📝 Overview
Learn how to systematically add your services and CPT codes in ChiroHD to streamline practice operations, ensure reporting accuracy, and support your clinic’s growth. This process covers naming services, pricing, modifiers, and insurance validation, making future expansion simple and compliant.
Things to Note Before You Begin
You can create services at the system or location level. However, if you create services within the location by mistake, you will need to deactivate all of them and start from scratch at the system level.
Creating your Services during onboarding needs to be at the System Level.
⚠️ Before adding services, ensure you are logged into the System Dashboard, not a location.
If you see a green button at the top right of your ChiroHD screen, you are in a Location. Click the green button to return to the System Dashboard. If you have further questions about this, please see this article on How to Navigate Between Your System Dashboard and Live Location.
Accessing Services in the System Level vs Location Level
System-Level Services:
Predefined by your system administrator
➡️ Navigate to your System Dashboard, System Settings, Settings
Location-Specific Services:
Customized for your specific office
➡️ Navigate to your Live Location, Settings, Services, Location Specific.
Creating a New Service
Navigate to System Dashboard, System Settings, Services.
Click Create Service to begin adding a new service to your system.
Complete the following fields.
Name
Enter the name for the service (e.g., Adjustment, 2 regions).
Default Price
Decide what you will charge for this service, and add this number to the Default Price field.Live Locations can override this at the Location Level if necessary.
Any discounts on services can be added elsewhere (default services in the patient's case or fee schedules).
You want this number to reflect the full charge amount for the Service in order to avoid dual fee schedules.
Taxable
Select True/False based on whether this service is taxable.
Most services are not taxable.
If the item is taxable, choose True.
Reminder: Please do not add any inventory items to your services as those are categorized separately.
Category
The “Category” field is entirely optional and does not affect any reporting.This is a custom field one of our franchise partners uses for a custom proprietary report specific to their systems. It is optional.
CPT code
Enter in the CPT code associated with the service. Most common CPT codes are pre-loaded.If you type in the CPT code and it does not appear, please reach out to ChiroHD Support via the chat widget and one of our team members can get it added for you.
We do our best to keep these up-to-date, but if none of our partners have ever used a code, or if it is out-of-date, it will not appear when searched.
Units
Enter the number of billable units if needed.For example, a 30 minute Massage is 2 billed units, whereas a 90 minute Massage is 6.
Each service needs to be entered separately for ease of billing, both on the patient side as well as the insurance side.
Place of Service
Specify where the service is rendered.If you aren’t sure what this should be, please reference the following link: https://www.cms.gov/Medicare/Coding/place-of-service-codes/Place_of_Service_Code_Set
In most cases, Place of Service will be 11, which stands for Services that were rendered in the Office.
Modifiers
Enter up to four modifiers. Most are pre-loaded; type to search and select.Any modifiers added to the Service will be attached to ALL instances of that service on all patient ledgers. You can either create one service without the modifiers and manage modifiers using fee schedules, or you can create one service with the modifier and one service without the modifier.
Note that every insurance company has different requirements for which modifiers should be submitted. Please consult with your billing expert to determine which Insurance companies require which Modifiers.
If you need to speak to someone and aren’t sure who to speak to, reach out to your onboarding specialist.
Box 19 Note and Box 24 Note
If the Service requires a Box 19 or 24 note, they can be added to the coinciding fields.
Unbillable/Unselected Case Types
ChiroHD offers an Insurance Validation feature that can prevent items billing through a Case Type they shouldn’t, such as a 98941 without the AT modifier billing through a Medicare Case.If a Service is accidentally billed through a Case Type on which the Service is marked as Unbillable, our Insurance Validation tool will catch the error, and the Service will not bill out until the error is fixed.
It will show in the Failed Validation Tab of the Create Claim Tab with the error Service is not Billable. See other resources on this if you have further questions.NOTE: Unbillable controls whether insurance claims/bills can be created from those items — it prevents them from loading into the "Create Claim" queue. (This blocks insurance claim creation only; charges will still reflect on the Ledger, SOA and Superbill).
By specifying which Case Types can NOT bill the service item, rejections can be prevented. Our available Case Types are as follows:
Cash
Insurance
Medicare
Workman’s Compensation
Personal Injury
Enforce Price for Billing
If the Service price should be enforced when billing to Insurance, choose dropdown True to Enforce Price for Billing.When enforcing price for billing, if a Service is accidentally billed at any other price than the Service Price, our Insurance Validation tool will catch the error, and the Service will not bill out until the error is fixed.
Default Responsibility
Assign whether the charge defaults to patient, third-party payer, or case type.Any Service can be set to Patient Responsibility, Third Party Payer Responsibility, or Case Type responsibility in ChiroHD.
By setting Default Responsibility on a Service, that service will automatically be applied to the set responsibility. For example, if you know Medicare will never pay on a certain CPT Code, but your Medicare Patient receives those services regularly, you can apply the Service Price to Patient Responsibility by default, saving your Insurance Biller time and helping you run more efficiently!
Merging Services
If duplicate services are created in error, use the merge function to combine them and avoid reporting mistakes.
Navigate to your System Dashboard, System Settings, Settings, Merge Services.
The right-side service will be merged into the left-side service.
Features Related to Services - Location Level
1. Override Service
In a Live Location, you can override certain service settings to make them different from the System Service, such as the service price.
Note: Some service settings, including CPT codes and category, cannot be modified at the location level and must be managed at the System Service level.
Navigate to your Live Location, Click the Service Name that you would like to edit.
Enter a custom price in the Override Price field.
Overridden prices appear in blue, and will show the System Amount as well.
2. Customizing Service Visibility in a Location
Even though System-Level Services are automatically available to all locations, you are able to choose which System Level Services are available to your Live Location.
Navigate to your Live Location, Settings, Services to see the checkboxes.
Check the box to make a service visible and billable
Uncheck to hide it from billing and transaction options
📌 NOTE: Hidden services will not appear during billing or when searching for services in transactions.
3. Moderate Location Services and Requesting Location Specific Service
This feature lets system administrators require approval before any new services are added at a specific location.
If you have questions about how to activate this feature or how a location can request a location specific service, please see our resource on Moderate Location Services.
4. Default Services
Configure default services, pricing, and recurring charges within patient cases for consistent, automated billing.
Please see our resources on Default Services if you have further questions about this feature.
✅ Key takeaways
Log into ChiroHD at the System Dashboard level before adding services.
Adding services at the system level ensures network-wide consistency and supports practice expansion.
Use accurate CPT codes, modifiers, and proper case type restrictions to stay compliant.
The insurance validation tool helps prevent billing errors and supports compliance.
Use the merge feature to correct duplicates and keep your services list clean.
📌 Conclusion
Adding services and assigning CPT codes in ChiroHD at the system level optimizes your workflow, enforces accurate billing, and lays the groundwork for future growth or franchising. Follow these steps to maintain compliance and streamline both practice management and patient billing across all locations.