Example #1c: Complex Care Plan (Pacing + Non-Pacing)
Care Plan details:
72 adjustments over the course of about a year.
Pacing involved:
Three times per week for 12 adjustments
Then reduce to two per week up to 24 adjustments in the total care plan
Eventually one per week up to 72 adjustments (which is the total number of adjustments for the entire care plan)
12 massages
Pacing involved: One per month
24 laser therapy treatments
No pacing, patient can use whenever
Home therapy kit – which includes Chiroflow Pillow, Lumbar Traction Pump, Super Omegas – 120 Count, Ice Pack
The patient receives a 15% discount on the home therapy kit items because they pre-paid for the care plan in full.
✏️ How to set up each aspect of the care plan:
Adjustments (72 total; pacing on; start 01/06/2025)
TIP: The recommended (and simpler) approach is: all phases have the same start date, and use Minimum Count to handoff/transition between phases.
Adjustment – Phase 1 (3×/week to 12 adjustments)
Name: Adjustments – Phase 1
Visit Type: Chiropractic Encounter
Color: (pick any)
Start on the Morning of: 01/06/2025
Minimum Count: 0
Max Count (cumulative): 12
Expected Number of Weeks: 4 (3/wk × 4 = 12)
Clear on End: Office’s choice
Number to add to start: 0
Adjustments – Phase 2 (2×/week up to 24 total adjustments)
Name: Adjustments – Phase 2
Visit Type: Chiropractic Encounter
Color: (pick any)
Start on the Morning of: 01/06/2025
Minimum Count: 13 (one higher than Phase 1 max)
Max Count (cumulative): 24
Expected Number of Weeks: 6 (2/wk × 6 = 12 more)
Clear on End: Office’s choice
Number to add to start: 0
Adjustments – Phase 3 (1×/week up to 72 total adjustments; 48 weeks)
Name: Adjustments – Phase 3
Visit Type: Chiropractic Encounter
Color: (pick any)
Start on the Morning of: 01/06/2025
Minimum Count: 25 (one higher than Phase 2 max)
Max Count (cumulative): 72
Expected Number of Weeks: 48 (1/wk × 48 = 48 more → 72 total)
Clear on End: Office’s choice
Number to add to start: 0
Massages (12 total; pacing on monthly)
Name: Massage
Visit Type: Massage Encounter
Color: (pick any)
Start on the Morning of: 01/06/2025
Minimum Count: 0
Max Count: 12
Expected Number of Weeks: 52 (≈ 1 per month over a year)
Clear on End: Office’s choice
Number to add to start: 0
Laser Therapy (24 total; no pacing)
Name: Laser Therapy
Visit Type: Laser Encounter
Color: (pick any)
Start on the Morning of: 01/06/2025
Minimum Count: 0
Max Count: 24
Expected Number of Weeks: (leave blank to disable pacing → simple counting)
Clear on End: Office’s choice
Number to add to start: 0
Handling Home-Therapy Kit Items (Inventory)
Visit Tracker limits: It counts services—not inventory—so kit items won’t be tracked there.
Where to set them up: Add each kit item in Default Services.
How to configure each inventory item
Add as a single line item in Default Services (one entry per kit item).
Set price and, if the care plan includes a discount, add an inline write-off on that same line.
Set write off reason if there is an associated in-line write off amount.
Set the trigger to Time of Purchase.
What “Time of Purchase” does: When staff manually add that item to a patient’s ledger, the system automatically applies the price and inline write-off you defined in Default Services—exactly once, at the time it’s sold/dispensed.
Why not “Every Service”?: “Every Service” posts on every visit, which isn’t appropriate for one-time items like pillows, traction devices, supplements, or ice packs. Time of Purchase ensures the plan’s pricing/write-off is honored only when the item is actually provided.
How to set up the home therapy kit
Item | Charge Amount | Write Off Amount | Write Off Reason | Charge Frequency |
Ice Pack | 3.99 | 0.60 | Prepay Write-Off | Time of Purchase |
Lumbar Traction Pump | 153.00 | 22.95 | Prepay Write-Off | Time of Purchase |
Super Omega – 120 Count | 57.65 | 8.65 | Prepay Write-Off | Time of Purchase |
Chiroflow Pillow 1 (72052) | 45.99 | 6.90 | Prepay Write-Off | Time of Purchase |
🛑 If you’d like to learn how to set up the Visit Tracker, click here to view the full article.