Overview 

ICANotes+ enables you to electronically place orders and receive results. After successfully integrating with the desired labs, coordinate further configuration with our customer support team. Once the connection is established, you will see an option to place electronic orders when creating a lab order. You can print a requisition after the order is confirmed by the lab. After the lab processes your order and sends back the result, you can access it from the Lab Results screen. You can mark the result as reviewed and map it with the desired notes within ICANotes+. Results can also be accessed from the Documents tab within the chart room. 

Prerequisites 

Before proceeding, ensure you have completed the following prerequisites:

• Set up connections with the desired labs for electronic order placement and result receipt.
• Activate the eLabs feature for your practice with assistance from our customer support team.

Basic Workflow 

• Collaborate with desired labs to establish a connection.
• Work with our customer support team to activate the eLabs feature for your practice.
• Ensure accurate recording of First Name and Last Name in ICANotes+, matching the NPI registry entry.
• Access the Labs module via the left sidebar or within the chart.
• Generate an electronic lab order for the client, specifying Laboratory, Ordering Provider, Location, Order Date, Bill Type, Diagnosis Codes, and tests.
• Proceed to place the order after selecting these details. If needed, you can print a requisition during the ordering process.
• Upon receipt, electronic lab results will be accessible in the Lab Results tab within ICANotes+.

Record First Name and Last Name as per NPI Registry 

Your first name and last name as entered in the NPI registry may differ from those recorded in ICANotes+. If a discrepancy exists, you might encounter errors when placing an order. To prevent this, the system enables you to input the precise first name and last name submitted in the NPI registry.

Perform the following steps to configure the precise first name and last name as per the NPI registry:

1. In top right corner, click the dropdown arrow next to the logged in provider's name.
2. Select the Personal Preferences option.
3. Within the Personal Information tab, select the Identifiers option from the left pane. 
4. When you enter National Provider Identifier (NPI) in the screen below, it is recommended to enter the First Name and Last Name exactly as it appear in the NPI registry.

View Configuration for Electronic Lab Orders 

Once you enable the eLabs feature for your practice with the help of our customer support team, you can see the lab details on the Labs Configuration screen. 

Perform the following steps to view the lab details on the configuration page:

1. In the left side bar, select the Settings option.
2. At the top of the screen, select the Practice Settings tab.
3. From the left pane, select the Lab Configuration option.
4. Enable Labs: When you enable this feature, all the labs configured for your practice will appear as highlighted in the screen below.
5. When you see the lab details (Lab Name, Lab ID, Practice ID, Lab Account Number) on the screen below, you can proceed placing lab orders electronically. 

Note: In certain cases, providers might use their own accounts to send electronic lab orders. To configure individual lab account numbers for providers, please reach out to our customer support team. 

Assign Roles & Permissions on the Labs Module 

Only the authorized users can access the labs module. The users must have permission in the Roles & Permission Management module to be able to access the Labs feature.

Following are the permissions the users must have configured for their role:

• View Lab Orders & Results: When this checkbox is selected, the users with this role can view the orders and results for the client from all these locations: Left Side Bar, Chart Face, and Notes. If the checkbox is cleared, the users cannot access orders and results from any of these locations.

• Create Lab Order: When this checkbox is selected, the users with this role can create/place orders for the client from all these locations: Left Side Bar, Chart Face, and Notes. If the checkbox is cleared, the users can access the orders but cannot create/place orders from any of these locations.

• Add Lab Result: When this checkbox is selected, the users with this role can record results for the client from all these locations: Left Side Bar, Chart Face, and Notes. If the checkbox is cleared, the users can access the results but cannot record results from any of these locations.

Note: This permission is applicable for both Electronic and Manual Labs.

Navigate to Labs Module for Lab Orders and Results 

You can access the labs module from the following locations to place orders and record results.

• Access Labs option from the left side bar
• Access Labs tab within the chart

Access the Labs Option from the Left Side Bar

When you log on to ICANotes+, you can locate the Labs option available in the left side bar as shown in the screen below. When you select the Labs option, the Lab Orders and Lab Results tabs appear to place the orders and record the results respectively.

