In ChiroHD, Cases serve as financial and administrative containers for grouping charges, payments, and care under specific billing types. Correct use of cases ensures accurate tracking, reporting, and payer responsibility for services rendered.
Accessing Cases
You can access and manage cases in two ways:
From the Patient Snapshot by clicking the Case icon
From within the Patient Profile under the Cases tab
Case Types
ChiroHD supports five primary case types:
Cash (TOS) – Time-of-service or direct-pay patients
Medicare – Traditional Medicare patients
Insurance – Commercial third-party insurance payers
Worker’s/Workman's Comp – Work-related injury cases
Personal Injury (PI) – Auto accidents or liability cases
Each case is maintained separately to align with billing and documentation requirements.
Setting a Default Case
Each patient must have one case set as default.
To set a case as default:
Click the push pin icon next to the appropriate case
This default case:
Receives new charges by default
Is tied to most workflow processes (scheduling, care plans, billing)
Tip: Always confirm the correct default case is selected to avoid misrouting of charges or errors in claims.
Changing a Patient's Default Case
If you change a patient's default case, existing default charges do not automatically move to the new case. They remain tied to the case they were originally set up on and must be updated manually.
To update default charges after switching the default case:
Navigate to the Patient Profile > Cases
Open the case that now has the incorrect default charges
Remove or update the default charges from that case
Navigate to the new default case
Set up the default charges there
Note: Failing to update default charges after switching the default case may result in charges being applied to the wrong case, which can cause billing errors and reporting inaccuracies.
Case Management Actions
1. Merging Cases
If duplicate cases of the same type exist (e.g., two insurance cases), they can be merged:
Click the merge icon
NOTE: Only cases of the same type can be merged (e.g., Cash to Cash, Insurance to Insurance)
2. Changing Case Status
To change a case’s status:
Click the status icon
Choose the appropriate designation.
Cases can be assigned the following statuses:
Active – Default operational state
Closed – Hidden from the primary view
Collections – Internal or External – Used to indicate delinquent accounts under active collection processes
Closed cases are hidden by default. Use the “Show Inactive” button to view them.
3. Deleting Cases
Cases can only be deleted if:
They contain no financial data (e.g., no charges, payments, or notes)
To delete:
The account has to be in Closed status.
Click the trash can icon.
Only use this option when the case is unused or was created in error.
If the case contains data, mark it as inactive instead of deleting.
Viewing Closed Cases
To view cases that have been marked closed:
Click “Show Inactive”
To reactivate, change the status back to Active
Key Best Practices:
Always assign one default case per patient.
Merge duplicates only if they are the same case type.
Use status controls to manage case visibility and collections.
Only delete cases that have never been used.
Summary
Proper case setup and maintenance are essential for accurate billing, reporting, and patient management in ChiroHD.