v8.1 Release Notes (Release Date: April 03, 2025)

v8.1 Release Notes (Release Date: April 03, 2025)

Overview 

ICANotes+ version 8.1 brings new features and improvements to enhance functionality and user experience.  


Redesigned Chart Face: Improved Navigation and Accessibility

The Chart Face screen has been redesigned to enhance user experience by improving accessibility, navigation, and visual appeal. The new design provides a more intuitive layout, reduces scrolling, and ensures that all essential elements are easily accessible.

Key Enhancements include:
  1. Modern, user-friendly interface with improved spacing and alignment
  2. Header repositioned outside the Chart Face tab for better organization
  3. Labs tab moved to the header for quick access
  4. Billing tab removed; billing details can now be accessed via the Account button in the header
  5. Improved note readability—note content now appears before action buttons
  6. Signed notes are now clearly marked with a badge
  7. Enhanced left-pane widgets with a structured layout and two new widgets
  8. Print medications directly from the Current Medications widget
  9. New bottom section for creating assessments, notes, and therapy groups

A detailed Knowledge Base article is available to help you explore the new Chart Face—click here to learn more.

Restricting Clinicians from Editing Other Clinicians’ Notes

A new permission, Edit Notes of Other Clinicians, is now available in the Roles & Permissions settings. This permission allows administrators to control whether clinicians can edit notes created by others.

Clinicians who do not have permission to edit notes created by other clinicians will see a restriction message when attempting to do so. Additionally, in Therapy Groups, the Compile Notes and Sign Notes buttons will be disabled for them, with a tooltip indicating that they are restricted from editing notes created by other clinicians.

 To prevent clinicians from editing other clinicians’ notes
  1. In the left sidebar, select Settings.
  2. Select Practice Settings > Roles & Permissions.
  3. Expand the Notes section.
  4. Clear the Edit Notes of Other Clinicians checkbox.
  5. Click Save.

If a clinician tries to edit another clinician’s note, a restriction message appears. A red notification also appears at the top, indicating that the clinician cannot edit the note due to permission restrictions.





New Productivity Report

The Productivity Report helps administrators monitor provider efficiency and workload. This report offers insights into completed documentation, appointments, and billing entries, allowing practices to assess provider performance, track session counts, and ensure timely documentation. By leveraging this report, practices can optimize workflows and improve overall practice management.

Like other reports, you can export the report in CSV, PDF, or Excel format.

To access the Productivity Report:

  1. Select More from the left sidebar.
  2. Select Reports.
  3. In the Report dropdown, select Productivity Report.




Report Columns

When you generate or export the report, it includes the following columns:
  1. Encounter Date: Displays the date on the note.
  2. Note Creation Date: Displays the date the note was created.
  3. Note Compile Date: Displays the date the note was last compiled. If the note was compiled multiple times, the most recent compilation date is shown.
  4. Last Signature Date: Displays the date the note was last signed.
  5. Signed by: Displays the clinician who signed the note.
  6. Co-signature Date: Displays the date the note was co-signed.
  7. Cosigned by: Displays the name of the co-signer. If multiple co-signers have signed the note, all their names will be listed.
  8. Posted Date: Displays the date the payment (ERA) was posted in ICANotes+.
  9. Payment Date: Displays the date the payment was entered or received.
  10. Client Name: Displays name of the client.
  11. Client ID: Displays client's chart ID.
  12. DOB: Displays client's date of birth.
  13. MRN: Displays client's unique medical record number (MRN).
  14. Gender: Displays client's gender.
  15. Note Status: Displays the status of the note (In Progress, Finished, Signed).
  16. Assigned Provider(s): Displays the name of the assigned clinician.
  17. Note Owner: Displays the name of the principal clinician.
  18. Location: Displays client's location.
  19. Service Codes: Displays all the service codes recorded in the note.
  20. Modifiers: Displays modifiers (code and description) for the service codes recorded in the note.
  21. Authorization Numbers: Displays authorization numbers recorded for the service codes in the note.
  22. Time Spent: Displays the time recorded in the note. If the note was created from an appointment, the time spent is automatically imported.
  23. Diagnosis Codes: Displays diagnosis codes selected in the note.
  24. Primary Payer: Displays name of the primary payer.
  25. Primary Member ID: Displays Member ID / Policy Number for the primary payer.
  26. Secondary Payer: Displays name of the secondary payer.
  27. Secondary Member ID: Displays Member ID / Policy Number for the secondary payer.
  28. Total Charge: Displays the total charged amount for all provided services.
  29. Client Paid Amount: Displays the amount paid by the client, recorded from the calendar or the Billing tab > Account Ledger section.

