Overview 

This KB article includes the new features released in ICANotes+ version v7.5. 

Therapy Group - Access to Previous Notes

In the Group Therapy Progress Note screen, when generating notes from a therapy group and accessing the work area of a specific note, you have the option to move through notes sequentially using the Continue to Next Note button.

With this release, a new Continue to Previous Note button has been added, allowing you to easily navigate back to review previous notes. This enhancement improves the ability to reference prior notes during the documentation process. 

Allocating Client Payments to Outstanding Charges  

ICANotes+ enables you to easily allocate client payments to outstanding charges, starting with the oldest date of service. The newly added "Distribute" button, located in the Account Payments/Adjustments tab, allows you to efficiently apply unapplied payments. 

This feature streamlines the process of distributing unapplied client payments across outstanding balances. 

Key Details:

• The "Distribute" button is located next to the "Refund" button under the Account Payments/Adjustments tab.
  
• This button is exclusively available for transactions of the type “Client Payment.”
  
• The button will only be active when there is an unapplied amount greater than zero.
  
• If the unapplied amount is $0, the button will be disabled. 

Example Scenario:

Let’s say a client has made a payment of $100, while their total outstanding charges amount to $120, distributed as $50, $40, and $30 for various dates of service. The system will automatically apply the payment, starting with the oldest charge, and will leave a remaining balance of $20. 

To distribute a client payment, navigate to the Billing tab, open the Account Payments/Adjustments panel, locate the Distribute button.

Within the Account Ledger panel, you’ll be able to view the client’s charges, as well as any unapplied amounts. 

When you click the Distribute button, a confirmation message will appear, asking if you want to allocate the payment to outstanding charges, starting with the oldest date of service. 

Upon selecting Yes, the system will distribute the payment across the charges. A success message will confirm the action, and the unapplied amount will update to zero if fully allocated. 

You can review the distribution and remaining balances in the Account Ledger, as shown in the example below. 

Include Secondary Payer when Submitting Claims to Primary 

By default, when submitting a claim to the primary payer, the system will also send the secondary payer details. However, if you prefer not to include secondary payer information, you can opt out. 

In the Unbilled Encounters tab, scroll to the right to find the Include P/S column. This allows you to uncheck the box for the secondary payer, as shown in the screenshot below. To include the secondary payer details when submitting to the primary payer, simply leave the checkbox selected. 

You can also locate the following new columns in the Unbilled Encounters tab.

Claim Date: Displays the date when the claim was submitted / rebilled.

Claim Frequency Code: Dispays the claim frequency code. The codes are: 01 - original claim, 07 - replacement of prior claim, or 08 - void/canel of prior claim.

Payer Claim#: Displays the payer claim number entered when submitting rebill.

New Feature: Claim Rebill Process 

Key Highlights:

• New Dropdown Option: Users can initiate the rebill process from the Billed Encounters tab by selecting the "Create Rebill" option from the Actions menu.
• Accessibility: To enable this feature, please contact our customer support team. 
• Rebill Modal: Upon selecting "Create Rebill" option, users will see a modal where they can:
  • Choose the payer associated with the original submission.
  • Add other relevant payers if necessary.
  • Specify the claim frequency code (Replacement or Void/Cancel).
  • Enter or update the payer claim number.
• Save & Submit: Once submitted, encounter details are updated, and users will receive a success or error message, depending on claim submission status.
  
  • Successful submissions keep the encounter in the Billed Encounters tab.
  • Failed submissions move the encounter to the Unbilled Encounters tab, where errors can be reviewed and addressed.

This enhancement provides a more efficient process for managing claim corrections and rebills, helping users avoid the manual clearinghouse submission process.

Feature Details:

To use the Claim Rebill feature, please contact our customer support team to enable it for your practice. Once enabled, the Create Rebill option will appear in the Billed Encounters tab allowing you to select a claim for rebilling to the primary or secondary payer.  

Notes:

• Create Rebill feature is applicable only for submitted claims.
• Ensure that you select only a single encounter when creating a rebill.

The Create Rebill screen is displayed below, where you will find the client name and encounter date at the top. From there, you can select the payer, choose the claim frequency code, and enter the payer claim number before submitting. Detailed explanations of these fields are provided below the screenshot. 

Payer: Displays all payers for which the claim has been successfully submitted. By default, the most recently submitted payer is pre-selected, but you can choose another payer from the dropdown. 

Include Primary / Secondary: When rebilling a primary payer, you can include secondary payer details, and vice versa. 

Claim Frequency Code: Select an appropriate claim frequency code from the dropdown. The options include:

• 7 - Replacement of Prior Claim
• 8 - Void/Cancel of Prior Claim

Payer Claim#: The most recent payer claim number populates by default but can be updated if needed. This number is pulled from the Electronic Remittance Advice (ERA) or Manual Payment Posting (MPP) screens. 

Save: Click this button to rebill the claim later after reviewing the details. This action moves the encounter to the Unbilled tab. A message will appear as shown below upon saving the rebill details.

Save & Submit: Click this button to rebill the claim. A success message will confirm submission, or, in the event of an error, a .csv file will be provided to correct the issue and retry the rebill process. The following message appears on successfully rebilling the claim.

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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.