How to Create a Chart

How to Create a Chart

Overview

This knowledge base article outlines the steps to create a new chart for clients. When creating a new chart, some fields will be mandatory while others are optional. To expedite the chart creation process, you can hide optional fields by turning off the corresponding switch. This allows you to create charts more efficiently.

 

Creating a New Chart 

You can create a new chart in ICANotes+ at any time. Regardless of the screen you are on, the Create New Chart option will always be available.
  • On the Chart Room, you can click the New Chart button next to the search bar.
  • On any other screen within ICANotes+, you can click the New Chart button in the top right corner.

 

 

On the Chart Room, click the New Chart button next to the search bar, as depicted in the screen below:

 

 

 

On any other screen within ICANotes+, click the New Chart button in the top right corner, as depicted in the screen below:

 


  

 

 

The Create New Chart button appears as shown below: 

 

 

 

 

 

 

Mandatory Fields 


All required fields are marked with an asterisk in the field label. Please ensure you complete all required fields:

 

(1) Legal First Name: Enter the client's first name.

(2) Legal Last Name: Enter the client's last name.

(3) Name: The client's preferred name populates automatically from the First Name field. You can edit the preferred name if needed. 

(4) Date of Birth: Enter the client's date of birth using the Calendar icon. You can also enter the date by typing in manually.

(5) Legal Sex: Select the client's legal sex using the dropdown. 

(6) Gender: select from available options in the dropdown menu which will populate pronouns in the narrative note

(7) Principal Clinician: Select the principal clinician for this client using the dropdown. 

(8) Chart ID: Populates automatically and can be edited/customized.

 

 

Optional Fields 

The following fields are optional, but it is recommended to complete them as some may be useful for various features in ICANotes+. For instance, the Email Address field is optional but required to activate portal access.

 

(9) Street Address 1: Enter client's street address 1. This can be useful for the practices that bill insurance and/or prescribe medication electronically.

(10) Street Address 2: Enter client's street address 2. This can be useful for the practices that bill insurance and/or prescribe medication electronically.

(11) City: Enter the client's city. This can be useful for the practices that bill insurance and/or prescribe medication electronically.

(12) State: Select the client's state using dropdown. This can be useful for the practices that bill insurance and/or prescribe medication electronically.

(13) Zip Code: Enter the client's zip code. This can be useful for the practices that bill insurance and/or prescribe medication electronically.

(14) Email Address: Enter the client's email address. When you assign access to the client portal, an email can be sent to this address.

 

Note: If the client does not have an email address, practice users can record their email address by appending the client's name. For example, if the practice user's email address is johndoe@gmail.com and they are adding an email for a client named "Smith," they can record it as johndoe+smith@gmail.com.

 

(15) Send client an email to set up their portal account: When selected, an email invitation with a registration link will be sent to the client, enabling them to register for portal access.

(16) Form & Assessment Package: Select the package of forms to send to client portal users. An email will be sent to clients notifying them of new forms that require their attention. If packages have not been created, the practice administrator can click here to follow the instructions to set them up.

(17) Phone: Enter the client's phone number. This can be useful for the practices that prescribe medication electronically. Enter a mobile number if you plan to enable SMS/Text reminders.

(18) Send Appointment Reminders via SMS/Text: When selected, this enables the client's phone number to receive SMS/text message appointment reminders. If SMS/text appointment reminders have not been enabled, the practice administrator can click here to follow the instructions to enable them.

 

When ready, click Create Chart to complete and navigate to the chart. 

 

After creating a new chart, you will be redirected to a screen where a client ribbon appears at the top, displaying key information such as the Chart ID, appointment details, insurance details, and more. This ribbon remains visible no matter which tab you are accessing, including Chart Face, Demographics, Billing, Documents, Communication, Treatment Plan, or Labs.

 

 

 

 

 

Hide Optional Fields 

To streamline chart creation, you can hide optional fields on the screen. Locate the Show optional fields switch and set it to OFF, as shown in the screenshot below. This will display only the mandatory fields, allowing you to quickly enter and save client details.

 

 

 

 

See this video to create a new chart


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

Chat: http://app.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.

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