Billing
Save Client Payments (Prepayments) as Unapplied
Overview You can save client payments (prepayments) as unapplied instead of immediately applying them to a specific appointment or service. This is useful when you prefer to wait until insurance payments are received before applying the client ...
Freezing a Client's Account
Overview You can freeze a client’s account in ICANotes+. Freezing an account is useful in situations where you need to temporarily restrict a client’s activity—such as when there is a significantly overdue balance, pending billing review, or an ...
Creating Payer Rules
Overview ICANotes+ empowers billers to manage payer rules, allowing users to handle custom business rules for their practice with greater ease and flexibility. This feature allows users to define and manage the specific rules required by payers for ...
Send Charges to Collections
Overview Use the Send to Collections option in the Account Ledger to send unpaid charges to collections. This feature helps billing staff and administrators manage delinquent accounts more effectively by initiating collection actions directly within ...
Send Client Statements to a Mailing Partner for Print and Mail
Overview ICANotes+ provides the option to electronically send client statements to a trusted third-party mailing partner. The partner prints and mails the statements directly to your clients on behalf of your practice. This feature helps reduce ...
Generating, Printing, and Downloading Batch Statements
Overview The software allows billers to generate statements for clients with a remaining balance. Statements can be generated, printed, and downloaded individually or in batches. However, statements must be generated before they can be printed or ...
Managing Authorizations
Overview The Managed Care Authorizations module in ICANotes+ helps users efficiently track and handle managed care authorizations. This feature ensures that services provided to clients are covered by their insurance, reducing billing errors. ...
How to Rebill the Claim
Overview The Claim Rebill feature in ICANotes+ streamlines the process of resubmitting corrected or rebilled claims without the need to manually access the clearinghouse portal. This feature allows users to efficiently create and submit rebills ...
Mandatory Details for Successful Claim Submission
Overview ICANotes+ enables you to submit claims to the clearinghouse with minimal required information. This knowledge base article provides a detailed guide on the necessary information for claim submission and instructions on how to navigate the ...
How to Add Service Codes, Units, and Amount to a Note
Overview This knowledge base article guides on managing the service codes, units, and charge amounts on the notes. Adding Service Codes to the Notes This knowledge base article guides on managing the service codes, units, and charge amounts on the ...
How to Mark Encounter as Billed / Unbilled
Overview ICANotes+ enables you to track charges billed to clients or insurance providers. In cases where payments are posted outside ICANotes+ or involve paper claims, you can manually record these payments within the system. Initially, these entries ...
Multiple Ways of Generating Invoice
Overview ICANotes+ provides several options for generating invoices. You can create an invoice from the following locations: Within the note The compiled note The Billing tab > Invoicing panel Additionally, you can create a single invoice that ...
How to Enter Client Insurance Information
Overview This article explains how to add insurance information for a client. You can add primary, secondary, tertiary, or other types of insurance. A client’s active primary and secondary insurances appear in the summary bar, so you do not need to ...
How to Set Up Practice Service Codes
Overview Only users with the role of Administrator have access to set up the Practice's Service Codes Short List. Once a practice administrator sets up the Service Code Short List for the practice, individual users must set up their billing rates in ...
Manage Cards on File for Clients
To use the save card on file feature and process credit card payments, you must first sign up for credit card processing through our partner, Nexio. Learn more about this feature and get started here: https://nex.io/partnerships/icanotesplus-lp/ With ...
Process a Refund From the Calendar Appointment
This article demonstrates how to refund a payment from the client's calendar appointment in ICANotes+. The refund from appointment feature can be used by both customers processing payments with the ICANotes+ credit card processing feature and by ...
Process a Refund From the Client Chart
Overview This article demonstrates how to refund a payment from the client's chart in ICANotes+. The refund feature can be used by both customers processing payments with the ICANotes+ credit card processing feature and by customers who simply record ...
Add a Custom Note to Invoices
Overview This knowledge base article explains how to add a custom note to invoices. Creating Custom Invoice Note Administrators with access to Settings can set up a custom note for all practice invoices. Navigate to Settings > Revenue Cycle ...
Process a Credit Card Payment from the Calendar Appointment
Overview This article demonstrates how to process a credit card payment from the collect copay/fee feature on the appointment. This allows practices to process a credit card payment at check-in or time of service without having to wait until after ...
How to Set Up Insurance Payers
Administrators have the ability to set up insurance payers for the practice in Settings. Open Settings and navigate to the Practice Settings tab. From there, select Payer Settings. Fill in the required fields: Insurance Payer Insurance Type Optional ...
Insurance Eligibility Verification
Overview ICANotes+ provides the capability to verify insurance eligibility for clients through two methods: Individual and Batch Processing. This feature covers all insurance types - primary, secondary, and other insurances. During the eligibility ...
Viewing Client Payments & Adjustments
Navigate to the client's chart and click the Account button from the top bar. Scroll down and expand the Account Payments/Adjustments section to see how patients/adjustments have been distributed. By default you will see all payments/adjustment ...
Submitting Claims to Clearinghouse
Overview This Knowledgebase article will outline the process of submitting electronic claims in ICANotes+ by leveraging our integrated solution with a clearinghouse. Subscribing to ICANotes+ In order to utilize clearinghouses for claim submission, it ...
How to Submit Claim to Secondary Payer
Overview ICANotes+ enables you to submit claims to secondary payers, with the option to include payment details from the primary payer. This article provides instructions on submitting claims to secondary payers, including how to choose whether or ...
Client Account Ledger Overview
Overview This Knowledge Base guide demonstrates how ICANotes+ users can access a client's account (including charges, payments and balances) in order to respond to client inquiries, track the charges for the client and review actions taken on those ...
Electronic Remittance Advice (ERA)
Overview ICANotes+ significantly improves billing efficiency by introducing its Electronic Remittance Advice (ERA) / Auto-posting feature. This feature enables billers to process electronic payments from clearinghouses after submitting claims. With a ...
Batch Manual Payment Posting
Overview ICANotes+ provides the flexibility to enter payments and adjustments manually in cases where electronic files are not received. Through this feature, users can accurately record payments and adjustments using the ERA report, ensuring that ...
Requesting Online Payments from Clients
Overview This article explains how to request online payments from clients in ICANotes+. You will learn how to generate an invoice, send a payment request, and how clients can complete their payments. Online payments are processed through our ...
Clearinghouses Supported by ICANotes+
Overview This Knowledge Base article provides information about the clearinghouses supported by ICANotes+ for claim submission, remittance downloads, and insurance eligibility verification. Clearinghouses Supported by ICANotes+ Below is the list of ...
How to Create an Invoice / Superbill
Overview This knowledge base article explains how to create an invoice or superbill in ICANotes+. Creating Invoice / Superbill To start, check the Settings in your Personal Preferences. In Preferences, navigate to the Revenue Cycle Management tab and ...
Process a Credit Card Payment from the Account Ledger
Overview This article explains how to process a credit card payment directly from a client’s Account Ledger. This feature allows your practice to securely collect copays, fees, or outstanding balances using a credit card. Prerequisites You must be ...
Add Payment or Adjustment from Account Ledger
Overview The add payment or adjustment feature allows clinicians to manually record a payment or adjustment from the account ledger. This could be used to apply a payment/adjustment on a single date or across multiple dates allowing long-standing ...