Access the Labs Tab within the Chart

When you access client's chart, you can locate the Labs option as shown in the screen below. It allows you to place orders and record results when you are within the client's chart.

Create a New Lab Order from Various Locations 

ICANotes+ allows you to create lab orders from various locations.

You can create lab order from,

• Left Side Bar
• Client's Chart 
• Notes (Progress Note, Complete Evaluation, Quick Note, and SOAP Note)

Create Lab Order from Left Side Bar

When you access the Labs option from the left side bar, locate the Create Lab Order button within the Lab Orders tab that allows you to create a lab order for the desired clients.

Create Lab Order from Client's Chart

When you access client's chart, locate the Create Lab Order button within Labs tab that allows you to create a lab order for the client you are accessing.

Create Lab Order from Notes

When you access client's notes, you can see an option to create a lab order for the client. Following notes allow you to create a lab order:

• Progress Note
• Complete Evaluation
• Quick Note
• SOAP Note

Create a Lab Order from Progress Note

When you access Progress Note (PN, Part 2), you can see an option to create a lab order as shown in the screen below. 

When you click the Create Lab Order button, a screen will appear in the very next tab that allows you to select the details to create/place an order. Client's name will prepopulate on this screen as you are accessing this screen within client's chart.

Create a Lab Order from Complete Evaluation

When you access Complete Evaluation note, you can see an option to create a lab order in the Finish Initial tab as shown in the screen below. 

When you click the Create Lab Order button, a screen will appear in the very next tab that allows you to select the details to create/place an order. Client's name will prepopulate on this screen as you are accessing this screen within client's chart.

Create a Lab Order from Quick Note

When you access Quick Note, you can see an option to create a lab order as shown in the screen below. 

When you click the Create Lab Order button, a screen will appear in the very next tab that allows you to select the details to create/place an order. Client's name will prepopulate on this screen as you are accessing this screen within client's chart.

Create a Lab Order from SOAP Note

When you access SOAP Note, you can see an option to create a lab order in the Finish tab as shown in the screen below. 

When you click the Create Lab Order button, a screen will appear in the very next tab that allows you to select the details to create/place an order. Client's name will prepopulate on this screen as you are accessing this screen within client's chart.

Locate 'Electronic Lab Order' Option 

When creating an order, you will see an option to place the order electronically. There will be two options available: Electronic and Manual. You can select the 'Electronic Lab Order' option as highlighted in the screen below to place an order electronically.

Place an Order Electronically 

This screen is divided into 3 sections. Each section is explained in detail beneath the screenshot.

(1) New Lab Order Details: This section allows you to select the client and lab details to place an order.

• Client: This is smart search field. Type in few characters to view a list of matching client names. Select the client’s name from the list to place an order.
• Laboratory: The dropdown displays a list of labs configured in your practice. Select the desired lab to place an order.
• Order Number: This is auto-generated number. When you place an order, the Order Number is generated automatically.
• Ordering Provider: The dropdown displays a list of configured users in your practice. Select the desired ordering provider to place an order.
• Location: The dropdown displays a list of configured sites in your practice. Select the desired site to place an order.
• Order Date: Select the desired order date using the calendar or by typing it manually.
• Collection Date: Select the appropriate collection date using the calendar or by typing it manually.
• Diagnosis: Click in this field to display a list of configured diagnosis codes in your practice. Select one or more diagnosis codes to place an order.
• Bill Type: Select the desired billing type. The options are: Client, Practice, and Insurance.
• Bill To: When you select 'Practice' in the 'Bill Type' dropdown, this field allows you select client's insurance from the dropdown list. The Bill To dropdown allows you to select multiple insurances. You can select one primary and one secondary insurance while placing a lab order. 

(2) Add Tests: This section allows you to select the tests to place an order.

• Search to Add Test: This is smart search field. Type in few characters in this field and a list of the tests configured in the selected lab will appear. Select one or more tests to place an order.
• Order Level Instructions: Click the Order Level Instructions button to open the screen where you can enter instructions to be printed on the requisition. These instructions will appear at the bottom of the requisition, just before the client's signature.

(3) Place Order and Print Requisition: This is an action section. It allows you to place an order electronically with or without printing requisition.

