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

  • Updated on Sep 1, 2026
  • Published on Aug 4, 2026
  • 6 minute(s) read
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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

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 Vendor
If 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 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

  • 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 Account
Removing 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 shouldapprove 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.

Pending account release requests are available to the vendor through their account management tools.

Vendor Approval Is Required
Submitting 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
  • Providing a payment method
  • Confirming the account's billing information
The Existing Account Is Retained
Taking 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.
  5. Click Save Vendor Settings to initiate the transfer.
    Note, the new Vendor must approve of the transfer on their account.
Enter the Vendor Name Exactly
The 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 Method
For 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 Different
A 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.

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

Administrative Users Only
Only 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

  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 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 Only
Creating 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.

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