Migrating from CollaborateMD

Short answer

A CollaborateMD-to-Medi migration is thirty to forty-five days of operational transition, plus a clearinghouse enrollment window that starts the day you sign. CollaborateMD's built-in clearinghouse is eProviderSolutions (ePS), an EverHealth sibling company — not a neutral third party. Leaving CollaborateMD means leaving ePS, and every payer enrolled through ePS requires fresh transaction enrollment through Stedi, the clearinghouse Medi routes on. That work takes two to six weeks per payer. CollaborateMD exports patient demographics, claim history, and payment records on formal request, but the Customer Software Agreement permits account deletion after termination, so the export request must happen before the account closes. Open denials, in-flight appeals, and unposted ERAs do not leave through any file export. The pattern that protects revenue is forward-only: new claims go into Medi from cutover, legacy claims stay in CollaborateMD for sixty to ninety days of continued A/R work under a documented closeout clause.

Plan for thirty to forty-five days, plus the clearinghouse switch

Per published industry guidance, a clean RCM platform switch takes thirty to forty-five days when enrollment, data transfer, and A/R handoff run in parallel rather than in sequence. Billing companies that compress below twenty-one days routinely lose eight to twelve percent of trailing A/R because aged claims stop being worked while setup consumes all available capacity. CollaborateMD adds a layer most other migrations do not: because its clearinghouse is ePS rather than a neutral party, enrollment relationships live inside the EverHealth ecosystem and do not port to Stedi. Every payer requires new transaction enrollment even where ePS enrollment existed, because ERA routing is bound to the specific clearinghouse receiving the 835 file.

The two non-negotiable contract terms for the CollaborateMD termination arrangement: the outgoing account continues to work all pre-cutover claims for at least sixty days with documented aging reporting, and your billing company retains access to historical records for the two-year minimum HIPAA audit purposes require.

What CollaborateMD actually exports

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

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

What does not come through any 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 beyond those limits. Capterra reviewers flag the per-megabyte model specifically: "still charge per MB to store documents like we are back in the early 2000's." Audit the total document footprint before requesting the export and 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, every 835 ERA, every 270/271 eligibility check runs through ePS. When CollaborateMD transitioned from Change Healthcare to ePS, billing companies that were not notified in time reported unexpected bills because payer agreements were still pointing to the old clearinghouse submitter ID. Clearinghouse enrollment relationships are active agreements tied to specific submitter IDs — 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 specific sequencing risk: submitting Stedi ERA enrollment immediately overrides ePS ERA routing for that payer, stopping 835 files from flowing to CollaborateMD. If legacy claims for that payer are still being worked in CollaborateMD, the closeout team will not receive 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 received their final remittance.

EDI enrollment is the long pole

Enrollment determines cutover readiness, not data migration. A few realities that specifically bite when switching from ePS:

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

Medicare administrative contractors process EDI enrollment forms within fifteen business days. State Medicaid plans tend to run four to eight weeks. The Anthem and Elevance family routes through Availity as their preferred EDI gateway; BCBS varies by state enrollment office. For a billing company with thirty active payers across ten clients, the enrollment workstream 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 that hit day thirty and discover 835 files for their two largest payers are not yet arriving 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. New billing on Medi starts the day after cutover for any encounter after the cutover date. 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 outgoing CollaborateMD account reports A/R aging weekly until legacy claims are either paid or documented for write-off.

The hardest reconciliation category is the payer where ERA routing transferred to Stedi before all legacy claims settled. Any 835 for a legacy claim arriving through Stedi after the ePS override needs to be matched to the CollaborateMD claim record and posted there — not applied against an unrelated Medi claim. Daily reconciliation meetings for the first two weeks catch these before they age.

A practice-by-practice rollout protects everyone

Migrating all client practices simultaneously compresses every enrollment delay and data mapping issue into a single weekend. The shape that survives real-world friction is staggered.

Choose 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 complete weeks before moving the next. Apply what the first cutover revealed: 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.

A book of eight clients moves in six to eight weeks. A book of twenty clients moves in three to four months. Move last: clients with the largest open denial inventory, those where ePS enrollment had unresolved error codes, and those with the most document storage requiring archival before the CollaborateMD account closes.

What does not migrate, and what to do about it

Open-claim follow-up notes do not survive any 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. Per-payer custom scrub rules — CCI, NCD/LCD, LMRP, modifier validations — need 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 tier 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 in read-only mode for new claim creation for that practice
• Confirm Medi has accepted the patient and provider imports and the data is validated
• Confirm payer enrollment for that practice is active in Stedi for at least the top-three payers — active and tested with a successful 837 transmission, not just submitted
• Confirm at least one 835 ERA has been received in Medi for at least one enrolled payer
• Confirm ePS ERA routing has been 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 is less costly than two weeks of claims that route incorrectly or bounce silently.

Frequently asked questions

How long does a CollaborateMD to Medi migration take?

Plan for thirty to forty-five days from contract signing to first production use for a single client practice, with clearinghouse enrollment running the entire time in parallel. A staggered rollout across eight clients typically takes six to eight weeks total. Per industry playbooks, migrations compressed below twenty-one days lose eight to twelve percent of trailing A/R.

Does CollaborateMD use TriZetto or ABILITY Network as its clearinghouse?

Neither. CollaborateMD's built-in clearinghouse is eProviderSolutions (ePS), an EverHealth sibling company. CollaborateMD transitioned from Change Healthcare to ePS; that switch caused disruption for billing companies whose payer agreements were tied to the old submitter ID and were 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 happen 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 at the time of giving notice and get the export in hand before the account closes. There is no guaranteed read-only window in the contract terms.

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; delay ERA cutover until legacy claims for that payer have received 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 is received. Medicaid varies by state and typically runs four to eight weeks. Start both on day one — delayed Medicare or Medicaid enrollment directly affects client cash flow 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 beyond those limits. Before migrating, download every document attached to open appeals, active authorizations, and audit-sensitive claims. Once the account closes, those documents are at risk of deletion under the contract terms. Medi does not storage-cap documentation.

How current is this guide?

Last reviewed 2026-05-18. CollaborateMD's clearinghouse infrastructure, pricing, and contract terms change. Primary sources: CollaborateMD Customer Software Agreement, CollaborateMD pricing, and Stedi enrollment documentation. Industry migration timelines are drawn from the Medical Billers and Coders 30-Day Transition Playbook and CMS Electronic Billing and EDI Transactions guidance. For a full comparison before committing to migration, see Medi vs CollaborateMD and the billing company software evaluation guide. For pricing, visit pricing. For how Medi handles billing company operations, see billing company operations. To talk through the migration, request a demo.