📝 Overview
This article outlines how to configure and manage discounted prepaid and monthly auto-debit care packages within ChiroHD using the Default Charges tab. This setup enables practices to automate discount application for bundled services and ensures accurate ledger tracking as care is delivered.
Care Package Configuration Overview
In ChiroHD, there are two primary workflows to apply care package discounts:
Default Charges Tab (covered in this guide)
Cash Fee Schedule (covered separately)
Both methods accomplish the same outcome—choose the one that best fits your workflow.
Before you begin, define:
Total care package value
Discounted per-visit rate
Number of visits included
Prepaid Care Package Setup
1. Record the Prepayment
Access the patient’s profile
Open the Transaction modal
Select Payment
Add clear contextual notes (e.g., number of visits, prepaid status)
Enter the total prepaid amount
Submit the payment
✅ Once submitted, the patient's ledger will reflect a full credit for the prepaid amount.
2. Configure Discounted Services
Navigate to the patient’s Case > Default Charges
Add applicable service(s) (e.g., adjustment)
Set the standard service rate
Apply the write-off amount to reflect the discounted rate
Select a write-off reason (e.g., “Prepay”)
Set Charge Frequency to “Every Visit”
Save the configuration
This tells the system to automatically apply the discounted service rate during each visit.
3. Check-In and Ledger Activity
At each check-in:
The discounted service is auto-applied
The provider completes a SOAP note
The ledger reduces the prepaid credit accordingly and applies the write-off
The system deducts the discounted rate per visit until all prepaid visits are used. The ledger balances to zero once the package is complete.
Monthly Auto-Debit Care Package Setup
1. Record Initial Payment
Access the patient’s profile
Open the Transaction modal
Select Payment
Add contextual notes indicating monthly installment structure
Enter the installment amount
Submit the payment
The ledger will reflect a partial credit based on the installment.
2. Configure Discounted Services
Navigate to Case > Default Charges
Add the service
Set the standard rate and apply the write-off amount
Choose a write-off reason (e.g., “Professional Write-Off”)
Set Charge Frequency to “Every Visit”
Save the configuration
3. Ongoing Visits and Ledger Updates
At each visit:
The discounted charge is auto-applied
The provider completes a SOAP note
The ledger deducts from the available credit
As more monthly payments are made:
Ledger credit increases
Debits and credits fluctuate based on visit frequency and payment timing
Even if there’s a temporary balance due, the system will reconcile automatically as payments and visits complete—ending with a zero balance.
Important Notes
Use descriptive notes for each payment to ensure clarity
Always refresh the browser after making financial changes
Monitor ledgers periodically, especially for monthly plans
Default Charges must match the care package structure for automation to function properly
✅ Key Takeaways
Prepaid and monthly care packages can be automated via Default Charges
Apply write-offs to reflect discounted rates per visit
Use clear transaction notes to maintain ledger accuracy
Prepaid packages deduct from full credit; monthly packages adjust with each installment
Ensure care package setup aligns with the visit frequency and service type
📌 Conclusion
Using the Default Charges tab in ChiroHD is a powerful way to automate billing for discounted care packages, whether prepaid or on monthly auto-debit. When configured properly, this ensures efficiency, accuracy, and transparency in patient financials while supporting long-term care plans.