Frequently Asked Questions

Yes, it does. ICANotes determines the highest Evaluation and Management (E/M) code for the site where you are working. E/M codes often provide a higher reimbursement than other codes. The E/M code is determined, in part, by the clinical documentation in the note, which ICANotes automatically keeps track of by noting which buttons you have pushed. The program also knows where you have indicated you are working, and whether you are doing an Initial Assessment, a Progress Note, or a Consult. 

If you do psychotherapy in addition to Evaluation and Management, ICANotes will automatically code the appropriate Psychotherapy with Medical Evaluation and Management service code.

More Information about Self Coding


Yes, it can -- particularly if you have been reluctant to code at higher levels because of uncertainty about the coding criteria. Using ICANotes, you can watch the program as it credits you with code-able items and easily see what you need to code at higher levels. If you have already been coding at higher levels, you are likely to rest easier knowing that your coding is supported by your note.

Hospitals and individual practitioners typically bill Medicare at the lowest level, because of uncertainty about whether documentation requirements have been met. With ICANotes, coding at a 99232 level is the rule. This results in approximately $17 extra per service to Medicare patients. For an individual practitioner, this can mean tens of thousands of dollars a year. For a hospital, it can be hundreds of thousands of dollars a year.

Clinicians also realize significant savings through a reduction or elimination of transcription expenses. ICANotes frequently pays for itself in a short period of time.


Reports created in ICANotes do not sound like they were written by a computer and each note is individualized for the specific patient.

ICANotes automatically uses the patient's name and correct pronouns in the body of the report. It also randomly selects phrases with the same meaning. Also, the use of buttons and pop-down menus modifiable by the clinician creates a unique quality to each note. Finally, you can (and should) type or dictate some unique information into each report.

These variations create a note that reads as highly individualized for each patient.

Examples of Finished Notes



Yes, speech recognition software is an excellent adjunct to ICANotes. We have found Dragon Software to work particularly well on the Windows platform.

For the Mac platform, MacSpeech works well. It is based on the Dragon speech recognition engine. Contact us if you want more information.


Dragon Medical + Legal Transcription & Voice Recognition Software
MacSpeech Software


Yes. Learn how to use ICANotes with an iPhone or iPad using the following instructions.

1. Visit the Apple App Store

 to download and install Microsoft RDP (free).

2. Follow these instructions.



Yes, Tablets are ideal for use with ICANotes because buttons can be pushed with the stylus and the handwriting recognition feature of Tablet PCs works well with ICANotes. 


Yes, ICANotes works on Macintosh hardware.


Storing all of your notes in a database means that the database may be searched. For example, you can quickly find all patients using a certain medication or all patients with a certain demographic (i.e., over age 60 or under age 17).

Billing reports are easily and quickly prepared. These can be automatically sent to a billing service (we provide that capacity, ask us about it) or to your own practice management software or medical billing software.

Unlike paper records, electronic notes are secure. Only individuals with passwords and the proper privileges can access the notes.

Electronic records are highly accessible. All records are available at any time from any location with an internet connection.

Electronic records are less easily lost or damaged, if they are properly backed up. ICANotes is backed up multiple times a day and daily backups are routinely stored at a different site.


Electronic records are required by HIPAA to be protected from alteration or destruction. Furthermore, for the electronic record to be legally admissible it must be unalterably locked and signed in a way that can be authenticated. Electronic signature software that legally and electronically identifies the creator of the record and that protects the note from alteration or deletion is therefore required. The only current technology that meets those standards is digital signature technology. ICANotes contains this capacity to digitally sign and lock records.


HIPAA will eventually make electronic medical records and electronic signatures a necessity. Only electronic recordkeeping can provide the level of security and confidentiality required by HIPAA. As electronic medical records come into use, the insecurity and limitations of the paper chart will become increasingly evident, and lead to its abandonment.


EHR and EMR are often used synonymously. However, a difference was proposed by the National Alliance for Heath Information Technology (an industry-led alliance that has recently dissolved) and their definitions created a distinction. Whether their definitions and the distinction it creates will continue and enter into general usage remains to be seen.

Basically, as proposed by NAHIT, EMR are the electronic records created by and accessible to a single clinical entity, such as a doctor's office or a group practice or a hospital. By this definition, ICANotes is an EMR.

Since an individual is likely to be treated by more than one clinical entity (for example, a patient may see a psychiatrist, a dermatologist, and a family practitioner), it would be advantageous if all the different EMR records were electronically combined into a "superchart" containing the records of all the different clinicians treating that patient. This superchart is the EHR.

The EHR superchart could contain all the records in the individual EMRs or it could contain just summaries like ASTM’s Continuity of Care Record (CCR) or HL7’s Continuity of Care Document (CCD).

How the EHR superchart would be organized and where it would be stored and who would manage it is being debated. Clearly, if the EHR superchart were securely stored and accessible with the patient's permission via the internet, then new providers would have fast access to the patient's entire record, an obvious advantage in case of an emergency. Also, by storing all of the patient's clinical records in a single electronic database, unnecessary duplication of testing and inappropriate combinations of medications could be avoided. Other efficiencies can be imagined.

