ICA Notes

Mental Health Charting

The only behavioral health EMR improving

compliance while reducing documentation time.

Intuitive Note Templates

ICANotes is the most clinically robust EHR for behavioral health charting, with pre-configured templates for all disciplines and settings. Create comprehensive:

Initial Assessments

Progress Notes

Group Therapy Notes

Treatment Plans

Discharge Summaries

Why Notes Are Important

No matter how good your memory is, you will not remember everything about every one of your clients. That's why writing effective notes is so important for you, your patients and your practice.

Notes that support behavioral health charting are a vital part of a clinician's capacity to help their patients. Having thorough documentation on hand allows you to communicate effectively internally, externally and with your patients regarding their symptoms and treatments. When your notes are comprehensive and concise, it ensures your patient will receive the best care possible because their symptoms and progress are clear and accessible.

Within your practice, this allows multiple clinicians on the treatment team to access and understand notes for a patient. It can also help external medical professionals who may be treating your patients for other conditions simultaneously. This clear communication allows your patient's healthcare team to be on the same page at every appointment.

Optimal Efficiency and Quality

ICANotes' mental health software can cut the time you spend writing notes without sacrificing any of the quality.

Our system is primarily menu-driven, meaning we offer content buttons that you can click to quickly document diagnoses, symptoms, observations, treatment options and other data in your notes. You can also create your own custom buttons to fit each client's unique needs if you find that you are adding the same information repeatedly.

Though our system is set up to require minimal typing, you can also free-type into the text field at any time if you feel there's something to include that doesn't have an existing button.

The notes you write for each patient can be linked back to other notes in their file, including treatment plans and previous notes that may indicate progress or regression from one session to the next. This behavioral health charting feature for counselors provides a full picture of how each patient is doing over time.

In these ways, ICANotes allows you to take complete, concise and effective notes in a fraction of the time other systems may require. Additionally, because your notes are written virtually and saved into our practice management software, they can be easily accessed by other clinicians in your practice, exported to patient portals or shared with external doctors who are providing concurrent treatment.

Behavioral Health Practice Management Software

Streamline your behavioral health practice management and go paperless with ICANotes, featuring fully integrated practice management,

EMR, and billing functionality.

Practice Management Software

Practice management software, or PMS, makes the lives of behavioral and mental health therapy providers easier.

What is practice management software in mental health healthcare?

Instead of spending hours filing insurance claims, creating invoices and processing payments, a PMS allows you to focus more on what matters most — your patients!

A PMS can increase the efficiency of your practice and the safety of your clients. It may also reduce the amount of paperwork you deal with through electronic insurance claims and a robust charting system.

A PMS is a great way to keep your practice organized, efficient, and well-documented.

Practice Management Software: Features and Functions

There are plenty of necessary functions required for the ongoing success of a behavioral and mental health practice. Therapy software can automate many of them and leave you with more time for your patients. Here are just a few of the features of therapy practice management software.

Insurance scanning and eligibility: By capturing proof of insurance with a PMS, practitioners can eliminate the time it takes to copy it and the risks associated with physical storage, like organization and security. A PMS can also check a patient's insurance eligibility, which is often a complicated procedure, given some insurance providers and the nature of therapy.

Claim tracking: Another time-consuming part of insurance processing is submitting claims, and a PMS can do this electronically. It can send claims to the insurance payer or a clearinghouse, freeing up more time for staff members.

Processing payments and billing: A PMS can handle processing your payments and other billing procedures. You can set up notifications to alert you when patients have open balances and keep detailed records of client billing.

Scheduling: One of the most convenient features in a PMS is a robust scheduler. A PMS may offer customizable appointment types and color-coding systems within an intuitive interface. Patients can often log into a patient portal to view their upcoming appointments, as well.

Recording patient data: In a PMS, you can track certain information about your patients, such as demographics. You can generate reports for your staff with these parameters, which is useful for measuring performance in financials, scheduling and more.

Check-in: With a quick check-in process, staff members can spend less time collecting information and more time giving the client a positive experience. A PMS typically offers a fast check-in that provides the staff with the patient's information.

