The Clinical/Demographic Search Report gives ICANotes users the ability to create and export a robust variety of demographic information about their patients. This article will guide you through the steps of accessing and running a Clinical/Demographic report and will conclude with the export options available for use, as well as tips and tricks for frequently asked questions.
Start by clicking into the Reports dropdown menu from the top-left corner of the program, then select Clinical/Demographic Search.
When you first launch into the report, the Patient Status filter will be pre-set to Active. Clicking the Search button at this point would return a listing of all charts whose status is set to Active.
Use the features at the top of the report to fine-tune your results. For example, to search for patients within a particular age range, you would use the ‘Age’ box in the Age/DOB field. Or to search for charts assigned to a specific clinician, you can select the name from the Assigned Clinician dropdown.
Before clicking the Search button to run your report, it’s a good idea to show results for each search criteria in sortable columns. Locate this option in the radio buttons just above the results display, highlighted below in yellow:
Closer detail:
When this box is checked, each field being filtered (such as assigned clinician, veteran status, diagnoses, etc) will display results in its own sortable column.
For example:
Say you need to produce a report for all patients under the age of 18 whose insurance payer is Blue Cross
With the Patient Status left at the default option of ‘Active’, I set the Age search to <18 (less than 18) and typed ‘Blue Cross’ into the Insurance field. With the radio button to show results of search criteria in sortable columns set to Yes, I can then click to Search and find all patients within those parameters.
The Age and Insurer fields display in their own sortable columns with the search results.
You can search on any of the following fields within the Clinical/Demographic report:
Patient Status
Patient Name
Gender
Age: specific or range
DOB: specific or range
SSN
Patient ID
Veteran
Disability:
City
State/Zip
County/Parish
Religion
Ethnicity
Income/Family Size
Native American
Insurance Payer & primacy: Type an insurer name and set primacy to 1 (primary), 2 (secondary), or 3 (tertiary)
Primary Clinician
Assigned Clinician
Outpatient Therapist
Current Meds
Diagnoses
Tribal Affiliation
Admission Date: search by date range
Discharge Date: search by date range
Site of Last Exam: the site location of the last note
Date of Last Exam: search by date or date range
Referring Provider
Referred for Services by
Reviewed Demographics
Adverse Drug Reaction
Comm. Preference
Self-Pay/Frozen Account
Where Seen
Room Number
MCM Authorization
Homeless
Deceased
Test Name/Results
Immunizations & Screening
These fields will set the initial requirements for your search. Additional information can be exported based on the search results.
Exporting the Clinical/Demographic Report
Once your Clinical/Demographic report has been generated, you can export the report with additional patient data by clicking Export.
The Export Settings window gives you the option of selecting types or categories of information, or you can individually check which data points to include in the exported report.
In the Select Export Information section, you can choose types or categories of information, such as Basic Info (each field in the first two columns on the right), Patient Accounts (all fields from Patient Account ID to Self-Pay in the third column to the right), and more.
Otherwise, you can select fields individually for a fully customized report. Use the Patient Info, Contact Info, and Insurance Info buttons to toggle between options:
Patient Info
Contact Info
Insurance Info
In the bottom-left corner of the Export Settings window, you have the option to save search settings. This can be very useful if you need to run the same type of report on a recurring basis.
Rather than checking export settings each time you run the report, instead you can make your selections once, then click the blue + icon.
Give your search a name and then click to Save. Next, you’ll be prompted to confirm the settings will be defaulted for the specific report. Click Yes or No to continue.
Your report settings are now saved. To run the same report again you need only click the name of your custom report to automatically select the specified criteria.
By default, the saved report will only be visible to you. However, you may share the saved report settings with others by clicking the Shared checkbox (next to Default). You’ll receive a prompt asking you to confirm you want to share the chosen report with all other users in your group.
Click to Export.
Following a brief progress screen, you’ll receive a prompt informing you the exported file has been queued and will be available to pick up from the ICANotes Documents Site (or Upload Site) within about a minute.
In your web browser, navigate to https://upload.icanotes.com and login with your ICANotes credentials. Please note: It will not impact your session to login to the Documents Site while you are also logged into the ICANotes program.
Locate Exports from the navigation menu to the left of the site. The title of the exported report will be Clinical/Demographic Selected Export. Click to download the report in either Excel or CSV format.
The exported file will contain the selected data points for the patients found within the search in the Clinical/Demographic report.
Tips & Tricks
More Custom Exports
Additional custom export types can be found at the bottom of the Export Settings window.
Standard: Will export default Clinical/Demographic data and ignore any selected settings.
Address: Will export patient address information and ignore any selected settings.
Full: Will export all Clinical/Demographic data, ignoring any selected settings.
Make All Charts Active, Inactive, or Pending
The Clinical/Demographic Search Report makes it easy to quickly change the chart status of multiple charts to active, inactive, or pending. Use the filters at the top of the report to fine-tune your options, then after searching, click the Make Inactive, Make Active, or Make Pending buttons. All charts within the found set will subsequently change status to inactive, active, or pending with just one or two clicks.
Referral Report
To generate a listing of all patients with no referred services, click the Referral Report button near the top center of the report screen.
You’ll receive a prompt asking, Would you like to include a list of patients with no referred services?
Click Yes, then you’ll see the Print Preview window for the Referral Report. Click Done or Continue, or Print to send the report to your printer.
Admission Report
To generate a listing of all patients by admission start and/or end date, click the Admission Report button near the top center of the report screen.
You can search by a date range of Admission dates, as well as a date range of Discharge Dates, as needed. Click Search to see your results, then Print or Export as necessary.
For more assistance with the Clinical/Demographic report, please reach out to Support at (443) 569-8778, or chat with us online at https://www.icanotes.com.