Follow these instructions to upload documents from your local computer into a patient's chart in ICANotes.
1. Open your web browser and navigate to the following location: https://upload.icanotes.com
Note: If you receive this error, please clear your cache and cookies. Instructions on how to do so can be found here.
2. Log in with your regular ICANotes username and password.
3. When logged in, you may enter the patient's name or ID number, or click on the “A-Z” link on the lower right. Note that documents older than three (3) years can be viewed from the Documents tab in ICANotes or at backup.icanotes.com.
4. After locating the correct patient, click on the patient's name to display the Upload a document column.
5. Choose the folder where you want to store the file from the dropdown list (Category).
6. Ensure you have “allow group to view” checked if you want others to be able to view the document.
7. Date received is an optional field.
8. If you wish, enter a short description under ”Description” (optional).
9. Locate and select the scanned document on your local computer. You are able to upload more than one file for the same patient under the same category.
Uploaded documents must be one of the following file types:
- JPG
- PNG
- GIF
- TXT
- XML
- HL7
- DOC
- DOCX
- XLS
- XLSX
10. If you are uploading only one file, you can check this field if you want the patient to see from his/her patient portal.
11. Click the button.
12. Please be patient, larger files may take a minute or two to finish.
13. You will then see a status message, such as "RecordsReleaseAuthorization.pdf was successfully uploaded to Doe, Alice" when the upload is complete.
14. If you accidentally upload an incorrect file, locate the file in the middle column under the folder it was uploaded to. Use the icon to delete the file. You may use the Pencil icon to edit the file name or move it to a different folder.
15. Uploaded documents are located under the "Documents" tab on the patient's Chart Face.
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Notes, evaluations, clinical summaries, and treatment plans compiled in ICANotes are automatically sent to the Upload Site in PDF form, with the exception of documents older than three years. Documents older than three years can be found on the Backup Site, available at https://backup.icanotes.com and accessed in the same way as the regular uploads site.
For more information about the backup site, please visit this knowledge article!
To locate these notes, use the same method outlined in steps 1 through 4 above to log in to the Upload Site and find the patient, then follow these instructions:
The patient's documents are listed under various categories in the middle column.
These categories contain both uploaded documents and automatically created notes. Notes are automatically sent to the "Patient Records" category, so if you are looking for a note, try that category. Clicking on the category in blue will expand a list of documents under that category.
Expanding that list brings up options for each document.
The trash can icon allows you to delete the document from the Upload Site as well as the Documents tab on the patient's Chart Face.
The Edit icon allows you to edit the category and title of the document.
The download icon opens the document in your web browser. From the browser view, you may print the document or save it to your local machine. You may also right click on the icon and select "Save Link As" to save the document.
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If you are unable to access the Upload Site, please close your web browser, reboot your machine, and try again, or try a different browser. If you are still unable to get in, please call ICANotes Support at 443-569-8778.