This guide provides step-by-step instructions to create a Workers' Compensation (Workman's Comp) case and configure the associated policy in ChiroHD.
Step 1: Create the Workers' Comp Case
Access the Patient Profile.
Search for the patient using the search bar.
OR click on their name on the calendar.
Click on the Cases tab, and click Create New Case.
Choose from the dropdown menu, Workers' Comp.
Choose Billing Method:
It is common practice to select Billing Suspended for Workers' Comp cases.
Reason: Many insurance companies or attorneys prefer to receive billing documents (such as statements and SOAP notes) only after the case is fully resolved, rather than receiving bills weekly.
Click Submit.
(Optional) Set the case as the Default Case if it is the active treatment case for the patient.
Step 2: Add Diagnosis Codes (DX Codes)
Open the Insurance Case < Treatment / DX Tab
Add Diagnosis Codes by clicking in the Add code to case.
Choose the Start Date (It will default to today’s date).
Save Changes.
Tip: If you backdate the first DX code, subsequent codes will use the same start date automatically.
Step 3: Set Up the Policy Information
Navigate to your Insurance / Coverage tab. Click Add New Insurance / Coverage.
Complete Policy Information:
Insurance Company/Attorney and Nickname: Select the appropriate third-party payer (must be pre-created).
Priority: Choose primary or secondary coverage. If there is only one coverage entity, then select Primary
Coverage Start Date and End Date: Input the start date from the Workers' Comp case documents. The end date can be left blank if unknown.
ID/Claim Number: Enter the claim number provided by the insurance or employer.
Group Identifier: N/A
Plan Identifier or Prior Authorization Number: Optional.
Notes: Optional, for any internal notes.
Relationship to Insured: Choose Self
Claims Related To: Set to Work (for a work-related injury).
State of Incident (if applicable): Indicate the state where the accident occurred.
Maximum Coverage: If available, enter the maximum covered amount for medical claims.
Date of Current Illness or Injury: Input the date the work-related injury occurred.
Onset Qualifier: Select Accident
Additional Optional Details:
Box 19: if necessary for additional notes.
Billing Provider Other ID: Box 33b (optional)
Accept Assignment will default to "Yes" but this is where the office would say whether they are accepting assignment from the third party payer or not.
Referring Provider: typically not required for Workers' Comp cases.
Check for Missing Patient Information:
A red warning will appear if key patient information (e.g., gender, birthdate) is missing.
Click Edit next to the patient's information and complete the missing fields.
Click Save.
Step 4: Configure Default Services (Optional)
Under Default Services tab, select services that will automatically populate on each SOAP note for this case.
Click Save Changes.
For more information and detailed instructions and step-by-step guidance please refer to our other resources on Default Services.
Step 5: Manage Billing and Settings
Navigate to your Workers Comp Case < Settings Tab.
Suspend Billing: Used primarily for PI (Personal Injury) cases where billing should be delayed until settlement.
Edit Case Name: Adjust the Case Name if desired (e.g., “Insurance 2024").
Change Case Type.
Set Default Calendar Provider and Default Billing Provider for this case.