Overview
At the start of each year, offices must navigate the insurance renewal process to update patient insurance policies for the new year. This process ensures accurate billing and streamlined patient account management in ChiroHD.
Identifying Expired Policies
Patient Snapshot
When viewing a patient’s Snapshot (via search or calendar), you may see the message:
“No valid insurance policy exists. Please review.”
This message indicates the patient has an expired insurance policy.
Insurance Renewal List
Navigate to your Live Location, Utilities, Insurance Renewal to view a list of all patients with expired policies.
These patients require one of two actions:
Clone the expired policy for the new year.
Clear the warning if they are not using insurance or have new insurance to be entered manually.
How Insurance Renewal Is Triggered
The Coverage End Date is the key field that determines when an insurance policy expires:
When the Coverage End Date passes, the patient will:
Appear on the Insurance Renewal List.
Receive a warning in their Patient Snapshot.
Important Note: Leaving the Coverage End Date blank disables the renewal process. Offices that do this must manually track expiring policies, which is not recommended. Always include both a start and end date for proper policy management.
Actions for Expired Policies
1. Clone an Expired Policy
Cloning copies the previous year’s policy details into a new policy for the current year.
Steps to Clone:
Open the Patient Snapshot or Insurance Renewal List.
Click Review, then select Clone.
Review the copied details:
Copied Details:
Insurance Company/Attorney
Nickname
The nickname is automatically copied and updated with a dash followed by the current year.
Priority (whether the policy is Primary or Secondary)
Coverage Start Date
This date is automatically updated to reflect the current year when you perform the cloning process.
Renews On
Coverage End Date
This date is automatically updated to reflect the current year when you perform the cloning process.
ID/Claim Number
Group Identifier
Plan Identifier
Prior Auth Number
Notes
Relationship to Insured
Date of currently illness or injury
Onset Qualifier
Other Date
Other Date Qualifier
Box 19
Accept Assignment
Referring Provider
Details Not Copied:
Patient Responsibility (deductibles, co-pays). These must be updated based on the new insurance card and benefits check.
Verify the copied details against the patient’s updated insurance card. Update any fields that have changed (e.g., Member ID).
Perform an insurance eligibility check to confirm the policy details.
Click Save to finalize the cloned policy.
2. Clear Warning
Use this option when the patient:
Is no longer using insurance.
Has a new insurance policy that you wish to manually enter.
Steps to Clear Warning:
Open the Patient Snapshot or Insurance Renewal List.
Click Review, then select Clear Warning.
Update the patient’s record with the new insurance details (if applicable).
Using Advanced Patient Search to Find Patients with Expiring Insurance Coverage
The Advanced Patient Search tool includes an Insurance filter that makes it easy to identify patients whose coverage is expiring soon — perfect for sending bulk outreach requesting updated insurance cards at the start of a new year or benefit period.
How to Filter by Coverage End Date
Navigate to Reporting > Advanced Patient Search
Set Patient Status to Active.
Scroll down to the Insurance section and expand it.
In the Coverage ends after field, enter the date you want to filter from (e.g., December 30th, 2026).
Optionally, use the Coverage ends before field to create a date range.
You can also check Has coverage with no expiration date to catch patients whose policies were entered without an end date.
Click Search to return matching patients.
Sending Outreach to the Filtered List
Once your results load, select the patients you want to contact:
Use the checkbox at the top to Select All matched patients.
Then use the action buttons at the top of the results to Send Patient Message to the selected group.
This allows you to send a bulk text or message asking patients to provide updated insurance card information — without needing to set up triggers or send individual messages.
Key Takeaways
ChiroHD does not automatically clone insurance policies. Instead, it identifies and highlights policies that have expired based on the coverage end date. It is the office's responsibility to take action by either cloning the existing policy or manually entering a new one.
Always perform an eligibility check for the new year.
ChiroHD does not automatically validate the accuracy or benefits of any insurance policy. It is the office's responsibility to collect updated insurance cards and verify the details through an eligibility check.
Ensure that details like Member ID, Group ID, and Patient Responsibility are accurate and up to date.
Use Clone only if the patient is continuing with the same insurance provider and plan.
Conclusion
Managing insurance renewals in ChiroHD involves identifying expired policies, updating them through cloning or clearing warnings, and ensuring all patient information is accurate for the new year. By following this process, offices can maintain efficient and accurate billing workflows.