--- title: "How do I transition from one EHR to another EHR in Claim.MD?" slug: "how-do-i-change-from-one-vendor-to-another-in-claimmd" updated: 2026-09-01T21:03:49Z published: 2026-09-01T21:03:49Z canonical: "docs.claim.md/how-do-i-change-from-one-vendor-to-another-in-claimmd" --- > ## Documentation Index > Fetch the complete documentation index at: https://docs.claim.md/llms.txt > Use this file to discover all available pages before exploring further. # How do I transition from one EHR to another EHR in Claim.MD? When changing software vendors, the appropriate process depends on **who currently owns and pays for the Claim.MD account** and whether the provider wants to keep the existing account or establish a new one. Use the scenarios below to determine the appropriate transition process. ## Scenario 1: Taking Ownership of a Vendor-Owned Account ### Step 1: Change or Remove the Current Vendor An **Administrative User** can initiate the vendor change directly from the account's **Vendor Settings**. Administrators can either **enter** **a different vendor** or **remove** the currently assigned vendor. ![Vendor Settings showing options to change or remove the assigned vendor](https://cdn.document360.io/367e6528-88da-4443-9da1-fcdd7e6d4d49/Images/Documentation/image-1774549801398.png) For this scenario, where the provider wants to **separate from the current bill vendor and take ownership of the existing Claim.MD account**, choose the option to **remove the current vendor**. 1. Log in to **Claim.MD** as an Administrative User. 2. Click **Settings** in left menu and select **Vendor Settings**. 3. Select the option to **remove the current vendor**. 4. Review the vendor settings and access information. 5. Click **Save Vendor Settings** to submit the change. Saving the change initiates the vendor release process. The current vendor is then notified that the provider has requested to separate the account from the vendor relationship. Changing to Another VendorIf the provider wants to move directly to another bill vendor instead of taking ownership of the account, **enter** the new vendor rather than removing the current vendor. See [**Scenario 2: Moving From One Bill Vendor to Another Bill Vendor**](/v1/docs/how-do-i-change-from-one-vendor-to-another-in-claimmd#scenario-2-moving-from-one-bill-vendor-to-another-bill-vendor) for the complete transfer process. #### Vendor Access Levels Vendor access determines the level of visibility and interaction the assigned vendor has within the Claim.MD account. Administrators can review the current access level from **Vendor Settings**. ![Vendor Access options in Vendor Settings](https://cdn.document360.io/367e6528-88da-4443-9da1-fcdd7e6d4d49/Images/Documentation/image-1774549832701.png) - **No Access:** The vendor cannot view claim data or participate in support activity. - **Limited Access:** The vendor has restricted visibility and may only access information when explicitly requested by Claim.MD. - **All Support:** The vendor can view support tickets and assist with account-related issues. - **Full Access:** The vendor has full visibility into claim data and account activity. Do Not Close the AccountRemoving the vendor is part of the account release process. The current vendor should **not close the Claim.MD account or place it back into account setup** as a way to release the provider. The vendor **should****approve the pending release request** so ownership can transfer correctly. ### Step 2: Current Vendor Approves the Release The current vendor owner receives an email notifying them of the release request. The vendor must log in to Claim.MD and **approve or deny** the request. ![](https://cdn.document360.io/367e6528-88da-4443-9da1-fcdd7e6d4d49/Images/Documentation/image-1788287883871.png) Pending account release requests are available to the vendor through their account management tools. Vendor Approval Is RequiredSubmitting the release request does not immediately remove the account from the vendor. The current vendor must approve the request before the ownership transition can be completed. ### Step 3: Complete Account Setup as the New Owner Once the vendor approves the release, the provider becomes responsible for the Claim.MD account. The provider will be required to complete account setup, similar to setting up a new Claim.MD account. This includes: - Selecting the appropriate [**Claim.MD plan**](https://www.claim.md/pricing) - Providing a **payment method** - Confirming the account's billing information The Existing Account Is RetainedTaking ownership of a bill-vendor account does **not** create a separate Claim.MD account. The existing account number, account content, and history remain with the account. Only the ownership and billing responsibility change. ### Billing After the Ownership Transfer The provider begins a new billing cycle when they take ownership of the account. **Note:** If the previous vendor prepaid for service, any applicable credit remains with the vendor. The provider does not receive the vendor's prepaid account credit and begins billing under the plan selected during setup. --- ## Scenario 2: Moving From One Bill Vendor to Another Bill Vendor This scenario applies when the provider wants to leave the current bill vendor and move the Claim.MD relationship directly to another software vendor that will own or manage billing for the account. ### Step 1: Locate the New Vendor 1. Log in to **Claim.MD**. 2. Open the account's **Vendor Settings**. 3. Administrators can either **enter a different vendor** or **remove** the currently assigned vendor. 