Overview

ICANotes+ offers part-time clinician subscription plans that include a monthly note limit. This article explains how the note limit works, which notes count toward the limit, what happens as you approach or reach the limit, and what to do if you need to create additional notes.

Monthly Note Limit

Part-time clinicians are limited to a specific number of notes per billing cycle based on their subscription type.

A billing cycle spans one calendar month, starting on your billing date. For example, if your billing date is the 5th, your cycle runs from the 5th of the current month through the 4th of the following month.

The monthly note limit is based on notes assigned to the part-time clinician, not only on notes that the clinician personally created.

For example, if another user creates a note and assigns it to a part-time clinician, that note counts toward the part-time clinician's monthly note limit.

Note Limits

• Part-Time Prescribing Clinician: 100 notes per billing cycle
• Part-Time Non-Prescribing Clinician: 60 notes per billing cycle
• Part-Time Non-Prescribing (Notes Only): 60 notes per billing cycle

A warning appears as you approach your monthly note limit.

How Notes Are Counted

The system counts eligible notes that are assigned to the part-time clinician during the current billing cycle.

The user who creates the note and the clinician the note is assigned to can be different.

For example:

• Clinician A creates a note and assigns it to Clinician B.
• Clinician B is a part-time clinician.
• The note counts toward Clinician B's monthly note limit because it is assigned to Clinician B.

This means that a part-time clinician may reach their monthly note limit even if they personally created fewer notes than the limit.

Similarly, notes that are reassigned to a part-time clinician may contribute to that clinician's monthly note usage.

The subscription note count is based on eligible notes assigned to the part-time clinician, not only notes they created. This count may not match the number of notes displayed in the Dashboard.

Applicable Note Types

The following note types are included in the monthly note count:

• Progress Note
• Case Management
• Complete Evaluation
• Couples/Family Therapy
• Quick Note
• SOAP Note
• ASAM
• Group Therapy Progress Note

Deleted notes are not included in the monthly note count and do not count toward the subscription's note limit.

Notifications

ICANotes+ provides proactive alerts to help part-time clinicians track their usage and avoid disruptions in documentation. 

The warning and alert sections below include screenshots for non-prescribing clinicians, who have a 60-note limit. Prescribing clinicians will see similar warnings when approaching their 100-note limit.

Warning: Approaching Note Limit

For a Part-Time Prescribing Clinician, a warning appears when the clinician reaches 90 eligible assigned notes within the billing cycle.

For a Part-Time Non-Prescribing Clinician, a warning appears when the clinician reaches 50 eligible assigned notes within the billing cycle.

The warning alerts you that you are approaching your monthly note limit.

For non-administrators:

You'll see a message prompting you to contact your practice administrator if an upgrade is necessary. You can also dismiss the warning for the current billing cycle.

For practice administrators:

You'll see a similar warning along with an Upgrade button. Selecting this button navigates to the Account Management tab in Settings, where you can modify the subscription.

Alert: Note Limit Reached

When you reach your monthly note limit, you will no longer be able to create additional notes unless your subscription is upgraded.

For non-administrators:

An alert will inform you that you've reached the note limit. Contact your practice administrator to upgrade to a full-time subscription. If you do not need to exceed the limit, you can close the alert.

For practice administrators:

The alert includes an Upgrade button that links to the Account Management tab in Settings. You can upgrade the subscription or dismiss the alert if no additional notes are needed.

Note Limits Based on Subscription Type

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