This guide outlines everything you need to know about managing, customizing, and creating services in your ChiroHD system—whether at the system or location level. It covers setup steps, compliance best practices, and tools to help your clinic run more efficiently.
Navigating Services in ChiroHD
Where to View Services
System-level services (Predefined by your system administrator): Navigate to your System Dashboard > System Settings > Settings
Location-specific services (Customized for your particular office): Navigate to your live location > Services
Customizing Service Visibility
Any System-level service is automatically available to all locations. However, a location can control which services are available for use in billing and transactions. Navigate to the location-specific services list:
Check the box next to a service to make it visible and billable.
Uncheck to hide it from billing and transaction options.
Hidden services will not appear during billing or when searching for services in transactions.
Merging & Managing Services
From the System Dashboard, you can:
Merge duplicate or unused services.
Review the full services list for edits or updates.
Location-Specific Services
Moderating Location Services
This setting is found under System Configurations > Moderate Location Services:
When enabled, System Admin approval is required for any new service created at the location level.
Submitted services appear at the top of the system dashboard for easy review.
Requesting New Location-Specific Services
If your system enforces service moderation:
Navigate to your live location > Settings > Services
Click Create Service
Fill in all required details.
Submit for approval.
Pending requests will appear in the Pending Requests section and will be reviewed solely by your system administrator. Please note that ChiroHD does not participate in the approval process for requested services.
Price Overrides
You can adjust service pricing to meet your office needs (subject to franchise permissions):
Click the service name to edit.
Enter a custom price in the Override Price field.
Overridden prices appear highlighted in blue, displaying your custom price alongside the default system price.
While you can override prices, other details such as categorization and CPT codes cannot be modified at the location level.
How to Create System-Level Services
Services added at the system level can be used to track your patient’s care, trigger alerts, provide clarity in reporting, and so much more. Services added at the system level are also available within any additional locations in your network. This means that if you decide to expand your practice to serve more communities, the setup is pretty much done already! We made franchising as easy on our partners as we can!
Please triple-check that you are logged into the System Dashboard, not the Location, before beginning this process. As soon as you log into your account, you will be directed to the System Dashboard. Before clicking into a location, click System Settings > Services to be sure you are in the correct place. If you see a green button at the top right corner of your ChiroHD screen, you are in a Location and need to click on the green button to go back to the System Dashboard.
Here is your step-by-step to create your service list:
Services are created at your System Dashboard under System Settings > Services. On this screen, you will see all your services. You can also merge duplicate services or any unused services from this screen.
To create a Service, click “Create New Service”
Decide what to name your service and add this information to the “Name” field.
Decide what you will charge for this service, and add this number to the “Default Price” field.
Any discounts on services can be added elsewhere (default services in the patient's case or fee schedules).
You want this number to reflect the full charge amount for the Service in order to avoid dual fee schedules.
If the item is taxable, toggle the “Taxable” field to “True”
The “Category” field is entirely optional and does not affect any reporting.
This is a custom field one of our franchise partners uses for a custom proprietary report specific to their systems, and will be removed in the future.
Next, enter in the CPT code associated with the service.
If you type in the CPT code and it does not appear, please reach out to ChiroHD Support via the integrated chat widget and one of our team members can get it added for you in a jiffy!
We do our best to keep these up-to-date, but if none of our partners have ever used a code, or if it is out-of-date, it will not appear when searched.
If you are creating a Service that requires multiple billed units, please record how many billed units this particular service reflects.
For example, a 30 minute Massage is 2 billed units, whereas a 90 minute Massage is 6.
Each service needs to be entered separately for ease of billing, both on the patient side as well as the insurance side.
Determine the place of service and record it in the “Place of Service” field.
If you aren’t sure what this should be, please reference the following link: https://www.cms.gov/Medicare/Coding/place-of-service-codes/Place_of_Service_Code_Set
In most cases, Place of Service will be 11, which stands for Services that were rendered in the Clinic.
Enter up to four modifiers.
Any modifiers added to the Service will be attached to ALL instances of that service on all patient ledgers. You can either create one service without the modifiers and manage modifiers using fee schedules, or you can create one service with the modifier and one service without the modifier.
Note that every insurance company has different requirements for which modifiers should be submitted. Please consult with your billing expert to determine which Insurance companies require which Modifiers.
If you need to speak to someone and aren’t sure who to speak to, reach out to your onboarding specialist and they will schedule a free consultation and training call with our Billing Experts through Sage Healthy. We’re a partner in your practice, and happy to help you remain compliant.
If the Service requires a Box 19 or 24 note, they can be added to the coinciding fields.
Unbillable on Selected Case Types:
ChiroHD offers an Insurance Validation feature that can prevent items billing through a Case Type they shouldn’t, such as a 98941 without the AT modifier billing through a Medicare Case.
Our available Case Types are as follows:
Cash
Insurance
Medicare
Workman’s Compensation
Personal Injury
If a Service is accidentally billed through a Case Type on which the Service is marked as Unbillable, our Insurance Validation tool will catch the error, and the Service will not bill out until the error is fixed.
By specifying which Case Types can NOT bill the service item, rejections can be prevented.
If the Service price should be enforced when billing to Insurance, toggle the “Enforce Price for Billing” field to “True”
When enforcing price for billing, if a Service is accidentally billed at any other price than the Service Price, our Insurance Validation tool will catch the error, and the Service will not bill out until the error is fixed.
Default Responsibility:
Any Service can be set to Patient Responsibility, Third Party Payer Responsibility, or Case Type responsibility in ChiroHD.
By setting Default Responsibility on a Service, that service will automatically be applied to the set responsibility. For example, if you know Medicare will never pay on a certain CPT Code, but your Medicare Patient receives those services regularly, you can apply the Service Price to Patient Responsibility by default, saving your Insurance Biller time and helping you run more efficiently!
Default Services
You can configure default services, special pricing, and recurring monthly charges within patient cases to automatically post to the patient’s ledger—streamlining your workflow and ensuring consistency in billing.