Why Should You Use ICANotes In Your Practice?

Mental Health Coach Certifications

Any kind of business growth is welcome as a practitioner. After all, a growing customer list means more satisfied clients and improved healthcare solutions more broadly. But a bigger practice comes with more admin, which often leads to slower service delivery, longer waiting times, and less quality time spent working one-on-one with patients who need it most.

A growing telemedicine software market means many software solutions are now readily available for the modern blended care practitioner, and ICANotes is one popular solution. If you’ve wondered whether ICANotes could be a solution for your practice management needs, this article takes the software for a test drive to give you some answers.

Before continuing, we highly recommend you try out Quenza for practitioners on our $1 a month plan. With easy-to-use tools that will help you deliver coaching and behavioral health solutions online, our all-in-one therapy software will give you all you need to empower your clients and maximize their mental health gains.

Features of ICANotes

ICANotes offers an extensive suite of mental healthcare features, from HIPAA-compliant document management to e-prescribing, patient management, and charting capabilities.

The table below goes into a little more detail.




Practice Management

Appointment Scheduling
Billing & InvoicingIncluding client self-payments, batch statements, custom statements, and more. Can be used with an existing billing software solution or an ICANotes’ partner.
Insurance Claims ManagementEligibility checks and claims tracking.
Note-taking and Document ManagementProgress note templates provided with various drop-down fields for pre-populating by condition, presentation, etc.
Multiple Providers
Practice Management ReportsDownloadable mental healthcare and practice management reports, e.g. for:

  • Billing
  • Patient Accounts
  • Financial Performance, and more.
Inventory Management

Mental Healthcare

Client PortalSupports secure messaging, documents and forms, patient profile edits, medication information, and more.
Custom FormsDigital forms can be enabled in the patient portal, e.g. PHQ-9 Questionnaire, uploaded and downloaded custom forms

19 Advantages and Disadvantages

With so many features and such a range of capabilities, ICANotes offers many advantages.

Perhaps the most immediately obvious drawback is its tendency to ‘hang’ or ‘freeze’ on occasion, sometimes logging us out during our session.



Practice Management

  • Supports unlimited prescribing and non-RX practitioners, e.g. therapists, case managers, psychiatrists.
  • Interactive calendar syncs with Outlook and Google Calendar
  • Billing and invoicing
  • Reporting
  • Appointment reminders, emails, and notifications
  • Patient Portal
  • Supports client importing from other databases/CMS software
  • Many features, such as multi-practitioner progress note sharing, might be extraneous for smaller providers or remote coaching
  • No mobile app
  • Clients cannot self-schedule appointments, this must be done by integrating ICANotes with a compatible scheduling software

Mental Healthcare

  • Secure messaging via a private patient portal
  • Powerfully detailed, personalized progress notes
  • Huge library of sector-specific templates
  • Multi-provider sharing and creation of patient information, history, progress notes, etc.
  • No native support for video, audio, or IM telepsychology sessions/consultations

User Experience

  • Useful shrubs, drop-down menus, custom fields
  • Extensive range of step-by-step video tutorials
  • Outdated interface
  • Hangs/freezes occasionally

Target Audience and Pricing

Tailored specifically for professionals with a mental healthcare specialization, such as e-counselors, online therapists, and telepsychiatrists, ICANotes is distinctly a medical and behavioral health software solution.

With this in mind, it works well as private practice software, an integrated e-clinic system, or for any practitioner looking to take care of their therapy and psychiatry functions online.

ICANotes Pricing

The software offers monthly pricing, based on usage.

Available tiers include:

  • First Non-Clinical Users pay $6 monthly
  • Additional Non-Clinical Users pay $45 monthly
  • Part-Time Non-Prescribing Clinician $46 monthly
  • Full-Time Non-Prescribing Clinician $75 monthly
  • Part-Time Prescribing Clinician $105 monthly, and
  • Full-Time Non-Prescribing Clinician $155 monthly.

ICANotes vs Its Competitors (Chart)

ICANotes generally receives plenty of positive reviews for its wealth of mental healthcare features and charting capabilities.

But how does it compare with other professional teletherapy platforms such as Therapy Notes and Quenza? As the table below shows, ICANotes offers a similar high standard with regards to its customer service, but offers fewer interfaces such as Android and iPhone.




ICANotes ReviewQuenza vs ICANotesICANotes vs TherapyNotes
  • Web
  • Web
  • Android
  • iPhone
  • Web
Customer Service
  • Phone
  • Tutorials
  • Articles
  • Mobile app
  • Live customer service
  • Tutorials
  • Community Forum
  • Articles
  • Mobile app
  • Online customer service
  • Phone
  • Tutorials
  • Articles
  • Mobile app
  • Live customer service




  • Google Calendar
  • Outlook
  • AdvancedMD
  • Google Calendar
  • Outlook

Case Study Example

On signing up with ICANotes, we received an email inviting us to test drive the software as either a prescribing psychiatrist or a therapist. To explore the full range of telemedicine functions and capabilities, we began as a telepsychiatrist.

Mental Healthcare

At first glance, ICANotes offers a far less intuitive layout than most other telehealth solutions we have tested; the basic HTML5 design and abundance of options seemed slightly overwhelming.

The tutorial we received was hugely helpful in our test drive as a prescribing practitioner, however, and soon we were creating a new patient using the New Chart feature. As an EHR/EMR software for healthcare professionals, ICANotes of course allows users to manually enter a patient’s full demographics and history.

Multiple providers can be assigned to a patient, making the system an ideal treatment software upgrade from paper systems for larger organizations such as e-clinics and hospitals.

