General Reports

General ICANotes Reports are accessible from the Reports dropdown menu.

NEW/ALL PATIENT RECORDS

This report is accessible from the Reports dropdown menu. The Patient Records report is used to:

•  - shows all active and inactive charts that exist in the practice/facility.
•  - shows all new patient charts created between the range of dates specified.

This report can be filtered by Patient Name, Unique ID, Last Exam Date, Clinician and Status by using the up and down arrows  next to each header.

The results also show Date of Current Illness, Referred for Services, Where Seen, Insurance Carrier, and Insurance Carrier 2. The Patient Records report can be printed or exported to Excel. ICANotes users may also use the radio buttons under the Status column to change a patient’s status from Active to Inactive very easily.

PATIENTS SEEN TODAY

This report is accessible from the Reports dropdown menu. You may use this report to generate a daily list of notes created on the date of your choice by all clinicians or by just one clinician at a time.

The results show Patient’s Name/Pt Number, Encounter Date/Note Created, Code, Diagnoses, Location, Clinician, checkboxes which indicate if the note is finished and/or signed, and additional information on the far right about the note creation date/time and signature detail, if applicable.

This report can be printed using the  button or you can print each note represented in this report using the  button.

CALENDAR QUICK VIEW

This report is accessible from the Reports dropdown menu. You may use this report to generate a daily list of appointments for one particular clinician. This is especially useful for clinicians who just want to see a quick list of the patients they have scheduled on a given day without having to go into the Appointment Book.

There are shortcuts to Appointment Book functions here as well. The status of the appointment can be easily edited here, and the user can click on the  button to view the actual appointment or on  to access the patient’s chart. The menu can be used to pull up other clinicians’ appointments. This report can be printed by using the  button.

CLINICIAN REMINDER SHEET

This report is accessible from the Reports dropdown menu. You may use this report to display all the documents that need to be completed or produced by the clinician. Because it is so useful, many groups choose to show this report at Login. A clinician can choose to show this page on Login by checking the  box.

In the first area in the upper left corner, any documents that are due for a patient are displayed. These reminders are based on the rules that are set in Settings & Directories > Group Level Settings & Directories > Rules. The section in the bottom left corner lists notes that have been started but are not compiled and/or have not been signed. The “Chart” button is a shortcut that will take you right to that patient’s chart to access the document for completion. The default range for this section is 7 days but up to a year of documentation can be viewed. Because Form Letters, Clinical Messages, and Custom Forms are typically not critical, they are ignored by default.

The area on the right side lists the clinician’s scheduled appointments for a particular day and whether or not they generated a note for the patient’s visit. This list replicates the Calendar Quick View report.

Group Administrators have access to the  to view all outstanding documentation due by all clinicians in the practice

The  button can be used to remind a clinician of incomplete documentation via an internal message.

CLAIM LOG

This report is accessible from the Reports dropdown menu. The claim log gives a list of previously submitted claims, note type, service charge, and auto post remittance(s). This list can be viewed in the Billing/Productivity Report by clicking the  button.

BILLING REMINDER SHEET

This report is accessible from the Reports dropdown menu. You may use this report to ensure that for each appointment a note has been completed, a claim has been submitted, and a charge has been created. This report is sorted by clinician, with each appointment listed on the left.

Whether a charge has been entered can be easily determined by the color in the middle column; if it is pink there is no activity and if it is green there is a charge. The patient copay information from demographics is displayed in this column. The far right column will show you if the clinician has created the note, compiled the note into a finished document and e-signed the note to make it a legal document. You can also tell if the claim has been electronically submitted.

It is easier for office staff to check in patients and enter charges from this report than from the Appointment Book since the schedule will not have to be reloaded each time. By default, the current date is shown, but a range of up to one month can be displayed. Since Block Outs aren’t billable, they are hidden by default. Showing appointments without a service charge is helpful when there are a lot of appointments listed. This report can be printed or exported as needed.

BILLING/PRODUCTIVITY REPORT

This report is accessible from the Reports dropdown menu and can be used for many different reporting needs.

•  - The expanded version of this report is primarily used as the starting point for printing and submitting claims.
•  - The columns version is great for measuring productivity.
• Any date or range of dates can be searched.
• The note types that are typically billable are selected by default.
• If you want to filter your results by Insurance Payer, use the Insurance Payer drop down menu to filter by the payer from your short list.
• The fields on the bottom left (For eBilling Users Only) are used to filter out services. For example, if you only want to search for claims that are ready to submit, uncheck all the other types. If you want to find all claims where there is a secondary insurance and the primary has been paid, uncheck all the other boxes.
• There are also check boxes to indicate if you want to see Finished Notes and/or Signed Notes in either the expanded or columns report. These checkboxes are helpful for Supervisors who need to locate the notes they need to sign off on, or clinicians who need to locate their unsigned notes. From the columns report, a clinician or supervisor can read the note and electronically sign it right from that page.

PRODUCTIVITY REPORT (COLUMNS)

The Columns version of the B/P report below includes a snippet of the finished note. A clinician or supervisor can read the note and electronically sign it right from this page using the button. This report may be printed or exported to Excel. In addition, you can see a  button next to each entry that will allow you to print that individual note. If you want to print all the notes in this report, use the  button at the top of this report.

BILLING REPORT (EXPANDED)

The Expanded version of the B/P report below has buttons for preparing and submitting claims, and viewing the status of claims you have submitted to the clearinghouse. You may also print claims to paper from this report using the  button next to each encounter. A similar button at the top of this report will allow you to print all claims in this report to paper. Notice the Select buttons next to each entry in the report. You may use the  buttons to select specific claims you want to print to paper or submit to your clearinghouse electronically instead of sending them or printing them all.