PHR is basically synonymous with the EHR superchart. It is an older term, coined before the emergence of computers, and was originally conceived of as a record that would be obtained and updated and stored by the patient, perhaps on paper.


ICANotes is an abbreviation for "Intuitive Computer-Assisted Notes."


Yes, ICANotes will work with almost any mobile device. 

Windows RT customers should click HERE.

Access ICANotes from an Android or iOS (Apple) mobile device by performing the steps below:

1) Download AccessToGo Remote Desktop from the Google Play Store (Android) or the iTunes store (iOS) from your mobile device.
2) Once it’s been downloaded, launch the AccessToGo app from your device.
3) Click on + to create a new connection. Then click on RDP (Free Client).
4) Fill in the following information as described below ("username" if your ICANotes username, for password, enter your standard ICANotes password):

Connection Name: ICANotes
Username: INTERNET\username
Password: **********
Click “OK”
5) You should see a new icon with your Connection Name. Click on it. 
6) You are connected and should get the blue Welcome Screen where you can click OK to access ICANotes. 
7) To exit out of ICANotes, you should always use the LOG OFF button in the ICANotes Chart Room. In an emergency, you can touch the three-bar icon on the toolboar at the bottom. Click on Exit to log off the program & then OK.
NOTE: If you need to edit any of the Connection info, just hold your finger on top of the "ICANotes" connection icon, then click on the Edit Pencil icon that pops up.


There are two components of the Copy Paste Function that must be functional for the whole process to work properly. Ironically, Microsoft Office applications seem to break the client side semi-frequently. However, we have implemented a fix server side and have a client side fix available also.

Ideally, to prevent it from breaking in the first place it is best to not have Microsoft Office applications running if you will need the copy/paste function within an RDP session(Such as ICANotes). We do understand this may not be realistic depending on your practice needs, so you may instead routinely repair the copy/paste function doing the following:

1) ICANotes side fix: Go to Chart Room-->Click on "Settings+Directories"-->Click on "Fix My Clipboard" - No feedback is provided.
Test copy/paste, if still not working go to step 2.

2) Client side fix: Go to  --> Hover over the "For Customers" menu --> Hover over the menu item "ICANotes Support"--> Click the link for "Downloads" --> Click on the link labeled "Fix My Clipboard (Client Side)" or click on this link Save the file to a convenient location like your desktop or My Documents. Once the RDPFixClip.exe is on your computer, double-click on it to fix your client side clipboard function (You may see a black DOS window for a brief second while it works), then test your clipboard function again.

If the above fails to resolve the issue, it is best to log off your ICANotes session (Not just disconnect), then reboot your local computer and reconnect to ICANotes and try again.

Please call our support line if you continue to have issues beyond this or need assistance following the process.


1) Open your Internet Browser (Firefox, Chrome, Internet Explorer, etc.) to the following location:
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:
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)



If you currently have your patient demographics in electronic form, we can import the data into ICANotes for you at no extra charge.


Submit your data file by uploading it to (you can login to this site with your ICANotes username and password)


After you upload your file, please send an email notification to to let us know the file is there. Your email should include the following information:

  • The name of the file you uploaded
  • Desired date for import (must be minimum 2 business days after spreadsheet submission)
  • Contact name, email, and phone number in case we have any questions about your data


Our team will review your file and contact you if they have any questions. You will receive an email notification when your import is complete.


ICANotes provides technical support to users from 8:00 am to 9:00 pm Eastern time (5:00 am to 6:00 pm Pacific time). Our phones are answered by live experts based in the United States with comprehensive knowledge of ICANotes functionality. We pride ourselves on responsive customer service, and we respond to support requests submitted via live chat, by email, and by phone. Please visit our Customer Support page for a full description of our customer service philosophy.


ICANotes was founded in 1999. Over the past 15 years, the product has continuously evolved and is now the most robust EHR available today for behavioral health clinicians.


ICANotes is a mature EHR product which has been on the market for more than 15 years. We currently have over 7000 users and more than 4 million notes have been created.


ICANotes will process your order and set up your user account within 24 hours of receiving your signed Service Agreement by fax or email. You can download a copy of our Service Agreement here.


ICANotes provides video tutorials, online training, and on-site training for large practices. Our video tutorials are available on-demand via the Training Library on our website. Online training and new user training is provided one-on-one by calling our Support team. On-site group training can be arranged through our business office by calling 866-847-3590.


ICANotes is provided as a web-based service for a flat monthly fee. For the first prescribing clinician, the monthly fee is $149 (including one administrative user). For the first non-prescribing clinician, the monthly fee is $69 (including one administative user). Additional administrative users are $39 per month (but a practice qualifies for an additional free administrative user when signing up four clinicians). Each additional prescribing clinician is $99 per month, and each additional non-prescribing clinician is $69 per month. The monthly fee includes unlimited support and training as well as all maintenance and upgrades.

There is also a license fee of $6 per month for each user, including administrative users.

ePrescribing is an additional annual fee of $700 per prescriber with a one-time activation fee of $99. e-Prescribing licenses are not transferrable and require a 12-month commitment.



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