Key enhancements include:

1. Edit claim details and process multiple claims from a single Claims tab without navigating to Work Areas
   
2. Send and receive faxes directly from client charts with centralized fax management
3. View copay status on Calendar appointments and in reporting views
   
4. Customize Calendar time slot increments
   
5. View appointment counts for clinicians
   
6. Configure clinical billing rates for all clinicians and insurance payers
7. Apply updated expected copays to future appointments
8. View only active insurance coverage when checking eligibility
   
9. Electronically sign multiple completed notes at once
10. Support AI Scribe for case managers, interns, and paraprofessionals to generate Progress Notes and Complete Evaluations
    
11. Select U.S. Virgin Islands (VI) in state dropdowns across the EHR and Client Portal
    

Claim Edit and Submission Workflow without Navigating to Work Areas

Manage claims from a single Claims tab in Billing Worklist. Edit individual claims or process multiple claims more efficiently, including reviewing and correcting claim details without navigating to Work Areas. Identify and fix errors before submission, and view claim history directly from the Claims tab.

The new workflow replaces the Unbilled Encounters and Billed Encounters tabs with a single Claims tab, organized into four status buckets: Not Generated, Error, Ready, and Billed.

Learn more: Knowledge Base | Take a Tour

Batch Signing Notes from the Clinical Dashboard

You can now electronically sign multiple completed notes at once from the Finished Notes list. Supervisors can also batch-sign notes from the Co-signature Worklist.

Note: Batch signing is not yet generally available. We will first test this feature with a limited group before releasing it to all users.

Learn more: Batch Signing Notes from the Clinical Dashboard

Dashboard Navigation Improvements

Navigation from the Dashboard has been streamlined across note sections:

• Client chart: Click the client's name to open the client's chart face, replacing the previous Chart button.

• Account: The Account button has been replaced with a $ icon, positioned next to the note.

• Notes: Click the note's title to open the note, replacing the previous Note button.
  

These updates replace the previous Chart, Account, and Note buttons with direct links and an icon for easier navigation.

Reference Knowledge Base articles: Clinical Dashboard

Sending and Receiving Faxes 

Send documents as faxes directly from a client's chart, track fax delivery status, and manage incoming and outgoing faxes from a centralized location.

Fax is a paid add-on feature that is not enabled by default. Contact Sales (sales@icanotes.com) for more information.

Learn more: Managing Faxes

Copay Status Visibility

View copay status directly from Calendar appointment instances and reporting views. A $ icon indicates the copay status, with the icon color identifying the current status:

• Red: Copay pending
• Green: Copay collected
  
• Gray: No copay entered for the primary insurance
• Blue: Self-pay (no insurance)
  

The Quick Calendar and Appointment Report also include a new Copay Status column, which displays Pending, Collected, or Self Pay for each appointment.

Copay status updates automatically when the collection status changes. 

Reference Knowledge Base articles: Collecting Copayment from Calendar  |   Accessing Quick Calendar Features    |    Appointment Report

Selecting Calendar Time Slot Increments

You can now customize the time slot increment displayed in the Calendar to match how you schedule appointments.

From the Calendar Settings, select Slots and choose from 10, 15, 20, 30, or 40 minutes. The Calendar grid updates immediately based on your selection.

Your selected increment is saved to your user profile and restored when you log in again, including when you access ICANotes+ from another device. The default increment is 15 minutes for users who have not selected a different option.

Available in: Day and Week views.

Learn more: Selecting Calendar Time Slot Increments

View Daily Appointment Counts for Clinicians

The Calendar Day View now displays the total number of active appointments scheduled for each clinician. The appointment count appears next to the clinician's name and automatically updates when appointments are created, edited, moved, cancelled, or deleted.

The count includes individual appointments, recurring appointment instances scheduled for the selected day, and group appointments. Cancelled, deleted, and external calendar events are not included.

Simplifying Clinical Billing Rate Setup

You can now select All Clinicians and All Insurances when configuring a clinical billing rate, allowing you to apply a rate across all clinicians or insurance payers without selecting each one individually.

When configuring a billing rate, you can select All Clinicians and All Insurances from the respective dropdowns to apply the rate across clinicians or insurance payers.

If multiple rates match the same clinician, service code, modifier, and insurance payer, ICANotes+ applies the rate configured for the most specific combination. For example, a rate configured for a specific clinician and payer takes precedence over a rate configured for all clinicians or all insurance payers.

Reference Knowledge Base article: How to Set Up Practice Service Codes and Billing Rates 

Applying Updated Expected Copays to Future Appointments

Expected copays are now stored for each appointment based on the applicable insurance expected copay at the time the appointment is created.

When an insurance expected copay changes, the updated amount applies only to future appointments. Existing appointments retain the expected copay that was previously stored for them.

Reports that display expected copay information, including the Calendar Copay Report, Billing Report, Clinical and Demographic Report, and Appointment Report, now use the expected copay stored for the appointment.

Example: If an expected copay was $0 for existing appointments and is changed to $50, existing appointments retain $0, while new appointments created after the change use $50.

Reference Knowledge Base article: Managing Expected Copays and Client Responsibility 

Showing Active Insurances for Eligibility Checks

The Eligibility section now displays only active insurances, making it easier to identify the appropriate insurance coverage when verifying eligibility. The list automatically refreshes when insurance information is updated in the Insurance section.

Example: In the following example, the tertiary insurance coverage has passed its end date. Therefore, it is considered inactive and does not appear in the Eligibility section during an eligibility check.

Reference Knowledge Base article: Verifying Insurance Eligibility