Overview 

The ICANotes+ Dashboard provides a centralized location to access various types of notes, including In Progress Notes, Finished Notes, and Signed Notes. The General tab serves as a hub for managing these notes efficiently. Here's an overview of the features available on the Dashboard:

• Note Categories: The Dashboard segregates notes into different categories, such as In Progress Notes (still being worked on), Finished Notes (compiled but not yet signed), and Signed Notes (compiled and signed off). You can also view all the notes at once from the “All Notes” section.

• Time-Based Filters: There are options to access notes based on specific time frames:
  • Today's Notes: View notes created on the current day.
  • Yesterday's Notes: Access notes from the previous day.
  • Notes within Last 7 Days, 30 Days, 3 Months, 6 Months, and 12 Months: Retrieve notes created within these time frames.

Note: It is recommended to create notes on current or past dates. If a note is created and compiled with a future date, it will not appear on the Dashboard.

• Filter by Clinician: Users have the option to filter notes based on the clinician responsible for creating them. This filter allows easy access to notes associated with specific clinicians.

• Convenient Access: The dashboard's design aims to provide quick and easy access to notes based on different timeframes and clinician assignments, facilitating efficient navigation and retrieval of relevant information.

By utilizing these features within the ICANotes+ Dashboard, users can effectively manage and access various notes based on their preferences, timeframes, and clinician assignments.

Accessing Clinical Dashboard 

This Knowledge Base guide will demonstrate how to use the Clinical Dashboard to track notes created in ICANotes+. This dashboard will help you identify notes that have been created and notes that require attention.

Access the Dashboard using the button on the left side panel.

Filtering the Dashboard 

The Dashboard will default to show your In Progress Notes from Today.

You can easily modify these filters.

The options across the top allow you to filter by notes created Today, Yesterday, 7 days, 30 days, 3 months, 6 months and 12 months from the current date. Simply click on the option you wish to apply.

You have the option to filter by In Progress Notes, Finished Notes, Signed Notes and All Notes. Simply click on the option you wish to apply.

Administrators and Practice Owners will see the option to Filter by Clinician, which will allow them to filter by various clinicians or to show All clinicians. All other users will only have access to see their own records.

Administrators and Practice Owners will also have access to the  icon to configure reminder rules in the Dashboard. This article outlines how to configure reminder rules.

Viewing the Dashboard 

The results of your filters will display below. You will see a summary for each note filter to help determine where to focus your attention.

In the example below, I've filtered to show my last 3 months of notes. The dashboard shows me I have 34 notes in progress, 13 finished notes, 1 note that has been signed, and 48 notes in total.

• In Progress Notes reflect notes that were started but not finished/signed. You may use the button under Actions to access the note if you wish to finish and electronically sign it.
• Finished Notes reflect notes that are compiled but not electronically signed. You may use the button under Actions to access the note if you wish to electronically sign it.
• Signed Notes reflect notes that are both finished and electronically signed.
• All Notes reflect notes from all three prior categories, showing you the total of all notes created based on the time range you selected.

Column headers reflect several details about each note. You will see Status, Clinician, Client, Note Type, Note Date and Actions.

You can sort any of the columns by clicking on the column header itself. For example, I can click on the Note Type column header to sort  the results by note type.

The Actions column give you quick access to the client's Account, Chart and the Note.

The Account button will take you to the Billing tab within the client's chart.

The Chart button will take you to the client's Chart Face.

The Note button will take you to the work area of the unfinished note if the note is In Progress or to the compiled note page if the note is finished or signed. This is a handy short cut if you are using the dashboard to take action on notes that need to be finished and/or electronically signed.

Display Total Number of Notes on the Dashboard Based on Note Date 

When displaying total number of notes for specific timeframe (today, yesterday, 7D, 30D, 3M, 6M, 12M), the system considers the Note Date that you have selected in chart.

For example, if you select December 5, 2023 in Note Date, the system will display count as 1 when you select the Today option on December 5th, 2023. (as shown in the screens below.)

If you manually change the Note Date to any other date, for example, December 4, 2023, the note will not appear when you select the Today option on December 5th, 2023.

Limit on Total Notes for Part-Time Clinicians (Prescribing and Non-Prescribing) 

Based on their subscription, the users will be able to create the specific number of notes in ICANotes+.

• The maximum number of notes allowed for part-time prescribing clinicians is 100 within a 30-day period.
• The maximum number of notes allowed for part-time non-prescribing clinicians is 60 within a 30-day period.

Note: It is important to note that the 30-days period will be considered based on the billing cycle (not as per the calendar months).

Upon reaching this limit, the system imposes a restriction like below, preventing further note creation.

Calculation of Total Notes in Backend

The system's method for calculating the total number of notes within a specific timeframe is based on the actual date when the note was initially created, regardless of any subsequent modifications to the note date.

This means that when a note is created, its creation date is logged in the system. Even if the user later changes the note's date to an earlier or later date for record-keeping purposes or any other reasons, the system still considers the original creation date when tallying the total number of notes within a specified timeframe.

For instance, if a user creates 60 notes within the 30 days of the billing cycle, and then modifies a few notes to have a different date (either earlier or later), the system retains the count of 60 notes within that billing cycle. This count doesn't change based on alterations to individual note dates.

FAQs 

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

Click here for quick access to the FAQs. 

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Need additional assistance?

Phone: 443-203-5857 

Text: 866-301-0085

Email: ticket@icanotes.com

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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.