Secure messaging: A PMS will often include a messaging feature that allows patients to communicate securely with their providers, making it easy to get essential information.

EHR-Integrated Billing Software for Behavioral Health Practices

Submit electronic or paper claims, track authorizations, auto-post

remittances, and generate reports.

Flexible Integrated Mental Health Billing Solutions

Efficient billing practices can have a tremendous impact on the operation of your behavioral health practice, affecting everything from how fast you receive payments to the amount of time you can spend with patients.

When you partner with ICANotes, you can streamline your processes and get payments faster with a single integrated billing software for therapists, psychiatrists and other behavioral health professionals.

ICANotes' comprehensive billing system allows you to create superbills, statements and CMS forms all in one place for easy bill distribution. Once your bills are created and distributed, we make sure you get paid quickly by allowing you to take cash and check payments or use our integrated card processing system.

More Features of Our Billing Software for Mental and Behavioral Health

When you use ICANotes psychiatrist billing software, you can use the following features to improve your practice's revenue cycle management process:

Self-pay billing: Manage payments for patients who have no insurance, use private pay or pay with cash.

Secondary claim submission: Request optional secondary claim submission capabilities for patients with more than one insurance plan.

Batch statements: Generate multiple billing statements based on the criteria you specify.

Statement customization: Show and hide details on a statement using the "Statement Settings" options.

Every client at every practice is unique, and some may have particular needs that change how they can be billed. Our software's features will help you customize your practice's operations while maintaining compliance with billing standards and making sure billing goes smoothly for all parties involved.

Behavioral Health EHR Integrations

ICANotes can adapt to meet the complex practice management needs of today... and tomorrow.

Laboratories

We are proud to work with the following laboratories to offer you resources to make your daily tasks easier to accomplish in ICANotes. Presently we offer the ability to receive lab results, PDF versions of lab results (where offered by the lab) and the ability to easily add the discrete data to your progress note as part of your daily workflow. Our EHR with lab integrations makes coordinating with laboratories seamless.

If you are a service vendor or customer looking to integrate a laboratory or laboratory information system with ICANotes, please fill out a contact survey at the bottom of this page.

Behavioral Health EHR Security Features

ICANotes meets HIPAA security standards for electronic medical records (EMR).

Establishing HIPAA Compliance

ICANotes maintains ongoing compliance with all HIPAA regulations.

These include the latest technology to prevent unauthorized access to company servers, full encryption of transmitted data, password and username protection, access logs, alerts, and protection of access points.

Ways Our EHR Security Features Can Help Your Practice

We design our healthcare solutions with compliance as a core focus. ICANotes complies with HIPAA and the HITECH Act to provide industry-leading security and compliance. Security features available from ICANotes include:

A design with mental healthcare regulations in mind: Our team includes clinical professionals who understand behavioral health. As a result, ICANotes has compliance built into its design.

Third-party integrations: ICANotes works with third-party integrations such as health information exchanges (HIE). We ensure that our integrations follow the same stringent security standards as our software.

Regular security updates: ICANotes receives frequent security updates from our development team to ensure that you always have the most up-to-date security.

With these advantages, you can increase your rate of successful security audits and maintain data security for your mental health practice.

ONC-Certified

Behavioral Health EHR Software

ICANotes is a 2015 Edition Certified Health IT Product

Meeting All Service Standards

The Office of the National Coordinator for Health Information Technology works with four organizations designated as Accredited Certification Bodies as of February 2017. Also known as ONC-ACBs, these organizations test and certify electronic health record (EHR) systems.

ONC (Office of National Coordinator) Health IT Certification Program is a voluntary program established by ONC to provide for the certification of health IT. ONC establishes the Health IT certification program requirements as well as outcome-focused requirements known as "certification criteria" for health IT developers and health IT modules. ONC has established the 2015 Edition Health Information Technology (Health IT) Certification Criteria, 2015 Edition Base Electronic Health Record (EHR) Definition, and ONC Health IT Certification Program Modifications Final Rule.

ICANotes meets the standards for the 2015 Edition Health Information Technology (Health IT) Certification Criteria, 2015 Edition Base Electronic Health Record (EHR) Definition and was certified by one of the ONC-ACBs, The Drummond Group, on December 31, 2018.

