This guide walks you through how to correctly apply charges to Insurance, Medicare, Personal Injury, or Workman's Comp cases within ChiroHD. While the concept is similar across all case types, some workflows differ depending on whether charges are applied by a provider or by staff.
Overview: How Charges Are Applied
Charges can be applied in two main ways:
Automatically when a provider submits a SOAP note.
Manually through the transaction module by front desk or billing staff.
Regardless of who applies the charges, the method is the same across insurance case types.
Method 1: Applying Charges Through the SOAP Note Screen (Provider)
Patient Arrival:
The patient must be marked as Arrived for their appointment.
Provider Posts the SOAP Note:
On the SOAP Note screen, the provider will select the patient from the Adjustment Queue.
They will enter and complete their SOAP note.
View or Edit Default Charges:
In the Charges box, providers can review the default charges automatically set for the patient.
Providers can also:
Add or edit DX Mapping (diagnosis-to-service linkages).
Update Units and Modifiers if needed.
Submit the SOAP Note:
Once the SOAP note is completed and charges are verified, the provider clicks Submit.
The patient will move to the Treated status.
Charges Are Applied to the Ledger:
Charges for that day will now appear in green within the patient's Snapshot and Ledger.
The Ledger will display:
Date of Service
Service Codes (CPT Codes)
Billed Price
Patient Responsibility, if applicable.
Method 2: Applying Charges Through the Transaction Module (Staff)
If your workflow involves front desk or billing staff entering charges manually instead of through the SOAP Note screen:
Open the Patient's Ledger:
Navigate to the Patient Snapshot or Patient Profile.
Create a New Transaction:
Click Transaction or New Transaction.
Add Services:
Select the services the patient received for that day.
If charges have already been posted for the day, a warning message will appear:
"Patient already had services for today."
This alert helps prevent duplicate entries.
Save the Transaction:
Confirm the correct services and pricing, then save.
Important Reminders
Default Charges: Ensure that default services are properly set up for each case type to minimize manual edits during SOAP note submission.
Duplicate Charges: Always check if services have already been added to avoid duplicate billing.
Insurance Responsibility: Patient responsibility fields (e.g., deductible, copay, coinsurance) will automatically populate if configured in the policy.
Quick Summary
Workflow Type | Action |
Provider Applying Charges | Submit SOAP Note with services |
Staff Applying Charges | Add manually through Transactions |
Duplicate Charge Warning | Alerts staff if services already exist |
Ledger Review | Confirm charges posted for insurance |
By following these steps, you can ensure that charges are accurately and efficiently applied to all insurance-related cases within ChiroHD.