Overview  

This KB article includes the new features released in ICANotes+ version v5.20. 

Accept / Decline Appointments via Client Portal  

The clients can now accept / decline the appointments from their portal. When the clients log on to their portal, they can see the appointments you have created for them in the Upcoming Appointments section with the Accept and Cancel buttons as shown below.

The clients can either accept or cancel the appointments from the portal. When they click the Cancel button, it will disappear from the screen as shown below.

When an appointment is canceled, it will be displayed on your calendar with a strikethrough, as depicted below.

At a later stage, the clients can still accept the appointment if they desire to do that. They can click the Accept button as shown below.

When they click the Accept button, the appointment will appear on your calendar as a normal text as shown below.

Manage Clinical Team by Client 

The administrators can now efficiently manage the clinical team by clients. Previously, the administrators could add clinical team only when accessing the client's chart. This enhancement allows them to add clinical team members from the centralized location (Caseload Security section) that reduces their time and efforts. The administrators can also modify the principal clinician from the Caseload Security section.

To Manage Clinical Team by Client: 

Go to Settings > Account Management > Caseload Security screen and scroll a little to access the Manage Clinical Team by Client section as shown below.

Click the Edit button located in the Actions column. The dropdown in the Clinical Team column allows you to add / remove the desired team members.

Once you select the desired team members in the clinical team of specific client, click the Update button.

To View a List of Clients for Specific Team Member:

If the administrators want to view a list of clients for the specific team members, they can do it with the help of the filter option.

In this example, let's assume they want to access only those clients for which John Smith is a part of the clinical team. Upon clicking three dots in the header, they can select the filter option and then select 'John Smith' to view all the clients for which John Smith is a part of the clinical team.

The system will display only those clients for which John Smith is a part of the clinical team as highlighted in the screen below.

To Modify Principal Clinician: 

The administrators can modify the principal clinician from the Caseload Security section.

When they click the Edit button, the dropdown in the Principal Clinician dropdown allows them to select the desired principal clinician from the list as shown in the screen below.  

New Payments/Adjustments Report 

The new  Payments/Adjustments Report enables the users to generate a detailed report of client and insurance payments and adjustments. This detailed report aids in conducting thorough investigations of any discrepancies, ensuring accurate recording of all received payments to respective accounts and verifying the completion of necessary adjustments. Additionally, it facilitates efficient follow up on account balances and enables necessary adjustments to be made.

From the left side bar, select the Reports option. In the Report Type dropdown, select Payments/Adjustments Report as shown below.

Creation Date: Select the period for which you want to generate the report. The report will display payment/adjustment details appear for all the encounters created during this period.

When you generate the report or export data to excel/csv format, the following details will appear on the report.

Client

• Client
• Chart ID
• Client Balance
• Ins Balance
• Total Balance
• Payment Requested

Charge

• Encounter
• Service
• Clinician
• Service Location
• Note Status
• Charge
• Total Paid
• Total Adjustment
• Client Balance
• Ins Balance
• Total Balance

Payment/Adjustment

• Transaction Type
• Date
• Posted Date
• Ref Number
• Payer
• Payer Type
• Amount
• Amount Applied To Charge
• Entered By
• Transaction Code
• Online Payment
• Source