4. In the **Vendor Access** drop-down, select the kind of **access** you want to give the new vendor. ![](https://cdn.document360.io/367e6528-88da-4443-9da1-fcdd7e6d4d49/Images/Documentation/image-1788288150336.png) 5. Click Save **Vendor Settings** to initiate the transfer. Note, the **n****ew Vendor must approve of the transfer** on their account. Enter the Vendor Name ExactlyThe vendor search requires the vendor name to match the name registered in Claim.MD. If the vendor does not appear, verify the spelling and the vendor name being used **before a support ticket is opened by the user for assistance**. ### Step 2: New Vendor Approves the Transfer The new vendor receives a pending account transfer request in Claim.MD. The vendor must review and **approve** the request before the account can be associated with them. Once approved, the account is transferred to the new vendor's billing relationship. Support Ticket Is Not the Primary Transfer MethodFor a standard vendor-to-vendor transfer, use the vendor selection and approval process within Claim.MD. A Support ticket may be needed if the transfer cannot be completed through the available vendor settings or an account-specific issue requires assistance. ### Discount-Based Vendor Relationships Some software vendors are associated with a Claim.MD account but do **not** own or pay for the account. Instead, the provider may receive a discounted Claim.MD rate because of the vendor relationship. If the provider leaves that vendor, the vendor-specific discount may also be removed. The provider continues to own the Claim.MD account but may need to select or continue service under the standard pricing available to the account. Ownership and Vendor Discounts Are DifferentA vendor relationship does not always mean the vendor owns the Claim.MD account. Confirm whether the vendor is the **bill vendor** or whether the provider owns the account and is simply receiving vendor-specific pricing before determining the appropriate transition process. --- ## Scenario 3: Provider-Owned Account Changing Software Vendors This scenario applies when the **provider already owns and pays for the Claim.MD account** and the software vendor does not own the account. Because the provider retains ownership of the Claim.MD account, changing software vendors does not require the provider to surrender the existing account. If the new vendor needs to become the bill vendor, use the vendor transfer process described in [**Scenario 2**](/v1/docs/how-do-i-change-from-one-vendor-to-another-in-claimmd#scenario-2-moving-from-one-bill-vendor-to-another-bill-vendor). ### Review the Current Account 1. Log in to **Claim.MD**. 2. Click **Settings** in the left navigation menu. 3. Select **Account Settings**. 4. Review the **Account Information** section and the billing system currently associated with the account. ![Account Information section of Account Settings](https://cdn.document360.io/367e6528-88da-4443-9da1-fcdd7e6d4d49/Images/Documentation/image-1779467838008.png) Administrative Users OnlyOnly an **Administrative User** can access and update the **Account Settings** page. Non-Administrative Users will need to contact an Administrative User at their organization to review the account information. ### Review User Access Administrative Users should also review the users who currently have access to the Claim.MD account. 1. From **Settings**, click **Manage Users**. 2. Review current users and assigned roles. 3. Add users, remove users, or update permissions as appropriate for the new software relationship.  There may be **vendor associated users** who may need to be **removed**. ![Manage Users page showing current users and assigned roles](https://cdn.document360.io/367e6528-88da-4443-9da1-fcdd7e6d4d49/Images/Documentation/image-1769103368158.png) 4. Save any changes. --- ## Scenario 4: Create a New Claim.MD Account Instead of Transferring the Existing Account A provider may choose to establish a **new Claim.MD account** rather than continue using the account associated with the previous software vendor. This can be useful when the provider wants a clean separation between the previous vendor relationship and the new account. ### Step 1: Create the New Account Set up the new Claim.MD account using the appropriate account and billing information. As part of the setup process, the provider selects the applicable Claim.MD plan and establishes billing for the new account. Review the available [pricing options](https://www.claim.md/pricing) for the different account types. ### Step 2: Request Transfer of ERA Enrollments If applicable, the provider can request that existing **Electronic Remittance Advice (ERA) enrollments** be transferred to the new Claim.MD account. ERA Enrollments OnlyCreating a new Claim.MD account is different from taking ownership of the existing account. Under this option, **ERA enrollments can be transferred**, but the new account remains separate from the previous account and does not represent an ownership transfer of the existing account. ### Step 3: Configure Users and Vendor Access After the new account is active, an Administrative User can configure account access under **Settings > Manage Users** and establish the appropriate relationship with the new software vendor. --- ## Choosing the Correct Transition - **Keep the same account but leave the bill vendor:** Request release from the current vendor and take ownership of the existing account. - **Move directly to another bill vendor:** Search for the new vendor in Vendor Settings and submit the vendor transfer request. - **You already own the account:** Keep the existing Claim.MD account and update the vendor relationship and user access as needed. - **Start with a separate Claim.MD account:** Create a new account and request transfer of applicable ERA enrollments.