Report Filters 

By default, the report includes Start Date and End Date filters. The report filters results based on the encounter date. 

Additional filters are available to refine results:
  1. Client: Select a client to generate the report for a specific client. Leave blank to include all clients.
  2. Clinician: Select a clinician to generate the report for a specific clinician. Leave blank to include all clinicians.
  3. Location: Select a location to generate the report for a specific location. Leave blank to include all locations.
  4. Creation Date: Select a date to generate the report for notes created on that date. Leave blank to include all notes.
  5. Compile Date: Select a date to generate the report for notes compiled on that date. If a note is compiled multiple times, the most recent compilation date is used. Leave blank to include all notes.
  6. Signature Date: Select a date to generate the report for notes signed on that date. Leave blank to include all notes.
  7. Supervisor Date: Select a date to generate the report for notes signed by the supervisor. Leave blank to include all notes.
  8. Service Code: Select a service code to generate the report for notes associated with that service code. Leave this field blank to include all service codes.
  9. Billable: Select Y to generate the report for notes with billable service codes. Select N to generate the report for notes with non-billable service codes. Leave this field blank to include all notes.
  10. Payer: Select a payer to generate the report for a specific payer. Leave blank to include all payers.
  11. Payer Ranking: Select whether to generate the report for Primary or Secondary responsibility. Leave blank to include both.
  12. Telehealth: Select Y to generate the report for encounters designated as telehealth sessions.
  13. Note Status: Select the note status to filter results. Options: In Progress, Completed, Deleted, Signed, Finished.
  14. Client Status: Select the client status to filter results. Options: Active, Inactive, Pending, Test.



This updated report provides greater flexibility and insight into provider productivity, billing, and note management.

New Timely Filing Report

The Timely Filing Report helps billers track claims approaching their filing deadlines or those already overdue. By proactively managing these claims, users can minimize the risk of denials due to late submissions, ensuring a higher success rate for claim acceptance and reimbursement.

In a previous release, we introduced the ability to configure timely filing limits for insurances. You can set these limits in Settings > Practice Settings > Payer Settings.

In this release, we are introducing the Timely Filing Report, which allows billers to track claims approaching their filing deadlines. The report displays the number of days remaining before a claim reaches its timely filing limit. If the deadline has passed, the claim will appear as overdue in the report. Once a claim is submitted and payment is posted in the system, it will no longer appear in the report.

Like other reports, you can export the report in CSV, PDF, or Excel format.

To access the Timely Filing Report:

  1. Select More from the left sidebar.
  2. Select Reports.
  3. In the Report dropdown, select Timely Filing Report.

Understanding the Report

When you run the report, the Days to File column appears on the far right. The report is structured as follows:

  • Overdue claims (claims that have exceeded the filing limit) appear first.
  • Claims nearing their filing limit (requiring immediate attention) appear next.
  • Claims with ample time before their deadline appear last.



Report Columns

The Timely Filing Report includes the following columns:
  1. Client: Displays the client's name.
  2. DOB: Displays the client's date of birth.
  3. Client ID: Displays the client's chart ID.
  4. Service Location: Displays the client’s designated location.
  5. Clinician: Displays the clinician assigned to the note.
  6. Encounter: Displays the date on the note.
  7. Service Code: Displays all service codes recorded in the note.
  8. Unit: Displays the number of units recorded for the service code.
  9. ICANotes Claim: Displays the ICANotes+ claim number.
  10. Charge Amount: Displays the charged amount for the service code.
  11. Payer: Displays the name of the payer for which the claim filing limit is either approaching or has expired.
  12. Ranking: Displays the payer ranking (Primary or Secondary).
  13. Days to File: Displays Overdue if the filing limit has passed; otherwise, shows the number of days remaining to submit the claim.

Report Filters

By default, the report includes Start Date and End Date filters. The report filters results based on the encounter date. 

Additional filters are available to refine results:
  1. Payer: Select a payer to generate the report for a specific payer. Leave blank to include all payers.
  2. Clinician: Select a clinician to generate the report for a specific clinician. Leave blank to include all clinicians.
  3. Location: Select a location to generate the report for a specific location. Leave blank to include all locations.
  4. Days to File: Use this filter to generate the report for overdue claims or claims nearing the submission deadline.
    1. To view only overdue claims, select Overdue.
    2. To view claims approaching the filing limit, select Within Limit.


This report helps billers proactively manage timely filing requirements and prevent claim denials due to missed deadlines.

Need Help?

For further assistance, contact:
📞 Phone: 443-203-5857
📱 Text: 866-301-0085
📧 Email: ticket@icanotes.com
💬 Chat: https://app.icanotes.com



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.

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