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 system to record these details.

Mandatory Details for Claim Submission

The following details must be captured in ICANotes+ for successful claim submission. This article outlines the locations within the system where you can record this essential information.

• Assigned Clinician (Rendering Provider) must accept assignment for government claims
• Assigned Clinician (Rendering Provider) certification on file that claim information is true, accurate, and complete
• Practice Federal Tax ID 
• Practice Federal Tax ID Type 
• Practice National Provider Identifier (NPI) 
• Practice Place of Service (POS) Code
• Payer Street Address 1
• Payer City
• Payer State
• Payer Zip Code
• Payer ID
• Payer Insurance Type
• Patient Member ID/Policy Number
• Client Street Address 1
• Client City
• Client State
• Client Zip Code
• Primary Insured (Subscriber) First Name
• Primary Insured (Subscriber) Last Name
• Primary Insured (Subscriber) Legal Sex
• Primary Insured (Subscriber) Date of Birth
• Primary Insured (Subscriber) Street Address 1
• Primary Insured (Subscriber) City
• Primary Insured (Subscriber) State
• Primary Insured (Subscriber) Zip Code
• Diagnosis Codes (at least one diagnosis code should have been recorded for the client, must be ICD-10 code)
• Service Codes (at least one service code should have been recorded for the client)
• Consent on file authorizing release of information to process and/or adjudicate the claim
• Consent on file authorizing payment of medical benefits 

Recording Practice Information / Rendering Provider Consents 

This sectioin includes the mandatory details to be captured at practice level for successful claim submission.

To record the practice information, navigate to Settings > Practice Information > General Information. Record highlighted details and click Save.

To record the assigned clinician (rendering provider) consents, navigate to logged in provider name > Personal Preferences > Revenue Cycle Management > Claim Consents. 

Toggle the following switches as shown in the screen below:

• Accept Assignment for Government Claims
• Provider certification on file that claim information is true, accurate and complete

Recording Payer Information 

This section outlines the mandatory details that must be captured for the payer (insurance) to successfully submit claims.  

To record the payer information, navigate to Settings > Practice Settings > Payer Settings. Record the details as depicted in the screen below and click Add Payer.

Once payer details are added, click the Edit button as shown in the screen below:

On the Edit Insurance screen, record payer's street address 1, city, state, and zip code. Once recorded, click Save.

Recording Client Information 

This section outlines the mandatory details that must be captured for the client to successfully submit claims. 

To record client details, navigate to the chart room and click the New Chart button. Record client details as depicted in the screen below and click Create Chart.

To record service and diagnosis code details, navigate to the client's chart face and create any note allowing you to record these details. In this example, the Progress Note is created.

To record the consent details, navigate to the client's chart face and select the Communications tab as shown below:

Select both the checkboxes as depicted in the screen and click Save.

• Consent on file authorizing release of information to process and/or adjudicate the claim
• Consent on file authorizing payment of medical benefits 

Recording Primary Insured Information  

If the client is the sole primary insured, these details are not required. However, if the primary insured person is someone other than the client, you must enter the relevant details for the primary insured person. 

Navigate to the client's Chart Face > Billing tab > add or edit insurance details. On the first page, enter the insurance details and click Next. The following screen will appear. Ensure that the primary insured, legal sex, and date of birth are selected.

Navigate to the client's Chart Face > Communications tab > Related Contacts panel and click the Edit button as highlighted in the screen below:

On the Update Contact screen, ensure that the primary insured member's street address 1, city, state, and zip code are recorded.

FAQs 

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

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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.