Frequently Asked Questions - Support

1) Open your Internet Browser (Firefox, Chrome, Internet Explorer, etc.) to the following location: http://www.icanotes.com/
2) Hover over "For Customers" and click on “Upload Site” in the Navigation menu.
3) Click on the link: Upload Site Or Open your Internet Browser to the following location: http://upload.icanotes.com/
4) Login with your ICANotes Username and Password
5) You may enter in the Patient’s Name or Unique Number, or click on the “A-Z” URL on the lower right. NOTE: Patient MUST be ACTIVE in ICANotes program
6) Once you locate the correct patient, click on their name to display the ICANotes Uploads page.
7) Click on the “Browse…” button to the right
8) Navigate to the Scanned Document/PDF/CCR/CCD/HL7 you wish to upload located on your computer/network
9) Select an appropriate catagory from the dropdown list
10) Enter a short and accurate description in the field: ”Description:” (Optional)
e.g Labs – PatientName_05-07-2009
11) Ensure you have “allow group to view” checked and click on the “Upload” button
12) BE PATIENT (this can take a few minutes depending on the size of the file and the speed of your Internet connection upload speed.
13) You will then see

This patient has x# files. Click here to view and manage them.

You may upload new files using this form.

Labs - Patient Name_05-07-2009.pdf has been uploaded.

14) If you accidentally upload an incorrect file, you may click on the “This patient has x# files. Click here to view and manage them.”
15) You may then click on the Pencil Icon to edit the Description and Group View option, or you may click on the Trash Can icon to delete the uploaded file.

1) Open the patient chart to be printed.

2) Go to the “Reports” menu
3) Select “Billing/Productivity Report”
4) Set the Date Range (from admission until D/C or present)
5) Clear the Provider field of any clinicians
6) Set your Note Types and whether to include unsigned notes.
7) Click on “Generate Report (Columns)”
8) Click on “Print these notes” at the top of the screen.

This will print everything but the demographics page which can be done by opening the demographics page of the patient chart and clicking “Print Patient Demographics”

****NOTE: Unless a paper print out is REQUIRED, it is best to print to a PDF writer such as bullzip to save the cost of ink, paper, power, save trees and avoid paper cuts, after all that is part of the reason for Electronic Health Records (EHR)

Please make every effort to ensure that your import file follows these instructions exactly as this will enable us to perform your data import more quickly. Files which do not follow these instructions will require more time to import.

 

****IMPORTANT****

ICANotes cannot be held responsible for the accuracy of the data provided by the customer. Please ensure that all records are 100% accurate before uploading the file to ICANotes or be prepared to have your staff adjust the information record by record within the ICANotes system. Do not include any field you do not see listed below, doing so will dramatically increase the time required to import your data.

 

Please create an excel spreadsheet(*.xls) named “Patient Demographics_<GroupName>.xls (where Group name is what ICANotes has your group named internally, call support for this information).

 

Once the file has been generated according to above and below, upload the file to the following location:

https://upload.icanotes.com/dropbox . Please send an email notification to sales@icanotes.com to let us know the file is there. DO NOT EMAIL PHI.

 

The following fields are REQUIRED (Please ensure the column names match EXACTLY as typed below):

 

FirstName        should not contain salutation or initials

LastName        should not contain title or initials

PatientID        can be any format as long as it is unique

Gender            M, F, O or Male, Female, Other or Man, Woman or Boy, Girl, Person

DOB                1/31/2001 or 1/31/01 or 01/31/2001 or 01/31/01 (if this isn't provided, we'll fill in an arbitrary value)

 

The following fields are optional and can also be imported.  There are no restrictions unless otherwise noted:

 

MiddleName           

SocialSecurityNumber

DateEntered            1/31/2001 or 1/31/01 or 01/31/2001 or 01/31/01

Address                  

City                       

State                     

Zip                         

HomePhone             

WorkPhone             

CellPhone            

Pager                       

EmailAddress               

SchoolOrEmployer       

SchoolGrade               

MaritalStatus               

Ethnicity                  

Religion                   

AdditionalNotes  

PrimaryCarePhysicianName

ReferredByName        

EmergencyContact       

EmergencyContactNotes  

InsuranceCompany1       

PolicyNumber1               

GroupNumber1               

InsuranceCompanyTelephoneNumber1   

InsuredFirstName1          

InsuredLastName1           

InsuredMiddleName1       

InsuredDOB1                  

InsuranceCompany2

PolicyNumber2

GroupNumber2

InsuranceCompanyTelephoneNumber2

InsuredFirstName2

InsuredLastName2

InsuredMiddleName2

InsuredDOB2

PharmacyName

PharmacyPhone

PharmacyFax

 

***Any field not listed above may be inluded into the AdditionalNotes field by naming your desired data to be imported as "AdditionalNotes_YourFieldName", e.g.  AdditionalNotes_BalanceDue . When imported, all the fields you name in that fashion will be merged and will be  available in the Miscellaneous Notes in the Demographics page of the patient chart. 

 

Please note, all imports are final. Please let us know when you have sent the file by sending an email to sales@icanotes.com