Migrating from CollaborateMD

Short answer

For planning, we usually estimate around one business day per practice for the Medi cutover once exports and payer-enrollment inputs are ready, with a clearinghouse enrollment window that opens the day you sign. CollaborateMD's built-in clearinghouse is eProviderSolutions (ePS), an EverHealth sibling, not a neutral third party. Leaving CollaborateMD means leaving ePS: every payer needs fresh transaction enrollment through Stedi, the clearinghouse Medi routes on, and that runs two to six weeks per payer. CollaborateMD exports patient demographics, claim history, and payment records on formal request, but its Customer Software Agreement permits account deletion after termination, so request the export before the account closes. Open denials, in-flight appeals, and unposted ERAs leave through no file export. The pattern that protects revenue is forward-only: new claims go into Medi from cutover, legacy claims stay in CollaborateMD for A/R closeout. Medi migration is free with a 12-month commitment, or $100 per client practice (capped at $3,000) month-to-month. Data export is always free, and there is no early-termination fee. Medi is $20 per client practice per month, with volume pricing available for larger books.

Estimate around a day per practice, plus the clearinghouse switch

As a working estimate, a clean Medi cutover is often around one business day per practice once the CollaborateMD export, provider identifiers, payer inventory, and user list are ready. Enrollment, data transfer, and A/R handoff still run in parallel, so the cutover estimate should not be confused with the whole transition. CollaborateMD adds a layer most migrations do not: its clearinghouse is ePS, not a neutral third party, so enrollment relationships live inside the EverHealth ecosystem and do not port to Stedi. Every payer needs new transaction enrollment even where ePS enrollment existed, because ERA routing is bound to the specific clearinghouse receiving the 835.

Two contract terms are non-negotiable for the CollaborateMD termination. The outgoing account works all pre-cutover claims for at least sixty days with documented aging reporting, and your billing company keeps access to historical records for the two-year minimum HIPAA audits require.

What CollaborateMD actually exports

CollaborateMD's Customer Software Agreement (Section 3.3) requires a formal professional services request for data export; it is not automatic. Section 3.1 permits CollaborateMD to deactivate accounts and delete data after termination, so the export must be requested and received before the account closes.

Exports: patient demographics and insurance coverage, claim records and status history within the export date range, payment records and posted ERA data, and provider identifiers.

Does not export: open-claim follow-up notes, in-flight appeal records and their supporting documents, ePS enrollment relationships, and per-payer scrub-rule customizations.

CollaborateMD caps document storage by tier (75 MB on Starter, 150 MB on Basic, 200 MB on Growth, 250 MB on Unlimited), with overage charges past those limits. Capterra reviewers flag the per-megabyte model directly: "still charge per MB to store documents like we are back in the early 2000's." Audit the total document footprint, then download everything needed for open appeals or audit compliance before the account closes.

Migration planning checklist

The eProviderSolutions to Stedi clearinghouse transition

CollaborateMD's built-in clearinghouse is eProviderSolutions (ePS), an EverHealth sibling to DrChrono. Every 837 submission, 835 ERA, and 270/271 eligibility check runs through ePS. When CollaborateMD moved from Change Healthcare to ePS, billing companies not notified in time saw unexpected bills because payer agreements still pointed at the old submitter ID. Clearinghouse enrollments are active agreements tied to specific submitter IDs, so changing clearinghouses means updating each one individually.

Moving to Stedi requires fresh transaction enrollment for every payer where you need 837 submission, 835 ERA receipt, or 270/271 eligibility. ERA enrollment carries a sequencing risk: submitting Stedi ERA enrollment overrides ePS ERA routing for that payer immediately, stopping 835 files from reaching CollaborateMD. If legacy claims for that payer are still being worked there, the closeout team never gets the ERA. The sequence that works: complete Stedi 837 enrollment first, start submitting new claims through Stedi, and hold ERA cutover until the last open legacy claims for that payer have their final remittance.

EDI enrollment is the long pole

Enrollment determines cutover readiness, not data migration. The realities that bite when switching off ePS:

835 ERA enrollment and 837 claim-submission enrollment are separate at most payers. You can complete 837 enrollment and start submitting claims while ERA enrollment is still pending, but those ERAs come back as paper EOBs that require manual posting. At scale, that backlog outlasts the transition.

