ChiroHD offers a flexible and robust alert system to notify staff and patients of important milestones, actions, or conditions. This article explains the available alert types, display options, and best practices for creating patient alert templates or individual alerts.
How Alerts Are Displayed
The default behavior is that all alerts will display in the notification bar, regardless of any other settings.
Additional Display Options (Optional):
Pop-Up at Front Desk:
Full-screen alert will show for office staff when the patient's appointment is arrived. Must be marked as Completed or Temporarily Dismissed before proceeding.
Alert on SOAP Screen:
Displays a full-screen alert when the provider opens the SOAP note on any of the following modes: Provider Mode, Patient Mode, or Patient Chart Mode. Must be marked as Completed or Temporarily Dismissed before proceeding.
Alert Patient at Sign-In:
Shows a full-screen message on the patient check-in device when the patient enters their phone number.
Block from Queue:
Prevents the patient from being added to the adjustment queue until the alert is cleared. Must be used with at least one office-facing alert (e.g., Pop-Up at Front Desk or SOAP Screen alert).Use Case: Block from Queue is ideal when a patient must be stopped before proceeding—for example, if they have a high balance or require a discussion with staff before care.
If no display options are selected, the alert will appear in the notification bar at the bottom of your screen.
Once triggered, alerts are also visible in the patient's snapshot.
Types of Alerts
1. Appointment Count
Counts the number of appointments of a specific appointment type.
Triggers when an appointment of the specified type is arrived.
If no appointment type is selected, it counts all appointment types.
2. Charge Count
Counts charges on the patient’s ledger, regardless of appointment type (the name of the appointment).
Useful for tracking clinical care milestones such as number of adjustments or massages billed.
Triggered when an appointment is arrived, based on the assumption that a charge will be entered.
Best Practice: Use Charge Count to track insurance-limited visits. For example, trigger alerts at the 11th and 12th chiropractic visit when only 12 are covered by insurance.
Charge Types are defined in:
System Dashboard > System Settings > System Configuration > Tracking and Reporting
3. Exact Date and Time
The only alert not triggered by a patient appointment being arrived.
Triggers strictly on the specified date and time, regardless of patient check-in status.
Use Case: Reminder to call a patient at a specific time, or follow-up tasks not related to visits.
4. Next Appointment
Triggers when the next appointment is arrived.
Options:
Include today’s appointment
Exclude today’s appointment (trigger only on the following visit)
Use Case: “Give supplements on next visit” or “Discuss insurance status next time”.
5. Approximate Date
Designed for flexible, time-based alerts.
Triggers when:
An appointment is arrived within 7 days before the selected date, or the first appointment after that date is arrived.
Use Case: Set an alert to collect updated insurance cards near January 1, or schedule a re-exam within a 60-day care window.
Quick Set Options are available for commonly used intervals (e.g., 30, 60, 90 days).
Case-Level Filters
Alerts can be linked to a specific case or applied across all cases.
If a case is selected, the alert will only consider data within that case.
If left blank, it will apply across all patient cases.
Use Case: Use case filtering to track services (e.g., massage) tied to a care plan or case-specific insurance limit.
Message Configuration
Each alert includes two message fields:
Message to Show Clinic:
Displays in the notification bar or on internal pop-ups (e.g., SOAP screen or check-in).Message to Show Patient at Sign-In:
Displays on the check-in device if “Alert Patient” is selected.
Both fields can be customized independently to provide internal-only details vs. patient-facing communication.
What do the colored bars on the calendar mean?
You may notice colored bars to the left of appointments on the calendar. These bars represent the status of alerts or the presence of appointment notes:
Red – An active or overdue alert has been triggered.
Purple – A potential alert. If the patient visits the clinic today, an alert will be triggered.
Blue – An appointment note is associated with the appointment.