Sneak Peek: v9.10 Release Notes

Sneak Peek: v9.10 Release Notes

Preview of What's Coming

Overview

ICANotes+ version 9.10 enhances clinical documentation flexibility and improves billing workflow efficiency across the platform.

New: “All Users” Option for Required Field Exceptions

You can now configure exceptions for required clinical note fields using a new option in the user dropdown. Previously, exceptions had to be configured per specific user, meaning only selected individuals could compile a note without completing the required field. With this release, the All Users option is available in the exceptions dropdown.

What this means:

  • When you select All Users for an exception on a specific required field and note type, every practice user can compile that note type without completing the required field.

  • This simplifies setup when you want a required field to be exempted practice-wide for a particular type of note.

This enhancement expands flexibility in workflows by making it easier to grant universal exceptions to required fields while maintaining data requirements where needed.

In this example, selecting All Users allows every practice user to compile the Progress Note without entering the diagnosis code. The diagnosis code is still required for all other note types.


Enhanced Service Code Display on Compiled Clinical Notes

We enhanced how service codes display on compiled clinical note PDFs to improve clarity, consistency, and billing transparency.

What’s improved

Service codes on the compiled notes now follow a standardized format:

[Code] - [Description] | Unit(s): [#] | Modifier(s): [code, code]

  • If no modifiers exist, the modifier section does not appear.

For example,


Where this applies

The enhanced format applies to compiled PDFs for the following note types:

  1. ASAM
  2. Case Management
  3. Complete Evaluation
  4. Couples/Family Therapy
  5. Primary Care Note
  6. Progress Note
  7. Quick Note
  8. SOAP
Notes compiled before this enhancement continue to display in their original format.

This update helps streamline billing review, reduce manual cross-referencing, and support clear documentation when sharing notes externally.

Refer to the screenshot below for an example of how service codes appear on a compiled note.

Claim-Level Billing Notes Now Available Across Worklists

You can now enter and access claim-level billing notes from multiple workflows, helping you maintain context and reduce duplicate work when following up on claims.

What’s New

  • Add/Edit Billing Note in Payment Worklist: The Add/Edit Billing Note option, previously available only in the Billing Worklist, is now also available in the Payment Worklist tab.

  • Centralized claim-level notes: Billing notes are now saved at the claim level, not tied to a specific screen or workflow.

  • Consistent visibility across workflows: The same claim-level note is visible when you access the claim from:

    • Billing Worklist

    • Payment Worklist

    • Account Ledger (coming in a future release)

  • Editable from supported screens: You can view and modify existing claim-level notes from any supported screen.

How It Works

  • If you enter a billing note in the Billing Worklist, the same note automatically appears in the Payment Worklist for that claim and vice versa.

  • You can update the note from either screen, and changes are reflected everywhere the claim is accessed.

Notes
In a future release, the Add/Edit Billing Note option will also be available directly within the client’s Account Ledger.

This enhancement provides a centralized place for claim-level notes, improves visibility across workflows, and streamlines claim follow-up activities.

See the following screenshot for reference.



New Filters on the Billing Worklist Tab

Filters are now available on the Billing Worklist tab to help refine results and improve billing workflow efficiency.

Start Date / End Date: Define a date range to narrow the results displayed on the worklist.

Date Type: Select the date type used when applying the date range:

  1. Encounter Date
  2. Note Created Date
  3. Note Signed Date
Smart search fields: The following smart search fields are available. Each field defaults to All. Begin typing in the text box to display matching results for selection.
  1. Client
  2. Diagnosis Code
Dropdown filters: The following dropdown fields are available to further refine results. Each field defaults to All. Expand a dropdown to select one or more specific values:
  1. Location
  2. Clinician
  3. Provider Credentials
  4. Signed By
  5. Service Code
  6. Note Type
  7. Note Status
Additional filters
  1. Exclude Non-Billable: Removes non-billable encounters from the results.
  2. Telehealth Only: Displays only telehealth encounters.
Action buttons
  1. Apply: Applies the selected filters and updates the Billing Worklist results.
  2. Reset: Clears all selected filters and restores the default settings.
This enhancement provides greater control and flexibility when reviewing and managing billing worklist data.

