Index

• Sections
  • Preparing to separate your current practice into two separate practices
  • Considerations for awareness
  • Actions required of the parties

Preparing to separate your current practice into two separate practices

Considerations for awareness

• All notes which created prior to the split will have the prior practice name and information associated with them. This is required in order to retain the integrity of the clinical record.
• Once the definitive patient and provider split is determined, per action steps below, ICANotes will need a joint authorization from both the original and new group owners that the lists are complete and correct. Agreement and specific authorization from both parties will need to be documented in advance.
• It must be understood that the split action is One-time only and NOT REVERSIBLE.

 Export of all patient data will be provided to both parties. This will include all documents and patient demographics.

• Billing Reports, Patient Accounts, Clinical and Demographic reports, or any other reports will need to be completed prior to the transfer. ICANotes cannot run reports for the parties.
• Any questions regarding pricing or billing need to be directed to the ICANotes Sales department who can address or escalate accordingly.

Actions required of the parties

• The parties need to assign the primary provider to the patient charts to reflect the post-split assignment of the patient. This is the assignment that dictates the move.  if a provider is assigned to a chart but is not the primary provider, then the chart will not be transferred. Likewise, if the primary provider is incorrectly set, the chart will not be correctly transferred or exported.
• The parties will need to generate the report of authorized patients that can be transferred using the clinical and demographics search function. You then need to upload this list to the upload site.  Submit your file by uploading it to https://upload.icanotes.com/filedrop  After you upload your file to the Dropbox, please send an email notification to ticket@icanotes.com to let us know the file is there, including the following information.
  • Your ICANotes username
  • The name of the file you uploaded
  • Contact person name, email address, and phone number in case we have questions about your data file
  • Desired date for import (must be minimum 2 business days after file submission): mm/dd/yyyy
• All users must log out and stop working in ICANotes at the agreed-upon time on the day of the split. Any logins or data changes attempted after this time will either not be saved or may cause inconsistencies in the data. Please note that as of this time, 5/6/2020, a stop time has not been established.
• The owners of the two groups must ensure the correct billing information is on file with ICANotes for each of the groups according to the guidance which our billing department will provide.
• The parties need to identify ownership of the current BillFlash, Quest Diagnostics accounts, Waystar account, and any other integrations. The old integrations can be reused, but new integrations will be required for the resulting split systems.
• The parties will need to provide ICANotes with written documentation if integrations need to be transferred from one group to another.
• If new integration credentials are provided, ICANotes will need verification from the group’s security administrator of their ICANotes user, group name, address, contact name, and phone number.
• ICANotes will need written directions to remove the current lab from the existing group.