• Place Lab Order: Click this button to place an order electronically with the selected order details.
• Place Lab Order & Print Requisition: This button will appear disabled for electronic orders.
• Cancel: If you don’t want to place an electronic order at the moment, click this button to cancel the action.

In the section A above, when you click in the Diagnosis field, this is how it will appear. You can search for the desired diagnosis from the list as shown below.

When you place the electronic order successfully, a message will appear as shown below.

Print a Lab Requisition for Electronic Orders 

When generating an electronic order, the option to print the lab requisition is unavailable until the order is confirmed by the lab. Nonetheless, you can access the requisition for printing from the Lab Orders tab. Locate the Print Requisition button, as indicated in the screen below. This button will remain inactive until the order is in a Pending state. Once confirmation is received for the order, the requisition can be printed.

Below is a snapshot of the requisition. You can print it or download it as per your need.

Access Order Details 

After you place the lab orders electronically, you can review them later from the Lab Orders tab by clicking the View button as depicted in the screen below: 

Clicking the View button opens the following screen that allows you to view the lab order details you have placed to labs.

Access Lab Results for Electronic Orders 

After submitting lab orders electronically, the results will be sent by the labs in electronic format. These results will be accessible in the Lab Results tab, as depicted in the screen below.

Map Results to Specific Note 

When you receive the lab results, you can map them to the desired notes. While mapping results with notes, if the desired notes do not appear in the list, you can create a new note and then map it. After you map results with notes, you can see the View Results option on the compiled notes. This section guides you to map the received results with the notes.

Perform the following steps:

1. Select Labs from the left bar.
2. Select the Lab Results tab from the top.
3. Click the More Actions dropdown from the extreme right and select the Map to Note option.

The Map to Note screen appears as shown below.

Click the dropdown to view a list of all the notes that are compiled for the client. Select the desired note and click the Map to Note button.

After mapping the result with the desired note, you can find the information icon next to the order number. Hovering your mouse over the info icon will display the mapped note associated with the lab result, as illustrated in the screen below.

When the desired note doesn't appear in the list, you can click the Create New Note button to create a new note and map it with the result.

The Create New Note appears as shown below. Click the dropdown and select the desired note type to create a new note.

When you create a new note to map the lab result, the Include Mapped Result checkbox appears selected by default on the note as shown in the screen below:

On compiling the note, you can see an indication on the compiled note that the lab results are entered for the lab order, as illustrated in the screen below. You can also click the View Results button from the top to view the result details.

When you click the View Results button, the lab result details appear as shown below. You can print the lab results if needed.

Mark Result as Reviewed 

The system allows you to mark the results as reviewed. When you open the result, the Mark Reviewed button appears on the top of the result detail as highlighted in the screen below.

Upon clicking the Mark Reviewed button, the review date and time will be captured as shown in the screen below.

If there are multiple reviewers for this result, the View Additional Reviewers link will display a list of all the additional reviewers.

Influence of Caseload Security Feature on Ordering Provider Selection

Depending on the access granted to practice users within the Caseload Security module, the system will enable them to choose the Ordering Provider for clients with whom they collaborate as part of the clinical team.

In the example below, Sam Jonas is a supervisor who has access on 'Clinician's Charts Only' feature and Steve Smith is a clinician who has access on the 'Clinical Team's Charts Only' feature.

Clinical Team's Charts Only: The practice users with this access can select the clients for creating orders where they are part of the clinical team. They can also select any user as an ordering provider who is a part of the clinical team for the respective client.

In this example, Steve Smith can select any other user as an ordering provider who is a part of clinical team for this client.

Clinician's Chart Only: The practice users with this access can select the clients for creating orders where they are part of the clinical team. However, they cannot select any other user as an ordering provider. The Ordering Provider field will appear disabled for them and they can see only their name in the dropdown.

In this example, Sam Jonas cannot select any other user as an ordering provider.

Capability to Receive Updated Results from Labs 

Occasionally, labs may send corrected results to the practice. The system will verify the corrected result using the Lab Order Number, Patient Name, and Ordering Provider.

