How do I transition from one EHR to another EHR in Claim.MD?

Scenario 1: Vendor-Owned Accounts (Vendor Access Only to Claim.MD)

This scenario applies when a software vendor owns and pays for the Claim.MD account, and the provider does not have direct user access. Because the account is vendor-controlled, additional coordination is required when transitioning to a new software vendor.

When a provider plans to leave a software vendor, several decisions must be made regarding the existing Claim.MD account. Claim.MD does not determine ownership transfers between vendors and providers; those discussions must occur directly between the parties involved.

1. Establish the effective date of the transition to the new software vendor.
2. Determine whether it is necessary to take ownership of the Claim.MD account previously owned by the vendor.
   1. If you do not want to take ownership of the vendor’s Claim.MD account, notify the current vendor that you intend to transition to another software solution. You may also request that the vendor delete the associated provider records under Provider Enrollment. This releases the provider information so it can be associated with a new Claim.MD account.
      
3. The new vendor must submit a support ticket requesting access to the applicable Claim.MD account. This confirms authorization and prevents unauthorized vendor access.

   No customer action is required for this step beyond notifying the vendor.

Scenario 2: Provider-Owned Accounts (Vendor Has Access to Claim.MD)

This scenario applies when the provider owns and pays for the Claim.MD account, but a vendor has been granted access. Providers can switch vendors while keeping their existing Claim.MD user logins.

Follow the steps below to review the current account information, authorize the new vendor, and complete the transition with Claim.MD Support.

Step 1: Review Current Account Information

1. Log in to Claim.MD.

2. Click Settings in the left navigation menu.

3. Select Account Settings.

4. In the Account Information section, review the Billing System Name currently associated with the account.

   

Step 2: New Vendor Submits Their Request

The new vendor must submit a support ticket requesting access to your account. This confirms authorization and prevents unauthorized vendor access.

No customer action is required for this step beyond notifying the vendor.

Step 3: Submit a Support Ticket to Change Vendors

Because vendors are managed by Claim.MD, vendor changes must be requested through Support.

1. Click Support Tickets in the left navigation menu.

2. Select New Ticket and choose the category Other Issue.

3. In the ticket, clearly state:

   • The name of the current vendor
   • The name of the new vendor you want to use
   • That the new vendor should take over access to the account
   • The requested effective date of the transition

Step 4: Claim.MD Completes the Transition

Once both tickets are received:

• Claim.MD removes or updates the current vendor’s access
• Claim.MD links the new vendor to your account
• Access levels are configured appropriately

You will be notified through the support ticket when the change is complete.

Step 5: Verify the New Billing System

1. Log in to Claim.MD.
2. Click Settings.
3. Select Account Settings.
4. In the Account Information section, confirm that the Billing System Name reflects the new vendor.
5. If the information is incorrect, reply to the existing support ticket for assistance.

Step 6: Verify User Accounts (Optional)

Changing vendors does not affect your existing user logins.

1. From Settings, click Manage Users.
2. Review current users and assigned roles.
3. Add new users or update permissions if needed.

   

4. Save any changes.

Scenario 3: Provider-Owned Accounts (New Account Setup)

This scenario is the simplest transition option and applies when a provider wants to open a new Claim.MD account rather than transferring or modifying an existing account. In this case, the vendor does not need to take any action.

Step 1: Submit a Support Ticket

The provider submits a support ticket requesting the creation of a new Claim.MD account. In the ticket, clearly indicate whether you want to transfer account history from a previous account.

Step 2: Claim.MD Activates the New Account

Once the request is reviewed, Claim.MD Support activates the new account and confirms whether historical data will be transferred based on the provider’s request.

Step 3: Manage Users and Access

After the new account is active, Administrative Users can configure access by navigating to Settings > Manage Users. From there, users can be added, roles assigned, and permissions adjusted as needed.

No vendor coordination is required for this scenario unless the provider later chooses to grant vendor access.