The Monthly Payments Utility in ChiroHD is designed to help offices that are not using integrated third-party processors like Fortis or Cash Practice track and post recurring patient payments manually. While this tool does not move or collect funds, it provides a ledger-based system to log scheduled payments and maintain accurate patient account records.
When to Use This Utility
Use the Monthly Payments Utility if:
Your office does NOT use an integrated third-party processors like Fortis or Cash Practice.
You are processing recurring payments outside of ChiroHD, such as through a separate merchant processor or manual invoicing system.
You want to maintain a clear internal record of when recurring payments are due and posted to the patient's ledger.
You need to link recurring payments to specific patient cases for reporting and tracking.
This tool is ideal for practices running manual or semi-automated monthly billing workflows.
Setting Up a Monthly Payment
To begin recording a monthly payment schedule:
1. Navigate to the patient profile < Patient Tab < Monthly Payments Tab
2. Enter the following details:
Payment Day (e.g., the 1st or 15th of each month)
Payment Amount
Patient Case the payment should apply to
Payment Type (e.g., cash, check, credit card)
Once this setup is complete, the system will list the payment on the specified date under the Monthly Payments Utility interface.
NOTE: This step (Setting up the Monthly Payment in the Patient Profile) alone will not transfer this payment to the ledger. Please follow the next step.
Running Monthly Payments
Each month, to log the scheduled payments:
Navigate to your Live Location < Utilities < Monthly Payments.
Choose the scheduled date for the payment.
You will see a list of payments that are due to run for that date.
Click Run Payment next to the patient entry. The system will automatically apply the scheduled amount to the correct case in the patient’s ledger.
You can confirm the ledger entry by:
Opening the patient profile
Navigating to the Transactions tab
Verifying the payment has been posted under the appropriate case
For example, a $50 monthly payment will be reflected in the transactions view and attached to the selected case once posted.
Important:
This utility does not move funds or process transactions through any payment gateway. It simply allows you to post the payment to the patient's ledger for accurate record keeping.
Summary
The Monthly Payments Utility is a manual tracking tool that helps offices using external processors maintain consistent financial records inside ChiroHD. It enables practices to schedule, view, and post recurring payments without relying on integration with Fortis, Cash Practice, or other automated systems.