Upon receiving the corrected result, the system will replace the previous result and display the most recent result with the updated date and time. Additionally, a notification will be sent on the View Result page to indicate that the result has been updated.

Access Lab Orders and Results from Chart Face 

The client's chart face allows you to quickly access lab orders awaiting results and lab results pending review. Within the Chart Face tab, you'll find links to 'Lab Orders Pending Results' and 'Lab Results Pending Review', as shown in the screen below.

Clicking on the lab order or lab result link will promptly redirect you to the respective Lab Orders or Results page for efficient navigation.

Retrieve Laboratory Orders and Results from the Documents Tab 

After electronically placing orders and receiving results for clients, you can later access them through the Documents tab, as shown on the screen below. If you need to review a lab result corresponding to a particular order, you can identify it by its sequential number.

Streamline Your Electronic Lab Orders with Favorite Test Selection 

When placing an electronic lab order, you can select tests from your favorites list. To do so, you must first configure your favorites list. This feature allows you to place orders more quickly than selecting tests individually. 

To configure your favorites list, follow these steps:

1) Navigate to Personal Preferences > eLabs Favorites > Labs Favorites List section.

2) Add Categories: In the Configure Test Categories section, click the Add Category button to create a new category.

** When placing an electronic order, all your configured categories will be available, allowing you to select a category and populate test details from it.

Enter a category name in the text box that appears and click Add. Once added, you can include tests within the category.

3) Manage Categories: The categories you add will be displayed on the screen. You can delete any categories that are no longer needed.

Note: Categories containing favorite tests cannot be deleted.

4) Create Lab Favorites: In the Configure Lab Favorites List section, click the Create Lab Favorites button to add your favorite tests.

On the Create Lab Favorites screen, select the laboratory and category from the dropdown list where you want to add tests. 

Search for your favorite tests and select them from the list. After selecting your favorite tests for a category, they will be displayed on the screen.

Click Save. 

Once you have configured your favorite tests, you can select them when placing an electronic lab order: 

From the left sidebar, select the Labs option. In the Lab Orders tab, click the Create Lab Order button.

Within the Create Lab Order tab, select the Electronic Lab Order option and enter the mandatory details.

Locate the Select Lab Favorites field as depicted in the screen below:

In the Select Lab Favorites field, all your configured categories with favorite tests will appear. Upon selecting a category, the tests within it will automatically populate on the screen. You can then proceed to enter details for your selected tests to place an order. 

Remove Failed Orders 

The Remove Lab Failed Orders button on the Lab Orders page allows the users to quickly remove all electronic lab orders marked with a "failed" status. This feature streamlines the management of lab orders by enabling users to easily clear failed orders, helping maintain an organized and up-to-date view of both pending and completed orders. 

When you click the Remove Failed Lab Orders button, a confirmation message will appear as shown below. 

Upon clicking Remove, the system will delete all failed orders from the page, leaving only pending and confirmed orders displayed. 

Receive Lab Results Electronically for Orders Not Placed Through ICANotes+  

ICANotes+ supports receiving electronic lab results for orders not placed through the system. These results will appear in the Unsolicited Results tab, where you can map them to the appropriate client. Once mapped, the results can be viewed directly from the client's chart. 

Note: Please reach out to our customer support team to configure the necessary settings for this feature. 

(1) Navigate to the Labs Section: 

From the left sidebar, select Labs. You'll find a new Unsolicited Results tab, which displays all lab results for orders not placed in ICANotes+. 

(2) Map Results to a Client:

• Click the Map to Client link located on the far left side of the table.

• On the Map to Client pop-up, review the client's name provided in the result.

• Use the smart search box to search for and select the appropriate client in ICANotes+.

(3) Confirm Mapping: 

• Once the correct client is selected, click the Map to Client button. 

• A success message will confirm that the result has been mapped successfully. You can see the mapped client's name in the far left column of the table. 

(3) View Mapped Results: 

• Access the client's chart to review the unsolicited lab results. 

• Additionally, you can find these results in the Documents tab within the client's chart, as shown in the screenshot below. 

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Need additional assistance?

Phone: 443-203-5857 

Text: 866-301-0085

Email: ticket@icanotes.com

Chat: http://app.icanotes.com 

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