Refer to the screenshot below to view the available filter options on the Billing Worklist tab.
 


Generate $0 Patient Statements

Patient statements can now be generated even when the client balance is $0.

Previously, statements were typically generated only when an outstanding balance existed. With this update, practices can produce complete financial documentation for a client, including payment and adjustment history, even when no balance is due.

Additional Updates
  • A new All balance filter option is available for Client Balance and Insurance Balance to support expanded filtering.
  • The ‘Reset’ button will clear all filters except for client balance, which will be returned to ‘Greater Than 0’.
  • Statements with a client balance of $0 or less cannot be transmitted. The Transmit option is disabled in these cases.

This enhancement provides greater flexibility in generating statements while maintaining appropriate transmission controls.







Expected Copay Update in Insurance and Billing Workflows

The copay field in the Insurance section is now treated as an expected copay and no longer affects the client balance on the Account Ledger before insurance adjudication.

Previously, entering a copay moved part of the billed amount to client responsibility immediately. This could lead to inaccurate ledger balances, incorrect aging amounts, and confusion when collecting payments.

With this update, the copay amount is stored as an estimate and used for collection guidance until the payer determines the actual client responsibility.

UI changes

  • The Copay label in the Insurance section is updated to Expected Copay to clarify that the amount is an estimate until the claim is adjudicated.

  • The Copay Due label in the calendar appointment view is updated to Expected Copay.

Refer to the screenshot below to view the Expected Copay label on the Insurance screen:


Refer to the screenshot below to view the Expected Copay label on the Calendar:



What’s changed

  • Entering or updating the expected copay no longer moves any portion of the billed amount to client responsibility.

  • The Account Ledger continues to display the billed amount under insurance responsibility until an ERA or EOB payment, denial, or adjustment is posted.

  • Client responsibility is updated only after insurance adjudication or when client responsibility is manually updated.

  • If secondary coverage exists, the remaining balance moves to secondary insurance responsibility after the primary payer adjudicates the claim.

Impact on collections

  1. Calendar collections
    1. The calendar now displays Expected Copay for insured clients when a claim has not yet been adjudicated.
    2. This amount is used as the Current Due for collection guidance.
  1. Invoices
    1. If a claim has not yet been adjudicated and no client balance exists, the expected copay may appear as the Amount Due.
    2. After adjudication, invoices reflect the actual client responsibility from the ledger.
  1. Client aging and statements
    1. Client balances appear in aging reports and statements only after insurance adjudication or when client responsibility is manually updated.

Why this matters

This update helps ensure that client balances reflect payer adjudication rather than estimates. It also keeps aging reports and statements accurate while still allowing staff to collect estimated copays before insurance processing is complete.

Additional notes

  • Superbill generation is not affected.

  • Client portal behavior remains unchanged and continues to display copay information only when an invoice is generated.


Active Insurances Displayed First in the Insurance Section

The Insurance accordion on the Chart Face > Account tab now displays active insurance coverages at the top of the list. This change makes it easier to quickly identify coverages that are currently in effect.

Insurances are grouped in the following order:

  1. Active
  2. Inactive
  3. Undated

Within the Active and Inactive groups, coverages are sorted by rank:

  1. Primary
  2. Secondary
  3. Tertiary
  4. Other

Sorting is applied automatically when the page loads and is updated whenever an insurance record is added, edited, or deleted.




Need Help?

For further assistance, contact:
📞 Phone: 443-203-5857
📱 Text: 866-301-0085
📧 Email: ticket@icanotes.com
💬 Chat: https://app.icanotes.com



Proprietary Notice Information: This article is provided for informational purposes only, and the information herein is subject to change without notice. While every effort has been made to ensure that the information contained within this article is accurate, ICANotes cannot and does not accept any type of liability for errors in, or omissions arising from the use of this information.


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