ICANotes Review Patient Management Software

As we worked through the entire process of creating a new patient chart, we noted some of the key features, as well as their pros and cons in action. For example:

  • ICANotes allows for easy, multi-provider sharing of progress and therapy notes between prescribers, nursing staff, therapists, social workers, case managers, and other professionals
  • The software offers a host of shrubs, drop-down menus, and free text entry options for full, but fast control over how a patient history is presented.
  • Even for a non-medical-professional learning to issue e-prescriptions for the first time, the video tutorial provided plenty of guidance. We were able to create and share a personalized, grammatically checked, and e-signed Patient Chart PDF for the practice records within a very short timeframe.
  • Treatment plans can be created, edited, and amended in great detail, however
  • The software offers no native video functions for telehealth sessions.

ICANotes Review Therapy Notes

For psychologists, e-counselors, and non-prescribing teletherapists, ICANotes makes the creation of therapy notes much simpler by providing templates for various conditions such as anxiety, panic, depression disorders, and more.

On our test drive entering notes as a therapist, a clinical summary took all of a few seconds to create, and it was then visible for all relevant practitioners – with an option for private notes.

TheraNest Review Psychotherapy Notes

Practice Management

With patient charts created, ICANotes can be used to streamline important practice management tasks, saving time and reducing the risk of miscommunications in multi-provider organizations.

Practice management features include:

  • Calendar management: Appointment scheduling was easy, with color-coded notes and custom session types for different appointments
  • Patient portal: Clients could check in, access their history, send and receive messages, edit and enter their data in the practice records, and more
  • Insurance claims management: Including eligibility checks with providers and claims tracking
  • Bill and payment processing: Along with records of patients’ payment histories and outstanding payments
  • Secure messaging: Through the patient portal, we were able to send personal provider-patient communications as well as the automated appointment reminders sent through ICANotes.

ICANotes Review Appointment Scheduling

The Patient Portal, shown above, also allowed our patients to fill in relevant documents such as intake forms before their appointments to reduce the time spent in the waiting room.

The Patient Portal was much easier to navigate than the provider interface, allowing for a straightforward – and thus more engaging – experience.

A Look At The App

Unlike some of its competitors, e.g. Quenza and TheraNest, ICANotes doesn’t have a mobile app for download.

Purely web-based, charting, messaging, document management, and billing capabilities can be accessed by logging into your telepsychiatrist or teletherapist account through a browser on any connected device.

5 Customer Reviews

Based on reviews from numerous platforms, the telehealth solution performs consistently well across different domains, from ease of use and customer service to cost-efficiency and features.

It was described as an efficient, simple-to-use software for busy practices:

“Care procedures, symptoms, medications, and historical data are all-inclusive and well organized for ease of use, which is vital for a fast-paced environment such as the one I work in.” Capterra

Its customizability was also an advantage for some mental health practitioners:

“The availability to create customized areas that are suited to your company’s needs is superb.”

Some of the most commonly noted drawbacks were ICANotes’ “fussy and cluttered” or “outdated” interface, along with its billing functions:

“Very outdated. Interface is stuck in 1990. No demographic history like retaining previous addresses, phone numbers.”g2.com

“The billing software is a horrible, with repeated problems and errors, very limited audit trail, very limited ability to speak with the best clearing houses, relegated to smaller, less advanced clearing houses, lots of lag, slow at times, notes that are saved disappear, lots of weird glitches that tech support has no clue on how to resolve the issues.” Capterra

However, many reviewers found ICANotes Customer Support very helpful, especially when it came to training new staff to use the software:

“The support and training that has been provided to our team has been fantastic. The ease of use had made transition for new hires to acclimate and provide quality documentation.” – GetApp


Even without the medical expertise of a physician or psychiatrist, it was easy to get accustomed to the ICANotes software. Outdated visuals aside, the software is a powerful and comprehensive EHR and practice management system with extensive functionality and plenty of specialty-specific features.

Perfect for prescribing and non-prescribing practitioners alike, it’s well-suited for large and multi-provider organizations, and ICANotes is easily scalable.

While not expensive in relation to competing telehealth solutions, its many features and functions could be redundant for smaller practices or solo providers. It also lacks the marketing capabilities of some other platforms; as an EHR and care management solution, it’s not designed with these goals in mind.

If you’re running a medium- to large- or growing organization, overall, ICANotes is more than an ideal way to upgrade from a paper system for more efficient and advanced healthcare services.

Final Thoughts

It’s a combination of the right practice management and mental healthcare-specific features that makes any software investment worthwhile. And ‘relevant’ invariably differs between providers.

When you’re choosing a digital telehealth solution for your company or solo practice, remember that there’s no one-size-fits-all system – it’s just as easy to have too much functionality as too little.

Based on our test drive, ICANotes presents a highly valuable answer to many large practice needs, and with all these capabilities in mind, it’s well worth the free trial.

If you’re looking to design and share your own mental healthcare treatments with easy-to-use tools, don’t miss out on your $1, 30-day Quenza practitioner package.

Our all-inclusive blended care platform gives you every tool you need to build unique treatments and personalized interventions online, so that you can use your own e-therapy solutions to improve the mental health and wellbeing of those you help even more effectively.

About the author

Catherine specializes in Organizational and Positive Psychology, helping entrepreneurs, clinical psychologists and OD specialists grow their businesses by simplifying their digital journeys.


  1. S stephen

    i would like get group therapy progress notes examples please

    1. AV Annelé Venter

      Hi Stephen,

      Please have a look at our article ‘How to Write Therapy Progress Notes‘ where there is a special section for Group Therapy.


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