Overview  

This KB article includes the new features released in ICANotes+ version v7.0.  
 

New "Aging by Service Date" Report  

The new Aging by Service Date Report is designed to help billers manage outstanding balances more effectively. This report allows billers to view charges with outstanding balances and track how long they have been outstanding, based on the service date.

Key Benefits:

• Collections Management: Identify and send older balances to collections or issue pre-collection notices.
• Timely Rebilling: Rebill charges before they reach the timely filing limit to avoid claim denials for untimely filing.
• Balance Write-offs: Write off balances after a specified period.

This feature aims to streamline the billing process, improve efficiency, and ensure timely actions on outstanding balances.

To access the new report, select the Reports option from the left sidebar, then select the Aging by Service Date Report option from the Report dropdown menu as shown below:

By default , the details will appear for the most recent month. However, you can select the different start and end dates to generate the desired report.

Scrolling to the report's right side, you can view the older client and insurance balances.

• 0-30 Days - The client and insurance balances shown in this column indicate that the charges have been outstanding from 0 to 30 days (based on the service date) for the respective service provided to the client.
• 31-60 Days - The client and insurance balances shown in this column indicate that the charges have been outstanding from 31 to 60 days (based on the service date) for the respective service provided to the client.
• 61-90 Days - The client and insurance balances shown in this column indicate that the charges have been outstanding from 61 to 90 days (based on the service date) for the respective service provided to the client.
• 91-120 Days - The client and insurance balances shown in this column indicate that the charges have been outstanding from 91 to 120 days (based on the service date) for the respective service provided to the client.
• 121-150 Days - The client and insurance balances shown in this column indicate that the charges have been outstanding from 121 to 150 days (based on the service date) for the respective service provided to the client.
• 151-180 Days - The client and insurance balances shown in this column indicate that the charges have been outstanding from 151 to 180 days (based on the service date) for the respective service provided to the client.
• >180 Days - The client and insurance balances shown in this column indicate that the charges have been outstanding for more than 180 days (based on the service date) for the respective service provided to the client.

The report includes the improved user interface, as demonstrated below: 

• Filter Options: Locate the Start and End Date fields at the top. By default, the report appears for the most recent month. You can change the period as per your need and click the Apply button to generate the report.
• Zoom Options: Easily view report details by zooming in and out.
• Pagination: Navigate through the report page by page using the provided icons. Quickly access the first and last pages as well.
• Free Text Search: Search for specific records within the report, such as client details using Chart ID, Phone, Preferred Name, and more.
• Export Options: Locate the Export dropdown in the top right corner to export details to PDF, CSV, and Excel.

Efficient Report Processing with Plus Software: Tips and Best Practices

• While processing the report, you can keep the report open in one tab and open the Plus software in another tab to perform the necessary actions. This allows you to complete your tasks more efficiently and in less time. Alternatively, you can export the report to Excel and then perform the necessary actions in the Plus software. 

Assign Access to the Report

Ensure that the biller has permission to access the Aging by Service Date Report. Navigate to Settings > Practice Settings > Roles & Permissions. Click the Create New Role or the Edit button as shown below:

To assign the permission, expand the Reports section and select the Access the Aging by Service Date Report checkbox as shown below:

Ability to Create Payer Rules  

ICANotes+ now empowers billers to manage payer rules, allowing users to handle custom business rules for their practice with greater ease and flexibility. 

Key features include:

• Add Payer Rules: Add new payer rules to define custom business rules by any combination of payer, rendering provider, or service location.
• View Payer Rules: Users can view all existing payer rules for their practice.
• Delete Payer Rules: Remove payer rules that are no longer needed to ensure your practice's claim submission process remains accurate and efficient.
  

This enhancement allows users to define and manage the specific rules required by payers for proper claim processing, ensuring compliance and improving the success rate of claim submissions.

Note: Our training/implementation team will assist you to enable this feature and configure the payer rules for your practice. Once the rules are configured, you can modify them according to your practice needs.

Navigate to Settings > Revenue Cycle Management > Payer Rules and click the Create Payer Rule button.

The Create Payer Rule screen appears as shown below, allowing you to define rules according to your practice's needs.

For example, you can create a rule to replace the rendering provider's last name with "Doe" for all claims where the payer is AARP Medicare, the rendering provider is John Smith, and the rule applies to all service locations. You can set this up by selecting the appropriate options in the IF and THEN sections of the screen.

IF section

This is the section where you can configure the condition to apply the rule.

• Payer: This dropdown will display all the payers you have configured in the system. Select the desired payer to apply the rule. If you want to apply the rule for all the payers, select Any option in this field.

• Rendering Provider: This dropdown will display all the providers you have configured in the system. Select the desired provider to apply the rule. If you want to apply the rule for all the providers, select Any option in this field.

• Service Location: This dropdown will display all the sites you have configured in the system. Select the desired site to apply the rule. If you want to apply the rule for all the sites, select Any option in this field.

THEN section

This is the section where you can configure the outcome for the condition you have set in the IF section.

• Action: This dropdown will display the following options:
  • Include: 
  • Omit
  • Replace

• Object/Field: This dropdown will display a list of objects and fields that you may want to include, omit, or replace while submitting the claim. You can include or omit both objects and fields, but for replacements, only fields can be replaced. 

Expanding the Object/Field dropdown will display the following objects that you can include or omit.

Expanding the object will reveal the corresponding fields that you can include, omit, or replace. For example, when you expand the Billing object, it will display the associated fields as shown below: 

• New Value: Enter the new value for the selected object/field. When you submit the claim, the value entered in this field will be considered in the claim.

Assign Access to the Payer Rules Feature

Ensure that the biller has permission to access the payer rule section. Navigate to Settings > Practice Settings > Roles & Permissions. Click the Create New Role or the Edit button as shown below:

To assign the permission, expand the Payer Rules section and select the Access Payer Rules checkbox as shown below:

Populate the Payer List from the Inovalon Clearinghouse Portal  

ICANotes+ now automatically populates the payer list from the Inovalon clearinghouse portal. When adding a new payer, there is no need to manually enter the payer name. As you begin typing, a list of payers from the Inovalon clearinghouse will appear, allowing you to select the appropriate payer.

Note: This feature applies to practices configured to use Inovalon as their clearinghouse. 

To add a payer, navigate to Settings > Practice Settings > Payer Settings and start adding to the master list.