ICANotes Review 2025: Pros & Cons, Cost, & Who It’s Right For

ICANotes is a behavioral health software and electronic health records (EHR) system that scored 4.5 out of 5 stars during our independent review. ICANotes provides solutions for managing clients, clinical documentation, scheduling, and more. Pricing for ICANotes is based on the number of practitioners and ranges from $35 to $215+ monthly.

Detailed Review of ICANotes

ICANotes is a comprehensive EHR built specifically for behavioral and mental health professionals. It covers everything from client management and scheduling to telehealth, billing, and tracking lab results, plus an interesting take on structured documentation. The platform is highly customizable, allowing practices to tailor workflows and treatment plans to their needs. With flexible pricing based on provider type and a freshly modernized ICANotes+ interface, it’s a powerful option for those who prioritize documentation efficiency and detailed note-taking.

After recently revisiting and testing ICANotes again, I reconsidered its star rating and ultimately kept it the same—4.5 out of 5—due to its powerful documentation features, flexible workflows, and continued improvements. It remains a strong choice for those who prioritize efficiency and detailed note-taking.

Client Management

ICANotes takes a unique and highly visual approach to client management, using a digital chart room that mirrors the look and feel of a traditional file system. This design makes navigating client records intuitive and efficient, particularly for practices transitioning from paper-based systems. The platform allows for easy filtering, sorting, and archiving of client charts, helping providers quickly access the information they need.

Adding new clients is straightforward—basic details can be entered manually, or an invitation can be sent for clients to complete their intake forms directly. The search functionality is flexible, allowing for multiple search parameters and partial matches to locate records quickly. Batch imports are also available, with ICANotes staff handling data entry for large client lists, typically processing requests within 5-10 days.

With its combination of structured organization and customizable filters, ICANotes provides a powerful client management system. While its design may feel unconventional at first, it ultimately enhances workflow efficiency, earning ICANotes 5 out of 5 stars in our Client Management category.

Client Forms & Intake

ICANotes makes it easy to assign intake packets to clients through the client portal, streamlining the onboarding process. Standard intake forms, consent documents, and clinical measures can be sent electronically for clients to complete before their first session or at any time. The platform includes a fairly strong selection of pre-built clinical assessments, covering everything from the PHQ-9 to more specialized tools for different populations.

While ICANotes allows you to customize and add new forms, its capabilities are more limited than some competitors. You can create new templates, but customization options are restricted to a basic text box and a selection of pre-made elements. Unlike TheraNest’s Dynamic Forms builder, ICANotes does not allow for full form editing or the creation of entirely custom interactive fields. This means that while it covers most standard documentation needs, practices with highly specific workflow requirements may find the form-building tools somewhat restrictive.

Overall, the intake and documentation process in ICANotes is functional, efficient, and well-integrated into the client management system. While not as flexible as some competitors, the breadth of included clinical measures and ease of assigning forms make it a solid choice for most behavioral health practices. Because of this, we awarded ICANotes 4.5 out of 5 stars in the “Client Forms & Intake” category.

Calendar & Scheduling

ICANotes offers a flexible and nicely-organized scheduling system that can be accessed from multiple locations within the platform. The calendar allows practitioners to filter by session type, office location, provider, and confirmation status, making it easy to manage appointments. A notable feature is the Quick Calendar, which provides a simplified daily agenda of upcoming appointments for quick reference.

Practices can sync their ICANotes calendar with Google Calendar, set availability or time off, and easily reschedule appointments using drag-and-drop functionality. Clients can also request appointments and communicate with their provider directly through the client portal, which now includes scheduling features as part of the standard package—rather than the previous extra charge for “Premium” portal access.

It’s worth noting that users on the “Notes Only” plan do not have access to scheduling features. For those on a full plan, email reminders are free, while text reminders cost $0.05 per message. Overall, ICANotes balances customization with usability quite well, offering a powerful yet easily navigable scheduling system that keeps practices running smoothly. For that reason, we’ve given ICANotes 5 out of 5 stars in this category.

Treatment Planning & Notes

ICANotes takes a unique approach to treatment planning and clinical documentation, using a highly structured flowchart-like system that minimizes manual text entry. Instead of typing out long notes, practitioners select from pre-generated options to quickly build documentation, from progress notes to full evaluations. This makes note-taking fast, standardized, and efficient, while still allowing for deep customization when needed.

The platform includes an extensive library of templates covering safety assessments, mental health status exams, and over 50 different clinical assessments, such as the PHQ-9, GAD, SASSI, and MoCA.

While ICANotes’ approach is different from most EHRs and may take some getting used to, it strikes a strong balance between out-of-the-box usability and customization. Once practitioners adapt to the system, documentation becomes significantly more streamlined. Because of its efficiency and flexibility, ICANotes earned 5 out of 5 stars in the “Treatment Planning & Notes” category.