Medicare administrative contractors process EDI enrollment forms within fifteen business days. State Medicaid plans run four to eight weeks. The Anthem and Elevance family routes through Availity as its preferred EDI gateway; BCBS varies by state enrollment office. For a billing company with thirty active payers across ten clients, enrollment spans the entire migration calendar.

Start enrollment the day the contract is signed. Submit forms for each top-ten payer by claim volume on day one and track status weekly. The clients who reach day thirty without 835 files from their two largest payers are the ones who treated enrollment as a week-two task.

Parallel-run plan

The legacy A/R closeout and the forward-only Medi cutover run alongside each other for two weeks at minimum. Medi takes any encounter dated after cutover; CollaborateMD stays active for pre-cutover claims, receiving ERAs through ePS for sixty to ninety days. Both systems post ERAs for the first two to three weeks so totals reconcile by payer, day by day. The CollaborateMD account reports A/R aging weekly until legacy claims are paid or documented for write-off.

The hardest reconciliation category is the payer whose ERA routing moved to Stedi before all its legacy claims settled. Any 835 for a legacy claim that arrives through Stedi after the ePS override has to be matched to the CollaborateMD claim record and posted there, not applied against an unrelated Medi claim. Daily reconciliation for the first two weeks catches these before they age.

A practice-by-practice rollout protects everyone

Migrating every client practice at once compresses every enrollment delay and data-mapping issue into a single weekend. A staggered rollout survives real-world friction.

Pick the smallest client with the cleanest payer mix and the fewest active denials for cutover one. Run that practice end-to-end in Medi for two full weeks before moving the next, and apply what the first cutover taught: the payer that took four weeks to enroll, the posting preset that needed a different write-off code, the ePS enrollment that required a manual agreement-form update before Stedi could take over.

For a ready book, around a day per practice is a reasonable cutover estimate. Move last the clients with the largest open denial inventory, those whose ePS enrollment had unresolved error codes, and those with the most document storage to archive before the CollaborateMD account closes.

Migration cost and commitment

Medi publishes its migration pricing.

• Migration is free with a 12-month commitment.
• On month-to-month: a one-time $100 per client practice, capped at $3,000 regardless of book size.
• Data export is always free in standard formats. No practice's data is ever locked in.
• There is no early-termination fee. The annual commitment is the only lock-in.

Medi's platform fee is $20 per client practice per month, with volume pricing available. There is no per-provider fee and no contract required. EDI usage is unchanged from Medi's published rate card.

The real cost lives in the parallel work, not the Medi cutover. The enrollment window, the parallel-run period, and A/R closeout staffing are the budget line items worth planning.

What does not migrate, and what to do about it

Open-claim follow-up notes survive no export. For every claim still open at cutover (denied, appealed, in follow-up, or awaiting remittance), copy the working notes into a handoff document that stays with the legacy A/R closeout team.

In-flight appeals do not migrate. Document each open appeal with the payer reference number, submission date, appeal level, the CARC and RARC codes from the original denial, supporting documentation, and next-action date. Payer deadlines do not pause for a migration.

ePS clearinghouse enrollments do not transfer, and per-payer custom scrub rules (CCI, NCD/LCD, LMRP, modifier validations) have to be rebuilt in Medi. Document the rules that matter most and plan implementation time for each before that client's cutover.

Documents at or beyond CollaborateMD's storage cap risk deletion when the account closes. Download everything needed for open appeals and audit compliance before giving notice.

