profile > Insurance Info > Edit Policy > Effective Date	After clicking the Send to CollaborateMD button.	EMR
Insurance Information > Insurance Priority	Patient > Profile > Insurance Info > Edit Policy > Priority	After clicking the Send to CollaborateMD button.	EMR
Insurance Information > Phone	N/A	N/A	CollaborateMD
Insurance Information > Subscriber	Patient > Profile > Insurance Info > Insured Parties > Edit > Last Name, First Name, and MI	After clicking the Send to CollaborateMD button.	EMR
Insurance Information > Relationship	Patient > Profile > Insurance Info > Insured Parties > Edit > Patient Relation to Insured	After clicking the Send to CollaborateMD button.	EMR
Insurance Information > SSN (Subscriber) Auto-populated for Self	N/A if not Self	After clicking the Send to CollaborateMD button.	EMR
Insurance Information > DOB (Subscriber)	Patient > Profile > Insurance Info > Insured Parties > Edit > Date of Birth	After clicking the Send to CollaborateMD button.	EMR
Insurance Information > Gender (Subscriber)	Patient > Profile > Insurance Info > Insured Parties > Edit > Gender	After clicking the Send to CollaborateMD button.	EMR
Insurance Information > Subscriber Address Street, City, Zip, State Auto-populated for Self	Patient > Profile > Insurance Info > Insured Parties > Edit > Address, City, State, and ZIP Code	After clicking the Send to CollaborateMD button.	EMR

Contacts

Contact information can be added. When present in the EMR, guarantor information is included in pushes to CMD.

Guarantor

EMR Location/Field	CollaborateMD Location/Field	When is the info sent to CollaborateMD?	Source of Truth
Patient > Information> Edit > Contacts	Patient > Billing Info > Guarantor	After clicking the Send to CollaborateMD button.	EMR

Authorizations

Authorizations are added directly into the Kipu EMR by clicking the Add Review or Add Service Review button on the patient facesheet. The integration for Authorization information flows from the EMR to CollaborateMD. So the EMR is the source of truth for authorization information unless otherwise specified. This information is then added into two places within CollaborateMD, the Patient and the Claim section, depending on which HL7 message you’re sending.

EMR Location/Field	CollaborateMD Location/Field	When is the info sent to CollaborateMD?	Source of Truth
Patient > Information > Concurrent Reviews > Start Date	Patient > Profile > Insurance Info > Primary, Secondary, or Tertiary Insurance > Authorizations > Edit > Start Date	After clicking the Send to CollaborateMD button.	EMR
Concurrent Reviews > End Date	Patient > Profile > Insurance Info > Primary, Secondary, or Tertiary Insurance > Authorizations > Edit > End Date	After clicking the Send to CollaborateMD button.	EMR
Concurrent Reviews > # of Days	Patient > Profile > Insurance Info > Primary, Secondary, or Tertiary Insurance > Authorizations > Edit > Visits Authorized	After clicking the Send to CollaborateMD button.	EMR
Concurrent Reviews > Auth date (auto-populated with Start Date)	N/A	N/A	EMR
Concurrent Reviews > Authorization #	Patient > Profile > Insurance Info > Primary, Secondary, or Tertiary Payer > Authorizations > Edit > Authorization #	After clicking the Send to CollaborateMD button.	EMR
Concurrent Reviews > Status	N/A	N/A	EMR
Concurrent Reviews > Managed (auto-populated to Yes)	N/A	N/A	EMR
Concurrent Reviews > Level of Care	N/A	N/A	EMR
Concurrent Reviews > Next review	N/A	N/A	EMR
Concurrent Reviews > Days of week (auto-populated from EMR Level of Care configuration)	N/A	N/A	EMR
Concurrent Reviews > Insurance	Patient > Profile > Insurance Info > Primary, Secondary, or Tertiary Payer	After clicking the Send to CollaborateMD button.	EMR

Charges

The majority of charge data that appears on the billing audit tool report is transferred to CollaborateMD. This information is used to create charges in CollaborateMD and allows CMD to automatically create claims. 

Because demographic and authorization information (if required) is transferred with the billing audit tool report transmission, you must make sure the patient's profile is complete in the Kipu EMR before submitting charges to CollaborateMD from the Billing Report. 

Data on the Billing Audit Tool Report	Transmitted to CollaborateMD?	Function
Date of Service	Yes	Appears on the claim see the Charges > Service Date column.
Admit Date	Yes	Only supported for Institutional claims.
Location	Yes	Used to match the patient's Facility between EMR and CollaborateMD.
Insurance	Yes	Used to match the patient's insurance between EMR and CollaborateMD.
Level of Care	No
Codes	No	The Procedure Codes on the Levels of Care, Evaluations & Group Sessions in the EMR are matched to the Procedure Codes in CollaborateMD.
Modifiers	Yes	Modifiers are matched using Payer Rules or they can be assigned manually from the billing audit tool report.  Additionally, they can be added automatically using Situation Modifiers in CollaborateMD or directly from the Claim screen in CollaborateMD. The best practice is to evaluate which method is best for you to help reduce manual entry.
Units	Yes	By default, every charge comes into CollaborateMD with a single unit (1) associated with it, unless you create a Payer Rule or manually update the billing audit tool report in the EMR. In addition, configuring Charge Panels or updating the Codes profile in CollaborateMD can allow you to bill more than a single unit (1) where applicable (uncommon). The best practice is to modify the units in the EMR prior to transmission.
Claim Format	Yes	This field is defined within the Level of Care or the Evaluation or Group Template. It defines the claim format in CollaborateMD and will determine whether the claim will be billed as Institutional or Professional. This is determined within Kipu.
Rendering Provider	Yes	The Rendering Provider configured in the Konnector will be the Rendering Provider sent on most claims. Any charge with a blank Rendering Provider field on the billing audit tool report will automatically use the Konnector Rendering Provider. To bill a different provider as the Rendering Provider, they must be selected as the Rendering Provider on the Template within Kipu or selected on the Billing Report to transmit to CollaborateMD. This is true for both Levels of Care and Ancillary services. If the provider is not present in both places, the charge will not transmit.
Diagnosis Codes	Yes	These are included in the Patient Demographics and will always transfer over. From the billing audit tool report, if applicable, you can reorder and omit selected Diagnosis Codes. However if more than 18 diagnosis codes are present, only the first 18 will be transmitted. Additionally, HL7 transmissions for DG1 segments will treat the date the diagnosis code was added as the start date using the manage diagnosis codes evaluation workflow.
Place of Service	Yes	This field is used to assign the correct Place of Service in CollaborateMD. If not selected, the default POS will be used from the Practice or Codes profile.
Duration Met/Required Duration	No	This field is not mapped as all services come into CollaborateMD with a single unit. Even if the required duration was not met and the charge was sent to CollaborateMD, the service will be mapped with a single unit.
Program	No	Although this field does not transfer to CollaborateMD. Programs can be defined by enabling Billing by Program which can be used for reporting purposes in CollaborateMD.