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🔌 iConnect Export

The iConnect page exports your Lifeskills documentation to APD iConnect as EPI Activities Import files — so nobody re-types notes into iConnect by hand. The flow is: link your data once, then per cycle: stage notes → generate a file → upload it in iConnect → confirm the result.

Admin-only, Lifeskills-only

Every iConnect surface is admin-only. Only Lifeskills notes can be exported — APD's EPI doesn't cover the other services, and the report import keeps only Lifeskills (S5135) authorization lines.

One-time setup​

1. Get upload access in iConnect​

The My Files → Upload link in iConnect is granted per worker record, not by role — even the agency's head account won't see it until it's switched on. Someone with access to your provider record does this once per person:

  1. In iConnect (Role = Service Provider), open the Providers chapter → your agency's provider record.
  2. Workers tab → open the worker's record.
  3. Left menu → Providers subpage → select your agency's row.
  4. Check Upload HIPAA Files and Download HIPAA Files (Download is how the result logs come back), then File → Save and Close.
  5. The worker signs out and back in — My Dashboard → Tasks → My Files now shows Upload and Download.

If the checkboxes aren't editable for anyone at your agency, call the iConnect Support Desk at 800-400-3240.

2. Agency identity — let the report set it up​

Noted needs your Provider ID and Submitter ID exactly as iConnect knows them. The easy path: skip ahead to step 4 and upload the authorization report first — the report carries both values, and Noted shows a confirm panel ("This report identifies your agency — Provider ID 11271, Submitter ID 11271_ALVAR. Confirm & import"). One click sets up your identity and imports the report, with no typing and no typo risk.

To enter or fix them by hand instead, use the identity form on the iConnect page. Where the values come from:

  • Provider ID — iConnect's ID number for your agency, shown on your provider record (Providers chapter). It's also the ProviderID column of the authorization report.
  • Submitter ID — your Provider ID plus an underscore and the first 5 letters of your agency's name in iConnect (e.g. 11271_ALVAR). It's the report's Identifier column, verbatim.

iConnect rejects whole files whose Submitter ID doesn't match its records, so Noted stores both values verbatim, never recomputes them, and re-checks them against every report you import.

The identity card also holds two export defaults:

  • Documentation type — what new exports stage as. Defaults to Service Log; Progress Note, Daily Attendance Log, Trip Log, Monthly R&B, Quarterly Summary, and Annual Report are available.
  • Record status on import — Pending (default) imports records editable, to be completed inside iConnect; Complete imports them as locked, read-only chart entries. A provider can un-complete a record later with iConnect's Remove Disposition either way.

In iConnect, run the Provider EPI report (Providers tab → Report menu) and save it as Excel. Drop it on the Worker IDs upload area:

  • Roster workers whose names match your staff pre-select — confirm each with one click.
  • The rest: open "Show staff without a link" and pick each person's roster worker from the searchable list. Nobody types a Worker ID by hand.
  • Legacy iConnect workers who aren't Noted staff can be ignored — they stay hidden on every future upload.
  • The uploaded roster survives a page refresh mid-linking, and already-linked workers tuck behind a count.

Each staff member's link also appears on their profile page (Nurses → their name → APD iConnect card), which doubles as the escape hatch: set, correct, or unlink a Worker ID by hand there when the roster doesn't cover someone.

In iConnect: My Dashboard → Reports → Provider Service Authorization Data Report → View Report → Save as Excel. Drop it on the Patient Linking upload area. This one file feeds everything:

  • Your identity, the first time (the confirm panel from step 2).
  • Consumer links — iConnect consumers queue for linking to their Noted patient, strong name matches pre-selected. Exports always use iConnect's own spelling of the consumer's name.
  • Authorizations — every Lifeskills service line (Authorization ID, window, units) imports for the export to match against. Non-Lifeskills lines are skipped and counted in the result banner; consumers with no Lifeskills authorization never queue.