Telehealth

ICANotes offers a stable, no-frills telehealth platform that covers all the essential features, including screen sharing and secure text chat. While it may not have advanced tools like virtual whiteboards or breakout rooms, it integrates seamlessly into the workflow, making it easy for clinicians to conduct remote sessions without extra hassle. Telehealth costs an extra fee of $10 monthly per practitioner.

Scheduling telehealth appointments is simple, with invitations automatically sent via email when an appointment is created. Clients can join directly from their email link, and practitioners can also initiate impromptu sessions from within a client chart. The platform includes automatic background filters, though they are somewhat limited in quality.

For mental health practices looking for a reliable telehealth solution within their EHR, ICANotes delivers a solid option. While it lacks the polish of standalone telehealth services, its integration with scheduling and client records makes it a convenient tool for remote care.

Insurance Billing

ICANotes offers a highly flexible insurance billing system, allowing practices to either integrate with their existing clearinghouse or use ICANotes’ own claims processing service. This flexibility ensures that providers aren’t locked into a single billing solution, making it easier to manage claims based on their unique needs.

For those using ICANotes’ built-in claims processing, pricing is tiered based on monthly claim volume:

• Up to 100 claims/ERAs/eligibility checks – $33/month
• Up to 150 claims/ERAs/eligibility checks – $48/month
• Up to 185 claims/ERAs/eligibility checks – $57/month
• Up to 350 claims/ERAs/eligibility checks – $95/month
• Overage: $0.33 per claim/ERA/eligibility check beyond the selected tier
• Enrollment fee: $10 per payer for group NPI enrollment, $6 per payer per provider for individual NPI enrollment

Since ICANotes now offers an in-house claims processing option, it provides a more seamless experience for practices that want to manage insurance billing within the platform. However, those who prefer to use a third-party clearinghouse still have that option.

Client Payment Methods, Collection, & Processing

ICANotes supports multiple payment methods, allowing practices to process credit, debit, FSA, and HSA cards, as well as log cash and check payments. While the system provides all the necessary tools for tracking payments and generating superbills, setting up credit card processing requires contacting support—there’s no self-service setup option.

ICANotes partners with CMS and BillFlash for payment processing, but pricing isn’t publicly listed. Providers must create an account to receive a cost estimate. Once set up, the system enables smooth transaction tracking and integrates payments directly with client records.

For bookkeeping, ICANotes makes it easy to generate superbills and payment reports, ensuring practices can manage client payments efficiently. While the lack of transparent pricing is a drawback, the overall payment processing system is functional and reliable.

Practice Management & Reports

ICANotes provides essential tools for practice management, offering customizable user roles, access controls, and administrative tracking. The system allows providers to audit charts, track logins and logouts, and monitor patient document downloads, which can be useful for compliance and security.

While the reporting dashboard covers key insights, such as unsigned notes and client trends, its capabilities are somewhat limited compared to certain competitors. Reports must be generated one client at a time, making bulk reporting a time-consuming process. This approach may work for smaller practices but can become inefficient for high-volume clinics.

Despite these limitations, ICANotes’ practice management features are functional and provide the necessary tools for organizing and overseeing client care, leading to our 3-star rating in this category. However, if advanced analytics and robust reporting are a priority, other platforms may offer a more streamlined experience.

Customer Service & Training

ICANotes provides responsive and knowledgeable customer support, making it easy for users to get assistance when needed. During my testing, a representative reached out shortly after signing up for the trial, offering direct support and answering all questions thoroughly.

The platform also includes a robust training library with written guides, video tutorials, free webinars, and live demos to help users get up to speed. While the interface has a learning curve, these resources make it easier to navigate the system efficiently.

With quick response times and extensive training materials, ICANotes excels in customer support, earning 5 out of 5 stars in this category.

Cost & Pricing Plans

ICANotes follows a tiered pricing model based on practitioner type and service level. Plans start at $75 monthly for full-time, non-prescribing clinicians, while prescribing practitioners pay higher rates for access to e-prescribing features. A 30-day free trial is available that includes access to all features with no credit card required.

• Part-Time Non-Prescribing Clinicians: $46 monthly
• Full-Time Non-Prescribing Clinicians: $75 monthly
• Part-Time Prescribing Clinicians: $105 monthly
• Full-Time Prescribing Clinicians: $155 monthly
• Notes only: $55 monthly

Each additional clinician is billed at the same rate, with non-clinical staff members costing $25 monthly for each additional user with the first one free.

Add-Ons & Additional Fees

ICANotes offers several optional features at an extra cost:

• Telehealth: $10/month per practitioner
• Insurance Billing: Starts at $33 monthly for up to 100 claims
• Text Reminders: $0.05 per text
• Credit Card Processing: Varies