📝 Overview
Correctly configuring the tracking and reporting features in ChiroHD is vital for accurate patient visit counts and reliable reporting. This process ensures your clinic's reports, alerts, triggers, and visit trackers reflect the true activity based on services, not appointments. Follow these steps to minimize errors and keep your system running smoothly.
The Purpose of Tracking and Reporting Configuration
The tracking and reporting section tells ChiroHD what to count, track, and include in visit summaries.
You will specify what qualifies as a new patient visit, an adjustment, or other tracked services.
Clearly defining these ensures ChiroHD accurately reflects services in visit counts and trackers.
Accessing Tracking and Reporting Configuration
Navigate to System Settings, System Configuration, Tracking and Reporting.
Tracking and Reporting Configuration: How it Works in ChiroHD
Setting up this page accurately is essential, as mistakes here can cause issues with reporting, visit trackers, and much more. Most reports in ChiroHD are driven by charges or services on a patient's ledger, so only services (not appointment types) should be tracked.
Configuring Tracking and Reporting Categories:
Click on the Appointment Category on the left.
Search for and select all services that count as a charge that should be under that category.
For example, as shown in the illustration below, if your office uses two new patient services for different cases, ensure both are included so each will be counted toward visit totals.
Go through each Appointment Category and assign the appropriate services.
Click Save.
Three Settings to Configure for each Service
Hover over each column title for details (or see the detailed information below).
These settings on each individual service will determine the behavior of that service in your Reporting Configurations.
1. Include in Total Visits
This will be tracked as a visit in the office’s overall visits, and included in metrics such as PVA (Patient Visit Average) and PPV (Price Per Visit) Patient Visit
These metrics are visible in your location under Reporting > Simple Reporting > Statistics
2. Include in Category Visits
This visit will be trackable by Category.
If this is checked, and total visits is unchecked, it will not be included in PPV or PVA, but you will still be able to track the metric.
If this is left unchecked, this will only be used to track the Service in Care Plans and Visit Trackers. This was previously known as an “Untracked Visit”.
To create an Untracked Visit, that tracks in the Patient’s Care Plan, but does not affect Reporting Numbers, Uncheck both “Include in Total Visits” and “Include in Category Visits”
3. Include in Care Plans/Visit Trackers
This will cause each categorized Service to be included in Care Plans and Visit Trackers for the selected Category.
This column cannot be changed, and all categorized Services will be included in Care Plans and Visit Trackers by default.
Appointment Categories
Go through each Appointment Category (tabs on the left) and assign the appropriate services.
1. New Patient
The typical services here would include 99202 and 99203. Do not include any additional Services here.
Do not include additional services like x-rays, manual therapy, or adjustments in the New Patient category.
2. Chiropractic
The typical services here would include:
Adj 1-2 Regions 98940
Adj 3-4 Regions 98941
Adj 5 Regions 98942
Adj Medicare 98941AT
Wellness Adjustment S8990
Do NOT include extra spinal services in this adjustment category. Including both an adjustment and an extra spinal on one ledger will double-count adjustments, leading to reporting errors.
If you have separate services for each Insurance Company, include all of them in this category.
3. Exam
The typical services categorized here would include a Re-Exam and Exit Exam.
Do not include any add-on services in this category.
4. Massage
The typical services categorized here would include Massage Services only (any Service with the CPT Code 97124), such as a 30 Minute Massage, 60-Minute Massage, 90-Minute Massage, etc.
Do not include any add-on services such as Cupping or Aromatherapy in this category.
5. Nutrition
The typical services categorized here would include any Service charged at a Nutrition Consultation, such as:
97802 Initial Nutritional Assessment
97803 Follow Up Nutritional Consultation
97804 Group Nutritional Consultation
6. