Advanced MD & ICANotes Integration

Advanced MD & ICANotes Integration

AdvancedMD / ICANotes Integration
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Introduction
This guide provides a very high-level overview of the actions needed to generate charts and transmit charges to AdvancedMD from within ICANotes and highlights considerations that users of the integration should be familiar with. It presupposes a basic familiarity with ICANotes functionality. If you are unfamiliar with the concepts presented here, please arrange for a free consultation with our product specialists at https://icanotes.as.me/onboarding.
 
For assistance in performing the tasks detailed in this guide, or for any other general ICANotes usages questions or concerns, please contact our 24/7 Support Team at 443-569-8778 or by email at ticket@icanotes.com, or by live chat at www.icanotes.com. For technical issues pertaining specifically to the integration, such as charges not transmitting, please ask for assistance from the integrations department when you reach out.


High-Level Overview
OUTPATIENT:
  • A chart will be created / updated for a patient in ICANotes with demographic and insurance information which will also create / update a chart for the patient in AdvancedMD;
  • An appointment will be created for this patient in ICANotes;
  • A note will be created for this patient in ICANotes with diagnosis and charges;
  • This note will be linked to the appointment made for the patient previously;
  • The charges, insurance and scheduling for the note will be sent to AdvancedMD via ICANotes’ Billing and Productivity Report;
  • AdvancedMD will update the chart in its system for the patient with the charges, insurance and scheduling for the visit once the charge is approved from the Claim review queue. Once the chart is refreshed in AdvancedMD, the updated data will show.
INPATIENT:
  • A chart will be created / updated for a patient in ICANotes with demographic and insurance information which will also create / update a chart for the patient in
  • AdvancedMD;
  • You have the option to create an appointment for this patient in ICANotes;
  • A note will be created for this patient in ICANotes with diagnosis and charges;
  • This note will be linked to the appointment made for the patient previously should you
  • choose to do so;
  • The charges, insurance, and scheduling for the note will be sent to AdvancedMD via
  • ICANotes’ Billing and Productivity Report;
  • AdvancedMD will update the chart in its system for the patient with the charges, insurance and/or scheduling for the visit pending review from the AdvancedMD Claim Center. Once the chart is refreshed in AdvancedMD, the updated data will show.


Preparing Your Data in AdvancedMD and ICANotes
There are several pieces of data that must be entered in both ICANotes and AdvancedMD for the integration to work properly.
 
  • Provider IDs / Scheduler
  • Facility IDs
  • Service Codes
  • Carrier Codes
  • Diagnosis Codes
 
The following guide will detail where to input this data in both programs.


Set Up Provider IDs / Scheduler
Any time a provider is added to your staff, you must do the following:
In AdvancedMD:
From the Main Menu, select Master Files, then Provider / Groups, then Providers.
 
Fill out the data and collect the code in the location designated below.
 
In ICANotes:
In Settings and Directories, in the Specific to Individual section, Personal Info tab, edit the provider’s profile.
 
 
Make sure: In the Alt #2 Federal Tax ID field, enter the unique clinician ID code assigned to the provider in AdvancedMD that you collected in the prior step. – This is MANDATORY.
 
Enter the NPI of the provider if they have one and fill out the rest of the data as appropriate.
 
Next, we will add the provider to the AdvancedMD Scheduler, using the same clinician ID code as above.
In AdvancedMD:
From the Main Menu, select Master Files, then Appointments, then Scheduler Setup.
 
Create a column for each provider, being sure to assign them the same clinician ID as in the prior steps.
 
SET UP FACILITY IDs
In AdvancedMD:
From the Main Menu, select Master Files, then Facilities.
 
Set up your site and obtain the needed code from the location below:
 
In ICANotes:
In Settings and Directories > Group Level Settings & Directions > Facility Info Tab:
 
Enter the code from the prior step in the Facility Other ID field.
 
 
Ensure that when the provider logs into ICANotes, they select the appropriate working at location in the chart room that corresponds to where they will be seeing patients for the day, as this information will be passed on to AdvancedMD.


