Billing
How to Submit Claim to Tertiary Payer
Overview ICANotes+ enables you to submit claims to tertiary payers, with the option to include payment details from the primary and secondary payers. This article provides instructions on submitting claims to tertiary payer, including how to choose ...
Processing 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 ...
Process a Refund from the Calendar Appointment
Overview This article explains how to process a refund directly from a client’s calendar appointment in ICANotes+. You can use this feature whether the payment was processed through credit card integration or recorded manually. Follow these steps to ...
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 ...
Managing Expected Copays and Client Responsibility
Overview This article describes how the system handles copays as estimates and the process for establishing client responsibility through insurance adjudication. The system uses an Expected Copay model to maintain ledger accuracy. A copay is treated ...
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 ...
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 ...
Verifying Insurance Eligibility
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 ...
Processing 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 ...
Managing Cards on File for Clients
Overview The Cards on File feature lets you securely store and manage client credit or debit cards for future payments. With credit card processing enabled through Nexio, you can add, view, set a default card, and remove saved cards directly from the ...
Adding Client's 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 ...
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. ...
Sending Charges to Collections
Overview Use the Send to Collections option in the Account Ledger to transfer unpaid charges to collections. This feature enables billing staff and administrators to manage delinquent accounts more efficiently by initiating the collections process ...
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 ...
Adding Payment or Adjustment from Account Ledger
Overview Use the Account Ledger to record and track payments and adjustments received from clients and insurance payers. This ensures accurate financial records for each encounter and service provided. The Account Ledger maintains a detailed ...
Using the Billing Worklist
Overview 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 ...
Exporting Billing Worklist Encounters to a CSV File
Overview ICANotes+ allows users to export encounter data from the Billing Worklist to a CSV file. This helps practices analyze data, reconcile billing information, and share encounter details with internal teams or external systems. You can export ...
Managing Statement Delivery Settings for Clients
Overview This article explains how to control statement delivery for clients by contact method (Email, SMS/Text, and Mail), and how to manage access to these settings using roles and permissions in ICANotes+. Practices can use these settings to ...
Coming Soon: Editing Claim Details Before Submission
Scheduled for Future Release This feature is currently under development and scheduled for a future release. Functionality and screenshots are subject to change. Overview When you create client notes, ICANotes+ automatically creates encounters in the ...
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 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 ...
Processing a Credit Card Payment from the Account Ledger
Overview Use this process to apply a credit card payment directly from the Account Ledger in ICANotes+. This is useful for collecting client copays, fees, or outstanding balances. To process credit card payments within ICANotes+, your practice must ...
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 ...
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. Add 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 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 ...
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 ...
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 ...
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 outlines 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 is ...
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 ...
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 article explains how to generate invoices and superbills in ICANotes+. You can generate an invoice, a superbill, or both depending on your workflow needs. You can generate invoices and superbills from the following locations: During ...