What absolutely must move

• Patient demographics, all insurance coverages, payer IDs, group numbers, subscriber information, authorization records, and active coverage periods
• Provider NPIs, taxonomy codes, state license numbers, and billing identifiers including group NPIs and tax IDs
• A documented inventory of every ePS payer enrollment that needs to be rebuilt through Stedi
• User roles and practice-level access permissions, with documentation of which staff are restricted to which client practices
• Custom fee schedules where they differ from Medicare allowables, and per-payer write-off thresholds that affect posting logic
• The last twenty-four months of paid claims, posted payments, and ERA records for reporting continuity

Day-zero cutover checklist

The day a client's cutover happens:

• Confirm CollaborateMD is read-only for new claim creation for that practice
• Confirm Medi has accepted the patient and provider imports and the data is validated
• Confirm Stedi enrollment for that practice is active for at least the top-three payers, tested with a successful 837 transmission, not just submitted
• Confirm at least one 835 ERA has arrived in Medi for at least one enrolled payer
• Confirm ePS ERA routing is scheduled for cutover for each payer where Stedi ERA enrollment is now active
• Confirm the document archive is complete and stored outside CollaborateMD for anything needed in open appeals or audit compliance
• Notify the practice, the denial lead, and payer-facing staff that CollaborateMD is read-only for new work and Medi is live

Do not cut over if the top payers are still pending enrollment confirmation. A one-week delay costs less than two weeks of claims that route wrong or bounce silently.

Frequently asked questions

How long does a CollaborateMD to Medi migration take?

Use around one business day per client practice as the Medi cutover estimate once exports and payer-enrollment inputs are ready, with clearinghouse enrollment running in parallel. The A/R risk comes from unmanaged legacy claims, not from a fast Medi go-live.

Does CollaborateMD use TriZetto or ABILITY Network as its clearinghouse?

Neither. CollaborateMD's built-in clearinghouse is eProviderSolutions (ePS), an EverHealth sibling. CollaborateMD moved from Change Healthcare to ePS, and that switch disrupted billing companies whose payer agreements were tied to the old submitter ID and not updated in time. The same risk pattern applies on the way out. Medi routes through Stedi, documented at stedi.com.

Can we export our claim history before closing the CollaborateMD account?

Yes, but the request must come before the account closes. CollaborateMD's Customer Software Agreement requires a formal professional services export request, and Section 3.1 permits the company to delete account data after termination. Submit the export request when you give notice and get it in hand before the account closes. The contract terms guarantee no read-only window.

What happens to our ePS clearinghouse enrollments when we switch?

They stay with ePS. Clearinghouse enrollments are tied to the originating clearinghouse's submitter ID and do not transfer. Every payer-level enrollment (837 submission, 835 ERA, 270/271 eligibility) requires fresh transaction enrollment through Stedi. For ERA routing, submitting the Stedi enrollment overrides ePS routing immediately, so delay ERA cutover until legacy claims for that payer have their final remittance.

Do we have to re-enroll with Medicare and Medicaid when switching to Stedi?

Yes. Medicare EDI enrollment forms process within fifteen business days at the relevant MAC once the completed form arrives. Medicaid varies by state and typically runs four to eight weeks. Start both on day one; delayed Medicare or Medicaid enrollment hits client cash flow directly during the transition.

What happens with document storage during the migration?

CollaborateMD caps document storage at 75 MB on Starter, 150 MB on Basic, 200 MB on Growth, and 250 MB on Unlimited, with overage charges past those limits. Before migrating, download every document attached to open appeals, active authorizations, and audit-sensitive claims, because the contract puts them at risk of deletion once the account closes. Medi does not cap document storage.

What does Medi charge for migration and what is the platform fee?

Migration is free with a 12-month commitment. On month-to-month, the fee is $100 per client practice, capped at $3,000. Data export is always free in standard formats, and there is no early-termination fee.

The platform fee is $20 per client practice per month, with volume pricing available. There is no per-provider fee and no contract required. For current details, see Medi pricing.

How current is this guide?

Last reviewed 2026-06-07. CollaborateMD's clearinghouse infrastructure, pricing, and contract terms change. Primary sources: CollaborateMD Customer Software Agreement, CollaborateMD pricing, and Stedi enrollment documentation. Transition-risk benchmarks draw from the Medical Billers and Coders 30-Day Transition Playbook and payer-enrollment constraints from CMS Electronic Billing and EDI Transactions guidance. For a full comparison before committing, see Medi vs CollaborateMD and the billing company software evaluation guide. For how Medi handles billing company operations, see billing company operations. To talk through the migration, request a demo.