Index

• Sections
  • Accessing Patient Accounts
  • Patient Accounts Report Search Filters
  • Patient Accounts Reports
  • Provider Report
  • Deposit Report

This Knowledge Base article is a comprehensive guide covering Patient Accounts Reports in ICANotes, including using search filters, examples of each report type, along with tips and tricks including Payment, Adjustment and Billing Codes. Additional documentation is linked within various areas of the guide, as well as at the very end. 

Accessing Patient Accounts

Patient Accounts is accessible from many areas within ICANotes. Look for buttons with $ or $ Account in the Chart Room, Chart Face, both Calendars, Clinician Reminder Sheet, Billing Reminder Sheet, Billing/Productivity Report, Clinical/Demographic Report, Flagged Patients Report, and Reminder Search Report.  

From the Chart Room click Patient Accounts

Then click to go to Reports

Additionally, you can access Patient Accounts from the Chart Face (clicking will take you to the patient's specific account)

and Calendar 

Patient Accounts Report Search Filters

To generate a report within Patient Accounts, start by clicking the desired report, entering your search criteria, then run the report as either Detail or Summary. Depending on your search criteria the report may take a moment or two to generate, depending on whether you've chosen to run as Detail (more information) or Summary (less information). 

Let's break down each of the search criteria, column-by-column.

Service Date = date of service on the note

Payment Date = date the payment was issued or made

Posted Date = date the payment was posted in Patient Accounts/ICANotes

Site = site or service location, as assigned in the note (your “working at” location)

Clinician = name of clinician who rendered the service/is the note owner

Insurance and primacy = select insurance payer from your short list, set the primacy level (primary, secondary, tertiary)

Patient = search for a single patient

Self Pay = the patient is marked as Self Pay in Demographics

Bill Insurance = the patient is the responsible party/not marked as Self Pay

Payment Source = source of payment when auto- or manually posted in Patient Accounts

Billing Code = Billing codes are set by the Group Administrator in Settings and Directories > Accounts > Codes > Billing Codes.

Pmt/Adj Code = Payment and Adjustment codes are set by the Group Administrator in Settings and Directories > Accounts > Codes > Payment and Adjustment Codes

Balance Type = who the responsibility for the balance is set to

Scroll to the Tips & Tricks portion of this guide to see more information about Billing and Payment/Adjustment codes.

Service Code = service code for the rendered service, as entered in the notes

Modifiers = modifiers applied to the service code, as entered in the notes

Entered by = select a username to view services or payments posted by that account

Payment ID/Check No = the payment ID or check number of the paid service, either patient or insurance

Show Insurance/Patient Balances = display any patient or insurance balance(s) on the account for the search options

Show Insurance = will display search results grouped by insurance payer

Show Sites = will display search results grouped by Site location

Show Clinicians = will display search results grouped by clinician

Show Patients = will display search results grouped by patient name

Manually Posted = will only display payments posted manually (not auto posted)

Auto Posted Payment = will only display payments posted via Auto Post

Outstanding Balance = will display outstanding balances, whether carried by insurance or patient

Credit Balance = will display credit balances, whether carried by insurance or patient

Filter Adjustments = will filter out any duplicated adjustments

Patient Accounts Reports

Provider Report

The Provider Report shows all Charges, Paid Amounts, Adjustments, Credits, Fees, Refunds, Recoups, Write-offs, Bad Debts, and Balances for each line of activity in the report. Grand totals are displayed at the bottom of the report for each column.

Example: Provider Report (Summary)

Example: Provider Report (Detail)

Deposit Report

The Deposit Report shows all paid amounts received (deposited) and recorded according to the search parameters entered. Payments are separated by Patient vs. Insurance and are also broken down by payment type. Payments are itemized in columns by type (check, money order, cash, credit card, EFT, etc). This report is useful for reconciling the books to ensure all payments received are recorded and accounted for in Patient Accounts. It is ideal to use either the Payment Start/End dates or the Posted Start/End filters to get accurate results for payments.