The Billing Worklist provides a centralized view to manage appointments and encounters throughout the billing lifecycle in ICANotes+. It helps billing and administrative staff identify items that need attention, take action on unbilled encounters, and review previously billed encounters.

From the Billing Worklist, you can:

• Monitor appointments without notes to prevent documentation-related billing delays

• Review and process unbilled encounters by marking them as billed or submitting claims

• Track billed encounters and perform follow-up actions such as creating rebills or secondary claims

By using the Billing Worklist, you can streamline billing workflows, reduce missed charges, and maintain better visibility into the status of your encounters from documentation through billing.

Open the Billing Worklist

1. From the left navigation, select Dashboard.

2. Select Billing Worklist at the top of the page.

3. Select one of the following tabs:
   

1. Appointments without Notes
   

2. Unbilled Encounters (Appears selected by default)
   

3. Billed Encounters
   

Appointments without Notes

Use this tab to find appointments that do not yet have associated notes.

• Appointment – Shows the appointment date.

• Location – Shows the site or location where the appointment is scheduled.

• Rendering Provider – Shows the provider assigned to the appointment.

• Client – Shows the client’s name.

• Client Status – Shows the client’s current status (for example, Active or Inactive).

• Time – Shows the scheduled time of the appointment.

• Appt Type – Shows the type of appointment (for example, New Appointment, Follow up, etc.).

• Appt Status – Shows the current status of the appointment (for example, Scheduled or Completed).

• Payer – Shows the insurance payer associated with the client.

• Member ID – Shows the client’s member ID with the payer.

• Payer ID – Shows the payer’s identification number used for claims.
  

Use this list to follow up on missing documentation before encounters move to billing.

• Click Export CSV to download the list.

Unbilled Encounters

Use this tab to manage encounters that are ready for billing but have not been billed yet.

1. Go to Dashboard > Billing Worklist.

2. Select Unbilled Encounters.

• Encounter – Shows the encounter date.

• Location – Shows the site or location where the service was provided.

• Rendering Provider – Shows the provider who performed the service.

• Client – Shows the client’s name.

• Chart ID – Shows the client’s chart ID.

• Client Status – Shows the client’s current status (for example, Active or Inactive).

• Time – Shows the time of the appointment or encounter.

• Session Length – Shows the duration of the session.

• Appt Type – Shows the type of appointment (for example, New Appointment, Follow up, etc.).

• Appt Status – Shows the current status of the appointment (for example, Scheduled or Completed).

• Note Type – Shows the type of note used for the encounter. (for example, Progress Note, Complete Evaluation, and so forth).

• Note Status – Shows the current status of the note (for example, In Progress, Finished, or Signed).

• Telehealth – Indicates whether the encounter was conducted via telehealth.

• Diagnosis – Shows the diagnosis associated with the encounter.

• Tot Charge – Shows the total charge for the encounter.

• Tot Client Bal – Shows the total amount the client still owes.

• Tot Client Paid – Shows the total amount the client has paid.

• Tot Ins Bal – Shows the total amount still owed by insurance.

• Tot Ins Paid – Shows the total amount paid by insurance.

• Self Pay – Indicates whether the encounter is marked as self-pay.

• Payer – Shows the insurance payer associated with the claim.

• Payer Ranking – Shows the payer’s order in the billing sequence (for example, Primary or Secondary).

• Member ID – Shows the client’s member ID with the payer.

• Payer ID – Shows the payer’s identification number.

• Include P/S – Option to include secondary insurance details when submitting claim to primary and vice versa. 

• Billable – Indicates whether the encounter is marked as billable.

• Service Codes – Shows the service codes used for billing.

• Modifiers – Shows any modifiers applied to the service codes.

• Claim Date – Shows the date the claim was created or submitted.

• Claim Status – Shows the current status of the claim.

• Claim Frequency Code – Shows the code that indicates the claim’s submission type (for example, original or corrected).

• Payer Claim# – Shows the claim number assigned by the payer.

• Batch ID – Shows the unique ID for the batch of submitted claims.

• Signed By – Shows the user who signed the note.

• Cosigned By – Shows the user who cosigned the note.

• Billing Note – Shows any billing-related notes for the encounter or claim.
  

1. Select one or more encounters using the checkboxes.

2. From the Actions menu, choose one of the following:

   • Mark as Billed – Marks the selected encounters as billed.

   • Submit Claims – Submits claims for the selected encounters.
     

Billed Encounters

Use this tab to review encounters that have already been billed and take follow-up actions when needed.

1. Go to Dashboard > Billing Worklist.

2. Select Billed Encounters.

• View the same columns that appear on the Unbilled Encounters tab.

• Select one or more encounters using the checkboxes.
  

• From the Actions menu, choose one of the following:

  • Create Rebill – Creates a rebill for the selected encounter.

  • Create Secondary – Creates a secondary claim (available only for clients with secondary insurance).

  • Mark as Unbilled – Moves the selected encounter back to the Unbilled Encounters list.

• Click Export CSV to download the list.

• Click Reset Worklist to clear filters and restore the default view.
  

Using Filters

Tips

• Use the column menus to sort and filter results to quickly find specific encounters.

• Review Appointments without Notes regularly to prevent billing delays.

• Use Unbilled Encounters to control when encounters are marked as billed or submitted as claims.

• Use Billed Encounters for rebilling, secondary claims, or corrections.
  

FAQs 

You can find the Frequently Asked Questions (FAQs) on our Knowledge Base page.

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