📝 Overview
This guide walks you through the complete workflow for managing and completing a patient's appointment in ChiroHD, ensuring seamless operations from arrival to checkout.
🟢 Starting with a Scheduled Appointment
Begin with an appointment already on the calendar.
✅ Step 1: Mark the Appointment as Arrived
Click the drop-down arrow on the appointment
→ Select Arrived
ORUse the Check-in Device:
Patient enters phone number
Confirms which family members to check in
System updates appointment to "Arrived"
📌 Tip: "Arrived" status will show on the calendar
🧾 Step 2: Front Desk Review of Patient Snapshot
Click on the Patient Snapshot
Determine:
When collection should occur
If patient is on a monthly plan
If any alerts are triggered
✅ Always review the patient snapshot upon arrival.
🧑⚕️ Step 3: Provider Workflow – SOAP Notes
Patient sees their provider
Provider works in one of the SOAP Note screens (Provider Mode, Patient Mode, or Patient Chart)
Use the Arrival Queue (organized by provider)
Creating a SOAP Note:
Create a new SOAP note, Re-use last note, or re-use any past note (only available in Patient Chart Beta) to create a new SOAP note for the appointment.
Submit the SOAP note to finalize, or click Save As Draft to finalize at a later time.
If default charges are set, they will appear automatically
If not, a message will notify you
📌 Add SOAP Notes and charges the same day for accuracy
💲 Step 4: Entering Charges
Charges can be entered by:
Provider – via the charges box
Front Desk – manually in ledger or snapshot (New Transaction button).
If Default Charges Exist:
Submitting the SOAP note will automatically apply charges to the ledger
Appointment turns green (Treated status)
SOAP note and treatment icons will display
✋ Step 5: Manual Charge Entry (Front Desk)
If provider does not enter charges:
Click preview of the ledger
Select New Transaction to add:
Services
Inventory items
OR
Use transaction icon in patient snapshot
💳 Step 6: Verify and Collect Payments
Payment Type Examples:
Per visit, monthly, or prepaid plans
Use:
Patient Notes Box for collection instructions
Color-code for visibility
Processing Payment:
Go to Transaction > Payment
Enter payment amount
Appointment can be completed only if:
Appointment is on calendar
Charges and SOAP notes are entered
📅 Step 7: Completing the Appointment
Appointment will gray out on the calendar
Hover over for original details
ORUse drop-down arrow → Completed
🛠 Optional: Enable Autocomplete
Settings > Office > Office Configuration > Autocomplete Appointments
🗓️ Step 8: Schedule Future Appointments
Ensure the patient has future appointments scheduled
If not, schedule now to maintain follow-up
✅ Key Takeaways
Mark arrivals via drop-down or check-in device
Review snapshots for payment plans and alerts
SOAP notes and charges must be completed same-day
Charges can be entered by provider or front desk
Payment collection is vital—use notes and color coding
Use Autocomplete to simplify appointment completion
Always schedule future visits before the patient leaves
📌 Conclusion
Completing a patient's appointment involves scheduling, arrival marking, SOAP notes, applying charges, collecting payments, and scheduling follow-ups. Following this full workflow on the day of the visit ensures smooth operations and accurate records in ChiroHD.