SETUP DIAGNOSIS CODES
In Advanced MD:
From the Main Menu, select Master Files, then Diagnosis Codes and then Diagnosis Codes. Input the codes in the areas provided.
 
In ICANotes:
No action is needed. These will already be set up in ICANotes.


CREATING A CHART IN ADVANCED MD
ICANotes is the “Source of Truth” for this integration, which means that data will be entered into ICANotes and then transmitted into AdvancedMD. Therefore, in order to create a Chart in AdvancedMD, one must be created in ICANotes, and it will be sent to AdvancedMD and created
in their system.
 
 
When starting a chart in ICANotes, it is important to fill out the following details:
 
  1. Patient ID (Note: This is NOT automatically generated- due to the way the connection with AdvancedMD works, the person making the chart must input a unique ID no longer than 9 characters in length.)
  2. Patient Gender
  3. Patient Sex
  4. Patient Address
  5. Assign a provider to the chart
  6. Assign a Where seen location to the chart.
  7. (Optional but helpful) Enter patient contact information
  8. (Optional but helpful) Enter Patient ethnicity
  9. (Optional but helpful) Enter Patient race
  10. Hit Insurance Information to go to the next section of the demographics entry.
 
 
  1. Select the insurance for the patient
  2. Enter the insurance Member ID or Policy Number and Group Number
  3. Enter the patient’s relationship to the insured
  4. Enter the Start and end dates of the insurance (NOTE: These dates are MANDATORY. Without them, Insurance information will not be populated into AdvancedMD and users will need to go into that system later and add it.)
  5. Enter the Insured Party’s information if different or hit “copy from patient info”
  6. Enter the Insurance Provider’s information
  7. Hit Save and Go to Chart Face to save the information.
 
At this point, if you go to AdvancedMD you will see a chart has been created for the patient with the demographic and insurance information from ICANotes.
 
 
Please note that if you then update the chart in ICANotes, the changes will not automatically reflect in AdvancedMD. You will need to reload the chart in AdvancedMD to see the changes. Please also note that it may take a few moments for AdvancedMD to refresh the data on the chart, so if you do not see it right away, you will need to check again.


CREATE AN APPOINTMENT IN ICANOTES
Make an appointment for the patient in the ICANotes Calendar. This will be needed for later when a note is created so that the note can be linked to this appointment.
 
 
Note: The appointment you make here will only be sent to AdvancedMD if you link it to a note and submit the note and associated charges to AdvancedMD.


UPDATE A CHART WITH A NOTE IN ICANOTES
When a user makes a note, at a bare minimum, the following data points will be needed in order to make a successful charge to AdvancedMD:
 
 
  1. A diagnosis code must be entered.
  2. A CPT Code for billing purposes must be entered.
  3. In an outpatient setting, the note must be linked to an appointment on the calendar generated by AdvancedMD. When a user attempts to save the note by hitting Save as Progress Note, ICANotes will prompt the user to link that note to one of the appointments already in the scheduler.
 
If the appointment is in the list, the user can simply click “select” to associate the note with a given appointment.
 
 
NOTE: For outpatient, this must be done in order to get an appointment into the AdvancedMD calendar. For inpatient scenarios, this step is optional and if the note is not linked, the appointment will only show in the ICANotes Calendar, but a visit will be sent to AdvancedMD for billing purposes.
OTHER CONSIDERATIONS
AdvancedMD regulates how much data can be sent into the system at any given time (ICANotes does not control this). During their “peak usage time” (defined by them as between 6:00 AM and 6:00 PM Mountain time Monday through Friday) The ICANotes integration engine will automatically throttle the data sent over to AdvancedMD in accordance with their policies.
 
Also, as mentioned previously, it is vital that ICANotes users set up their CPT Codes, Diagnosis Codes, and Insurance Payer ID to mirror the data entered in AdvancedMD for them. This needs to happen any time any of this data is changed on either side, otherwise, if the data is out of sync, charges will fail to go into the AdvancedMD system correctly.

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