📝 Overview
The Visit Tracker in ChiroHD allows offices to monitor patient visits and services associated with care plans or service packages. It provides a visual way to track patient progress directly from the Patient Snapshot and SOAP Notes screen.
The purpose of this feature is to help providers and staff monitor completed services, pacing expectations, and overall care plan progress in a structured and visual format.
🚨 Disclaimer:
The visit tracker is a visual tracking and pacing tool only. It does not create, trigger, update or interact with Patient Alerts in any way.
Patient Alerts are managed separately using Patient Alerts and/or Patient Alert Templates, which are manually added to a patient's profile and are typically used for care plan reminders, service packages, or important stage-of-care notifications.
Accessing the Visit Tracker
Navigate to the Patient Profile, Visit Tracker Tab to setup the Visit Tracker for the patient.
NOTE: If you do not see this tab, please contact ChiroHD Support as the Visit Tracking feature has to be turned on by a support team member.
Viewing the Visit Tracker in ChiroHD
Visit Tracker information can be viewed on:
The SOAP Notes screen
The Patient Snapshot
This allows both providers and staff to quickly review patient progress during appointments.
What the Visit Tracker Tracks
Total charges posted to the patient ledger.
A charge must be posted to the patient's ledger.
The service used must be mapped as a visit-countable service in Tracking and Reporting (e.g., Chiropractic Adjustment, Massage, Rehab, etc.)
The charge must not be voided.
Visit pacing and frequency expectations.
Multiple types of services, such as:
Adjustments
Massage therapy
Laser therapy
Other categorized services
The Visit Tracker is a visual tracking and pacing tool only. It does not create, trigger, update, or interact with Patient Alerts in any way.
Patient Alerts are managed separately using Patient Alerts and/or Patient Alert Templates, which are manually added to a patient’s profile and are typically used for care plan reminders, service packages, or important stage-of-care notifications.
Setting Up Tracking and Reporting Categories
The Visit Tracker counts services based on the office’s Tracking/Reporting setup.
To access this setting, navigate to your System Dashboard, System Settings, System Configuration, Tracking and Reporting.
Each category should contain the services that should count toward a tracker.
Example:
Chiropractic category → adjustment services
Massage category → massage services
NOTE: Incorrect categorization may cause inaccurate visit counts.
Please see our other resources on Tracking and Reporting Configuration if you have further setup questions.
Two Methods of Visit Tracking:
Method 1 - Simple Counting and Method 2 - Counting with Pacing
Method 1: Simple Counting
This method:
Simply counts the number of charges on the ledger.
You must specify a Max Count, which is the total number of visits or services being tracked.
The progress bar will be blue, showing how much of the plan has been completed.
This method does not involve pacing or frequency.
Example:
24 adjustments
12 massages
If 13 adjustments and 1 massage are completed, the progress bar updates accordingly.
Method 2: Counting with Pacing
This method tracks charges while also monitoring pacing or frequency expectations.
To enable pacing:
Enter a value in the Expected Number of Weeks field.
The tracker will then compare the patient’s actual progress to the expected timeline.
A pacing dot will also appear to indicate where the patient should currently be in the care plan timeline.
Pacing Progress Bar Colors:
Blue = On pace
Orange = Slightly over or under pace
Red = Significantly over or under pace
Example:
2 adjustments per week for 24 visits.
If 3 adjustments are completed, the progress bar updates accordingly.
NOTE: If Expected Weeks field is left blank, the visit tracker will revert back to Method 1: Simple Counting.
See other resources on Setting Up the Visit Tracker on Patient Profile if you have additional questions about the Expected Weeks field.
Frequently Asked Questions
1. How does the Visit Tracker relate to the Care Plan feature?
Care Plan Feature
Tracks pacing and frequency only
Limited to adjustments and massages
Original tracking feature in ChiroHD.
Visit Tracker Feature
Tracks any Tracking/Reporting category
Supports both pacing and simple service counting
Displays in Patient Snapshot and SOAP Notes
The Visit Tracker can be used for basic and complex care plans and service packages.
2. Do you have an example of how the Visit Tracker relates to the Care Plan feature?
Basic Care Plan Example
A patient agrees to:
12 chiropractic adjustments
The patient can complete the visits at any pace.
Complex Care Plan Example
A patient agrees to:
72 adjustments over one year
12 massages
24 laser therapy sessions
Additional home therapy products
The Visit Tracker helps offices visually monitor progress and pacing throughout the care plan.
If you have further questions about specific examples, please see our resources on Visit Tracker Examples and how to practically use the Visit Tracker Feature.
3. Can a Visit Tracker Count Multiple Services?
Yes — but only if the services are organized into different categories under Tracking/Reporting. Each category requires its own tracker.
Example: To track both Adjustments and Laser:
Ensure both services are listed under separate categories in Tracking/Reporting.
Create one tracker for Chiropractic Encounters and another tracker for Laser Encounters.
You cannot create one tracker and multi-select categories.
4. Can a Visit Tracker Count Only One Specific Service?
Not exactly. A visit tracker is linked to a category in Tracking/Reporting, and it will count every service within that category.
For example, if the Chiropractic Encounter category includes multiple adjustment types (1–2 regions, 3–4 regions, 5 regions, Wellness, Employee), all of them will count toward the tracker. To track only a single service, that service would need to be placed in its own category.
5. Can I Create an Ongoing Visit Tracker?
Yes. Leave the Max Visits field blank to create a tracker that continues indefinitely.
Troubleshooting Visit Tracker Discrepancies
If Visit Tracker counts appear inaccurate:
Verify all billed services are assigned to the correct Tracking/Reporting category.
Confirm services such as massage or laser are not incorrectly grouped under another category.
Reassign categories if necessary.
Improper categorization is one of the most common causes of Visit Tracker discrepancies.
✅ Key Takeaways
The Visit Tracker in ChiroHD helps keep care plans on track and services organized.
Proper configuration in the tracking and reporting section is essential for accuracy.
Utilize pacing and frequency features to monitor patient adherence beyond visit counts.
Visual progress bars offer immediate feedback and highlight important care milestones with color cues and pacing dots.
📌 Conclusion
The Visit Tracker in ChiroHD offers structured, visual monitoring of patient visits, supporting single or multi-service packages and care plans. Once properly set up, it is a valuable asset for managing patient schedules and ensuring care plan fulfillment efficiently.