ICANotes EHR

What Is ICANotes EHR?

ICANotes is a cloud-based EHR and practice management platform built specifically for behavioral health. It brings clinical charting, scheduling, telehealth, e-prescribing, billing, and a patient portal into a single system. Its focus on clinical documentation is valuable for mental health practices where payers review notes to determine whether the care provided supports the service billed.

The software lets clinicians create initial assessments, progress notes, treatment plans, and discharge summaries through guided charting, helping lower the need to create notes after appointments. In addition, for psychiatric evaluations, Automatic E&M Coding identifies the E/M billing code supported by the information entered in the note. This connects the clinical record with the billing process without requiring clinicians to determine the code separately. 

Chart access is role-based, allowing clinicians, prescribers, and support staff to work from the same client record with permissions tied to their roles. That helps reduce manual handoffs between separate systems and give practices a shared record for clinical and billing-related work.

What Is ICANotes EHR Best For?

The platform stands out for its ‘menu-driven’ narrative charting, that uses a point-and-click phrase and checkbox system. It allows clinicians to select relevant clinical options, which the software uses to build a narrative note. The templates support formats such as SOAP, BIRP, and DAP, along with workflows for services such as couples therapy, group therapy, and case management. This lets practices use different documentation formats within the same system rather than relying on separate tools or generic forms. The guided approach could also reduce the amount of free-text writing clinicians need to do following a patient encounter.

How Much Does ICANotes EHR Cost? 

ICANotes pricing starts at $35/month for its ‘Notes Only’ plan for part-time clinicians. In addition, the following pricing options are available: 

• For part-time clinicians:
  • Non-Prescribing –$45/month 
  • Prescribing – $138/month 
• For full-time clinicians:
  • Notes Only – $55/month 
  • Non-Prescribing – $75/month 
  • Prescribing – $213/month

Implementation and support are included within the subscription cost. The vendor also provides a 30-day free trial, without requiring a credit card. 

Furthermore, the software offers the following optional add-on features that can increase the monthly cost: 

• Telehealth: $20/user/month 
• AI Scribe: $49/user/month 
• Additional Non-Clinical Users: $25/user/month (after the first free user) 

Organizations evaluating ICANotes should also account for the following estimated additional costs: 

• Full Clinical Data Migration: $500-$2,500+ 
• Custom Integrations And Interfaces: $500-$2,500+ 
• e-Prescribing Activation (One-Time): $99/prescribing clinician 

Contact us to request a personalized ICANotes pricing quote tailored specifically to your practice.

Disclaimer: The pricing is subject to change.

ICANotes EHR Integrations

The platform integrates with clearinghouses, health information exchanges (HIEs), and practice management systems. It also integrates with several diagnostic laboratories and lab information systems (LIS), including: 

• Labcorp
• Addiction Labs
• Quest Diagnostics
• Medstar Laboratory Inc.
• LabTrak
• Stratus DX

How Does ICANotes EHR Work?

Here's how you can get started with the software after its successful installation: 

• Log in to your ICANotes account using your credentials 
• Set up provider profiles, locations, and role-based permissions for each clinician and staff member 
• Access the patient portal to view patient records, treatment plans, and medications 
• Create a new client chart and enter demographic and intake details 
• Configure the schedule with reminders and a self-scheduling link for clients 
• Document sessions using the appropriate note type and menu-driven templates 
• Build treatment plans with goals and interventions, then link session notes to those goals to track progress 
• Manage prescribing and lab information within the client record 
• Review unbilled encounters and submit claims through the clearinghouse 
• Use the HIPAA-compliant telehealth platform to conduct remote therapy sessions 
• Utilize advanced reporting and analytics tools to gain insights into your practice's performance 

You can also explore the software features firsthand with a free ICANotes EHR demo 

Who Is ICANotes EHR For?

