Overview 

ICANotes+ version 8.2 brings new features and improvements to enhance functionality and user experience.  

Distribute Unapplied Payments Automatically

A new popup has been added to simplify and streamline the process of distributing unapplied payments. Now, when you click the Distribute button, a screen titled "Distribute Unapplied Payments" will appear, giving you a clear view of the transaction and two flexible ways to apply the payment:

1. Automatically (default): Let the system apply the unapplied amount starting with the oldest encounters.
2. Manually: You decide how much to apply to each line item.
   

To access the Distribute Unapplied Payments popup:

1. Navigate to the client’s chart.
2. Click the Account button in the header.
3. Expand the Account Payments/Adjustments section.
4. Click Distribute next to a payment with an unapplied balance.
   

Details on the Distribute Unapplied Payment Screen

At the top of the popup, you will see a summary of the payment’s transaction details:

1. Date – The date the payment was collected from the client.
2. Posted Date – The date the payment was entered into the system.
3. Reference Number – The reference number entered when the payment was recorded.
4. Transaction Type – The type of transaction selected when the payment was added. Distribution applies only to the Client Payment transaction type.
5. Amount – The total payment amount recorded.
6. Source – The payment source selected during entry (e.g., Cash, Cheque, Credit Card, Denial, EFT, Money Order, or Other).
7. Description – Any description added when the payment was entered.

Just below, the Unapplied Payment amount is displayed—this is the amount available for distribution.

Two Ways to Distribute Unapplied Payments

You can distribute the unapplied amount in one of two ways: automatically or manually. The automatic option is selected by default.

Automatic Distribution (Default Option)

The system distributes the unapplied amount starting from the oldest encounter.

The following columns will appear in the table.

1. Encounter Date
2. Service Code
3. Charge
4. Client Balance
5. Payment (system-generated, non-editable)
   

Manual Distribution 

The same list of encounters is shown, but the Payment field is editable. You can manually enter how much to apply to each line.

If the total amount entered exceeds the available unapplied payment, the Save Payment Distribution button is disabled. Hovering over the button displays a message: “Total payment distribution cannot exceed the unapplied amount.”

Action on the 'Save Payment Distribution' Button

A confirmation message appears on the top: “Payment distributed successfully.”

1. The system deducts the applied amount from the unapplied balance.
   
2. The Client Balance is updated in the Account Ledger.
   
3. If the full amount is used, the unapplied payment updates to $0.
   

New Integration: Support for Additional Clearinghouses

1. ClaimMD
   
2. Trizetto
3. OfficeAlly

Totals Row Added

1. Client Balance Total – Sum of all client balances.
   
2. Insurance Balance Total – Sum of all client insurance balances.
   
3. Charge Total – Sum of all unique charges (duplicate payments/adjustments on the same charge counted once).
   
4. Total Paid Total – Sum of the "Total Paid" values for all clients.
   
5. Total Adjusted Total – Sum of the "Total Adjusted" values for all clients.
   
6. Total Balance Total – Sum of the "Total Balance" values for all clients.
   
7. Amount Total – Sum of all payment/adjustment amounts in the report.
   
8. Amount Applied to Charge Total – Sum of all "Amount Applied to Charge" values.
   

New Filters Added

1. Clinician - Select a clinician to generate the report for a specific clinician. Leave blank to include all clinicians.
2. Location - Select a location to generate the report for a specific location. Leave blank to include all locations.
3. Payment Start/End Date - Use this to filter payments based on the date they were entered into the system. Leave the fields empty to include all payments.
4. Posted Start/End Date -  Use this to filter payments based on the posting date. Leave the fields empty to include all payments.
5. Transaction Type - Choose a transaction type to filter the report. Available options include:
   
   
1. Client Payment
   
2. Client Adjustment
   
3. Insurance Payment
   
4. Insurance Adjustment
   
   Leave this field blank to include all the transaction types.

Additional Updates to the Report

1. The Date column in the report has been relabeled to Payment Date. This change also reflects in the exported file.
   
2. The Transaction Type field is now included in the report export.
   

Standardized Date Labeling Across Reports