Customer support related to MIPS and Meaningful Use programs which require the 2015 Edition Health Information Technology is limited to documentation and webinars. Additional fees are required for individual customer training. A specific  provider workflow is required and included in the documentation to ensure that MIPS and Meaningful Use reporting is accurate.

Meaningful Use in Behavioral Healthcare

The Health Information Technology for Economic and Clinical Health (HITECH) Act requires healthcare professionals to demonstrate meaningful use of EHRs. According to this program, a professional implements meaningful use over three stages:

Data gathering and fundamental EHR adoption

Establishing health information exchange and care coordination

Improving healthcare outcomes through technology

As the healthcare industry changes, so will these stages and requirements. We plan to adapt ICANotes to any future developments to ensure that your practice still qualifies.

Telehealth

ICANotes offers secure, integrated HIPAA-compliant telehealth functionality

Fully Integrated Telehealth and EHR Features

You can use ICANotes Telehealth EHR as part of a comprehensive practice management system. It works seamlessly with the rest of the software's behavioral health EHR features, including:

Appointment reminders: If you add appointment reminders to your ICANotes plan, your patients will receive automatic reminders for their upcoming telehealth sessions.

Document management: With ICANotes, you can manage client documentation through the software during a telehealth session.

Messaging: ICANotes also includes messaging features for intraoffice and provider-to-patient communication to facilitate remote services.

Patient portal: Your clients can access the patient portal for information about their medical history and online communication with their provider.

Scheduling: The ICANotes Calendar enables you to schedule and manage appointments and provides the option to start a telehealth session from an appointment entry.

e-Prescribing

With fully integrated e-prescribing, ICANotes simplifies the medication management process for both legend and controlled substance prescriptions.

Safer and More Efficient Prescribing

By eliminating paper, phone, and fax from prescribing and refill requests, e-prescribing makes getting patients the medications they need a safer and more efficient process.

DrFirst has been awarded the prestigious Surescripts Gold Solution Provider certification for four consecutive years, plus 12 other awards. DrFirst allows physicians to streamline practice workflow, create practice efficiencies, and increase productivity through electronic medication orders, renewals, access to clinical alerts and decision support tools, and formulary checking.

Automatic Coding

ICANotes self-codes to the highest reimbursable E/M service code supported by your note content, enhancing revenue and preventing costly paybacks.

Evaluation / Management Code

ICANotes automatically takes into consideration the site of service (office, hospital, nursing home, etc.) and calculates the highest possible reimbursable code supported by your note.

ICANotes automatically codes using Evaluation / Management code numbers according to HCFA's Guidelines (from Documentation Guidelines for Evaluation and Management Services).

HCFA guidelines are so complicated that a computer is a practical necessity. As buttons are pushed, ICANotes records (and you can observe) which history and exam elements are being credited. The level of Medical Decision Making is also scored on the basis of buttons pushed.

Compliant EHR Software for Behavioral & Mental Health Practices

The only behavioral health EMR improving

compliance while reducing documentation time.

Compliant EHR Software

Achieving and maintaining compliance with various state and federal regulations is something that every behavioral health practice must be able to do. In 2019, there are a number of organizations and regulations that govern compliance on a variety of levels. Your electronic health records (EHR) system must be up to date with all applicable regulations if you want your practice to remain in the good graces of the many regulating bodies that demand compliance.

Becoming familiar with the entities that require and demand compliance is the first step to determining the suitability of your EHR for behavioral health services.

Outcome Measurement Tools for Behavioral & Mental Health Clinicians

What Is Outcomes Measurement?

In behavioral and mental healthcare settings, outcome measures are tools that help determine the impact of a service or intervention on a patient's health status. According to the Donabedian model, outcome measures are the third of three types of healthcare quality measures — accompanying structural measures and process measures.

Implementing outcome measures can help increase treatment effectiveness and create meaningful change for your patients. Outcome measures also help put quantitative data behind mental and behavioral health transformation that can be challenging to evaluate otherwise. The time and effort you invest in outcomes measurement can give you the knowledge to better serve your patients and grow as a facility.