Notenetic integration is available on Scale tier and above (3+ locations). Growth and Solo tier clients enter billing data manually or via CSV import.
What data CareIncite pulls from Notenetic
CareIncite connects to your Notenetic EHR system to pull billing data automatically. The integration retrieves the following data points for each billing entry: the provider who rendered the service, the date of service, the billed amount, and the location where the service was performed. CareIncite does not pull clinical notes, patient information, diagnosis codes, or any protected health information. The integration is limited strictly to billing and revenue data.
During the initial sync, CareIncite pulls historical billing data going back up to 12 months, depending on what is available in your Notenetic account. This historical data is used to establish baseline performance trends and populate the trend charts on provider and location detail views.
How to connect Notenetic
The Notenetic integration is available on the Scale and Multi-Site tiers. Follow these steps to connect your account:
1
Navigate to Integration Settings
Go to Settings from the main navigation, then select Integrations. You will see a list of available integrations. Click on Notenetic to open the connection panel.
2
Enter Your Notenetic Credentials
Enter the username and password for your Notenetic account. Use an account that has administrative access to your Notenetic billing data. CareIncite needs read-only access to your billing records.
Tip: Use a dedicated service account if your practice has one. This avoids disruption if an individual user changes their password.
3
Authorize the Connection
Click Authorize to establish the connection between CareIncite and Notenetic. You may be redirected to a Notenetic authorization page to confirm the connection. Once authorized, CareIncite will begin the initial data sync.
Warning: Do not close your browser or navigate away during the authorization step. The connection must complete fully before the sync can begin.
4
Wait for the Initial Sync
The initial sync pulls your historical billing data from Notenetic. Depending on the size of your billing history, this can take 15 to 30 minutes. You will see a status indicator showing Syncing while the process is running. Once complete, the status will update to show the timestamp of the last successful sync.
Note: You can navigate away from the settings page after authorization is complete. The sync runs in the background and does not require you to stay on the page.
5
Verify Data on Your Dashboard
Once the sync completes, go to your main Dashboard and confirm that billing data is populating correctly. Check that provider totals match what you expect from your Notenetic records. If numbers look off, review the provider mapping in Settings to ensure each CareIncite provider is correctly linked to their Notenetic profile.
How often data syncs
After the initial sync, CareIncite automatically syncs with Notenetic on a recurring schedule. By default, the sync runs every four hours during business hours (8 AM to 8 PM in your practice's configured time zone). This means your dashboard data is never more than four hours behind your actual Notenetic billing records. The sync schedule is not currently configurable, but manual syncs can be triggered at any time.
How to manually trigger a sync
If you need your dashboard data to reflect the latest billing entries immediately, you can trigger a manual sync. Go to Settings, then Integrations, then Notenetic. Click the Sync Now button. The sync will start immediately, and the status indicator will update to show Syncing. Once complete, the timestamp will update to the current time. Manual syncs typically complete in under five minutes since they only pull data that has changed since the last sync.
How to verify data accuracy
After connecting Notenetic, it is important to verify that the data in CareIncite matches your actual billing records. The most reliable way to do this is to pick a recent week and compare the total billed amount in CareIncite against the same period in your Notenetic billing reports.
Check a few individual providers as well to confirm their CareIncite totals match their Notenetic records. If you find discrepancies, the most common cause is an incorrect provider mapping. Go to Settings, then Providers, and verify that each CareIncite provider profile is linked to the correct Notenetic provider ID. If provider IDs are mismatched, billing data will be attributed to the wrong provider in CareIncite.
What to do if the sync fails
If a sync fails, CareIncite will display an error message on the integration settings page. Common reasons for sync failures include:
Invalid credentials: Your Notenetic password may have changed. Go to Settings, Integrations, Notenetic, and click Reconnect. Enter your updated credentials and re-authorize.
Notenetic service unavailable: If Notenetic is experiencing downtime, the sync will fail. CareIncite will retry automatically on the next scheduled sync. Your existing data remains intact.
Permission changes: If the Notenetic account used for the integration has had its permissions reduced, the sync may fail or return incomplete data. Verify the account has read access to billing data.
Network timeout: If the sync takes longer than expected due to a large volume of new data, it may time out. Trigger a manual sync to retry. If the issue persists, contact support.
When a sync fails, no partial data is written to your CareIncite dashboard. Your most recent successful sync data remains intact and continues to be displayed. The "Last synced" timestamp on the integration page shows when the last successful sync occurred, so you always know how current your data is.
Frequently Asked Questions
Does CareIncite access patient records or clinical notes?
No. CareIncite only pulls billing and revenue data from Notenetic. It does not access patient names, clinical notes, diagnosis codes, or any protected health information. The integration is limited to provider names, dates of service, billed amounts, and service locations.
Can I disconnect Notenetic after connecting?
Yes. Go to Settings, Integrations, Notenetic, and click Disconnect. Your existing billing data in CareIncite will remain, but no new data will be pulled. You can reconnect at any time, and CareIncite will sync the data that was generated during the disconnected period.
What if I use an EHR other than Notenetic?
CareIncite currently integrates with Notenetic only. If you use a different EHR system, you can enter billing data manually or export billing data from your EHR and import it into CareIncite. Additional EHR integrations are on the product roadmap.
Is the Notenetic integration available on all tiers?
No. The Notenetic integration is available on the Scale and Multi-Site tiers. Solo and Growth tier users can upgrade to access the integration at any time from Settings.