Each patient's link and authorizations also show on their profile page (Patients → their name → APD iConnect card).

Re-import this report whenever APD issues new authorizations — links, names, and authorizations refresh automatically, new consumers queue up. While any staff or consumers await linking, the iConnect page's Linking tab wears an amber count.

Exporting notes​

  1. Stage from Notes — every Lifeskills note row has an Export button. The dialog is prefilled (date, filed-under staff, the authorization covering that date); you type time in and time out, and the billed hours derive automatically using iConnect's own nearest-15-minutes math. Fast path: 9am Enter 1pm Enter — the first Enter hops to Time Out, the second stages. Backwards pairs (out before in) are refused on the spot, and a heads-up appears if no authorization covers the chosen date. A staged note's green Staged button re-opens the dialog to edit; the red ✕ unstages.
  2. A purple tray on the notes page collects what you've staged — it opens the export page.
  3. The export page is one list. The verdict panel on top runs every check APD runs; rows that need attention turn amber with the reasons right on them — expand a row to fix times, filed-under, or the authorization (everything autosaves), click the note's name to open the note itself, or hit Write my note right on the row if the note isn't written yet. The checks also catch time collisions before APD ever sees them: two notes claiming overlapping times for the same patient, or times that collide with anything already exported.
  4. When everything passes, the panel turns green — Generate & download the file produces the XML under APD's required filename and locks the batch as a permanent record. Findings come in two colors: red ones make the file impossible (missing links, no authorization, no times) and always block; amber ones mean APD would likely reject the record — if you're certain, Force generate anyway ships the file regardless, and any rejections come back in the import log like normal failures.
  5. Upload in iConnect — My Dashboard → Tasks → My Files → Upload, Provider = your agency, File type = Activities Import, choose the downloaded file exactly as named.
The filename matters

iConnect rejects files whose name was altered — upload the file exactly as Noted downloaded it (watch out for browser "(1)" copies).

Confirming the result​

Imports aren't all-or-nothing — a file can partially import, with some notes landing and others failing. After uploading:

  1. In iConnect, fetch the result log: My Files → Download → Activity Import Logs → the file named after your upload (it may take a few minutes to appear — use Refresh). Every processed upload produces one — a clean import's log just has nothing to say.
  2. Back on the batch page in Noted, the confirmation card asks "How did the import go?" — click Imported clean, or upload the log (a clean log works too). If the upload was rejected outright (a renamed file produces no log at all) or you never uploaded the file, click It never imported — the notes stay free to export again.
  3. Noted parses the log and marks each note Sent or Failed at APD, with iConnect's reason and a plain-language fix path on every failure. When iConnect's log can't pin an error to one specific note, Noted flags every candidate conservatively — a note marked "may have actually imported" deserves a glance at the consumer's chart before re-sending it with different times.

Fixing failures​

Click Fix & re-export — Noted builds a new draft containing just the failed notes, carrying over their details. Fix what iConnect complained about, generate, and upload the new file. The originals are marked Corrected.

Common failures and what they mean:

iConnect saysWhat to do
…date range overlaps an existing activityiConnect already has an entry covering those times for that consumer — adjust time in/out, or the visit may already be documented
Incorrect WorkerIdThe staff member's Worker ID doesn't match iConnect — recheck their link
Incorrect CaseNoThe consumer link is wrong — relink the patient
Authorization is terminated / Invalid Auth ServiceThe authorization is no longer valid — re-import the report; if it's terminated, contact the consumer's WSC
Incorrect SubmitterIDThe whole file was rejected — your agency identity doesn't match the provider chosen at upload
Duplicates are safe

Re-sending a record iConnect already has never creates a duplicate — it's either silently skipped or rejected with the overlap error. Either way the consumer's chart stays clean, so an accidental re-export can't double-document a visit.

History​

Past exports live on the iConnect page's Exports tab — drafts continue or delete, exported batches keep the exact file that was generated, re-downloadable forever, along with each note's final Sent / Failed / Corrected status.