ICANotes EHR system caters to mental health practices of all sizes. It can be used by the following practitioners: 

• Psychiatrists 
• Therapists 
• Behavioral health clinicians
• Clinical social workers
• Counselors 
• Licensed marriage and family therapists (LMFTs) 
• Addiction therapists 

ICANotes Use Cases 

Based on our analysis of ICANotes reviews and its current capabilities, we have identified key scenarios where this software is a good fit: 

1. Group Therapy Programs Managing High Participant Volumes 

Intensive Outpatient Program (IOP) and Partial Hospitalization Program (PHP) may both face a high documentation load because each group participant requires an individual note tied to their treatment goals. The software addresses this by generating individualized notes from a documented group session and linking them to each participant's treatment plan goals. For programs running several groups each day, that could help decrease duplicate documentation after sessions. 

2. Practices Where Payer Reviews Depend On Clinical Documentation 

ICANotes can be useful for practices where clinical notes need to explain the reasoning behind the care provided, rather than simply recording that a service took place. Its structured charting approach lets clinicians capture clinical information within a narrative note. This makes the platform a good fit for practices dealing with detailed payer or accreditation reviews. 

3. Substance Use Programs Preparing For Medicaid And Licensing Reviews 

Substance use programs can use the system to keep American Society of Addiction Medicine (ASAM) criteria, risk assessments, readiness for change, and recovery goals within the client record. This gives staff one place to document the assessment and treatment information that may be reviewed by Medicaid or licensing bodies. 

4. Practices Tracking Outcomes With Standardized Assessments 

Practices using standardized assessments can record scores within the client record and track changes over time. ICANotes includes more than 100 clinical rating scales for this purpose. This is valuable for practices that want symptom measures to sit alongside treatment information rather than being maintained separately. 

5. Psychiatric Rehabilitation Program (PRP) And Case Management Programs Documenting Community-Based Services 

PRP and case management staff often need to document activities such as outreach, follow-ups, care coordination, and support with housing or vocational needs. The software provides templates and goal tracking for these services. The approach gives staff a way to connect these activities with the client's documented goals and care plan. 

ICANotes EHR User Sentiment 

ICANotes EHR Features

Some key features of the software include: 

AI EHR 

The AI layer works within the patient record and uses natural language processing (NLP) to interpret clinical information. It also helps generate notes, suggest relevant information based on the patient’s history and context, and identify information that may be missing from the record. In addition, AI also assists users with note formatting, coding, follow-ups, scheduling, and no-show prediction. The EHR also includes AI-assisted search and data extraction to help users find relevant information within patient records. The capability enables practices to use AI across clinical and practice workflows, rather than limiting it to note generation. 

AI-Powered Documentation 

The software includes two tools for AI-assisted documentation. The Ambient AI Scribe creates a draft note during the appointment, which clinicians can review and edit before finalizing. The AI Readability Enhancer works with existing notes and helps improve their clarity while keeping the clinical meaning intact. While clinicians hold responsibility for reviewing the record, the platform allows them to edit the generated content. This gives them a starting point during or after each session, helping decrease the amount of note preparation they need to complete from scratch. 

E-prescribing 

This feature lets prescribers manage prescriptions from the clinical record instead of moving to a separate application. It supports non-controlled and Schedule II to V controlled substances through a Surescripts-connected network. The module also includes EPCS, drug interaction and dosage alerts, formulary information, and state PDMP queries. It allows prescribers to record PDMP results within the encounter and store that information with the rest of the visit record. This can potentially lower the need to move between the clinical record and separate prescribing or PDMP systems. 

Practice Management

ICANotes connects scheduling, patient communication, document management, and billing with the clinical record. The platform also supports electronic intake, scanned documents, direct messaging, and electronic fax. Its scheduling and record structure take into account different visit types, including group sessions and shorter medication management appointments. Furthermore, for practices handling substance use records, the system supports protections related to 42 CFR Part 2. This gives practices one place to manage patient records and related practice tasks, while keeping the supporting documentation connected to each service. 

