To use the payment processing feature, you must first sign up for credit card processing through our partner, Nexio. Learn more about this feature and get started here: https://nex.io/partnerships/icanotesplus-lp/

Requesting payments from clients in ICANotes+ is quick and easy. Clients will receive an email notification of the payment request, which they can then process via the link in the payment request email.

Requests for Payment can be generated in the following places:

• in the work areas of a note in progress, by generating an invoice first, then selecting the option to Request Payment
• from the chart in Billing > Invoicing where the invoice has been created

It is recommended you establish a Service Code Short List in Practice Settings first, then establish Clinical Billing Rates in Revenue Cycle Management before generating an invoice or superbill.

Practice Owners will establish the Service Code Short List for the practice:

Individual users will set their Clinical Billing Rates for their services:

To generate an invoice and request payment, you'll need to first create your note.

Within the note, navigate to the Service Code field and use the Enter button to enter the appropriate service code and billing rate for the encounter.

When ready, use the Generate Invoice button to create an invoice for the service.

Once an invoice has been generated you will be given the option to View Invoice, View Superbill, and Request Payment. 

Text: The invoice has been created and is now available to view. View Invoice. View Superbill. Request Payment. Close.

Payments can also be requested from Invoicing section of the Billing tab in the client's chart. Click the three dots icon on the created invoice, then select Request Payment. 

For practices not yet setup to accept online payments, a message will display giving the user different options. Practice Owners will see the following message displayed when clicking the Request Payment button:

Text: Accepting Online Payment is Not Activated. Would you like more information on accepting online payments from your clients? A representative will reach out with more details. 

Click Yes, I'd Like More Information and a Sales representative will reach out to you accordingly. All other user types will see a message informing them to reach out to their practice owner. 

Otherwise - and once the service is activated - clicking to Request Payment will instantly provide a preview of the payment request to be sent. Click Request Payment to send. 

Text: Preview Payment Request. An email like the one below will be sent to the client to request payment. Click "Request Payment" to send the email, or "Cancel" to cancel the request for payment. Request Payment. Cancel. 

If the client does not have a designated email address in the chart, you will be prompted to enter one for the patient before proceeding with the request. Once a payment has been requested, a date and timestamp will display in the Request Payment Date column in Invoicing. 

From their end, the client will receive the payment request in their inbox with an option to Pay Now. If the client is registered for the Portal, they will have the additional option of viewing account details online by signing into MentalHealthChart - the client portal. Both examples are provided below. 

(Tip: If a payment request was sent but not received, advise the client to check the spam folder of their email client in case the request was filtered out.)

Without the client Portal enabled:

With the client portal enabled:

Clicking Pay Now will direct the client to an online pay system where they will be prompted to confirm their Account ID and Date of Birth before setting their payment information. The Account ID number is displayed on the payment request itself. In the example above, the Account ID is "1". Click Next. 

On the next screen the client will be prompted to pay the Total Balance or enter an Other Amount. Click Continue. 

On the third screen the client will enter their Card and Billing Information, including Name, Card Number, Expiration Date, Security Code, Country, Address, City, State, and Postal Code. 

Depending on the client's screen size, it may be necessary to scroll down in order to see the final Review Payment button. 

Your client will review their payment before clicking to Submit Payment. A confirmation message will thank them for their payment and provide a Reference Code for the transaction. From here the client can print their receipt then close out of the payment window. 

Online payments greater than or equal to the client's balance are applied to each charge in the following order until the full amount of the payment is exhausted:

1. Oldest charge with a client balance first
2. Newest charge with a client balance last

In ICANotes+ the updated payment information will display in an itemized fashion in the Account Ledger, which can be accessed by clicking the Account button from the top bar within the client's chart. 

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.