Patient Portal 

The portal supports practices in moving several routine client tasks online. It allows patients to complete intake forms, view appointments, request rescheduling and medication refills, send secure messages, view statements, make payments, and access eligible clinical records. It also enables practice users to review and submit forms to the client chart, helping lower the need to retype information. This helps reduce some of the manual work involved in intake, scheduling, refill requests, and patient billing questions.

Billing 

The system enables billing staff to access CPT codes and session details from the clinical note, which could potentially reduce the need to enter the same information again. The billing module also supports eligibility checks, authorization tracking, claims submission, patient statements, payment posting, and secondary claims. It allows practices to manage billing internally, export billing information to an existing clearinghouse, or use one of ICANotes' integrated billing partners. This gives practices different ways to incorporate billing into their existing revenue cycle process. 

Telehealth 

It allows virtual sessions to be launched from the calendar or client chart, so clinicians can start a video visit without moving to a separate application. Clients receive a secure link by email or text and can join from their device without downloading additional software. The feature also lets clinicians document during the session using the same menu-driven templates, while the telehealth option in the note identifies the visit for billing and compliance. It supports group sessions, screen sharing, and e-prescribing during virtual visits. For practices serving clients who face transportation or distance barriers, this keeps the virtual visit, charting, and related clinical tasks within the same workflow rather than requiring a separate system. 

Supplementary Features 

In addition to its core features, the software includes several other capabilities that support clinical, financial, and administrative workflows. 

Treatment Plans 

The feature allows clinicians to create plans around problems, goals, and interventions, then link session notes to those goals to track progress.

Assessment Tools 

ICANotes includes more than 100 standardized rating scales for assessing symptoms and tracking changes over time. They can be used by clinicians to score measures within the client record and use the results alongside treatment planning. 

Automatic Coding 

It identifies the E/M CPT code supported by the information entered during documentation. 

Scheduling 

These tools support multi-provider calendars, arrival tracking, copay collection, and patient self-scheduling.

Messaging 

The platform supports encrypted patient messaging and internal staff communication, with messages connected to the relevant patient record. 

Patient Statements 

This feature enables practices to create individual or batch patient statements and make them available through the portal for online payment. 

Revenue Cycle Management (RCM) 

The vendor offers outsourced billing support covering eligibility verification, claims submission, denial follow-up, and accounts receivable posting. This gives practices an option to move billing work to an external team while keeping claims connected to the clinical record. 

Is ICANotes EHR Right For You?

If your practice is evaluating ICANotes, the main consideration is how well the system fits the way you document care and manage your practice. The software’s design is built to support behavioral health documentation, payer review, and other requirements that a general medical EHR may not be able to handle in the same way. If you are comparing behavioral health EHR options, our ICANotes vs TherapyNotes comparison can help you understand the differences in features, workflows, and suitability for your practice needs.

The platform supports HIPAA requirements and is ONC certified, with tools for documentation aligned with CMS, CARF, and Joint Commission standards. Moreover, its templates align with DSM-5 and ICD-10 criteria. It can be valuable for organizations pursuing accreditation by supporting audit trails, credentialing and performance reports, and supervisory sign-off workflows for note review and approval. These tools could be particularly useful for agencies where licensed supervisors review and approve work completed by associate-level staff. It also uses encrypted data transmission and storage, automatic session timeouts, audit logging, and role-based access controls.

In addition, the system can exchange information such as lab results, appointments, notes, demographics, and charges with outside systems. It connects with labs, clearinghouses, and HIE networks, while practices can request new interfaces when needed. The software also supports data exchange through HL7, PDF, Base64, and SFTP. Furthermore, it lets prescribers use the Surescripts network and connect with state PDMP systems through the prescribing workflow. 

For growing practices, ICANotes supports multiple providers, locations, and user roles within the same system. This assists practices in managing their operations as they scale, without necessarily moving to a different EHR. 

Still uncertain whether ICANotes EHR aligns with your practice's needs? Contact us at (315) 215-3447, we will help you make the right choice. 

ICANotes EHR Pricing Plans 

Disclaimer: The pricing is subject to change.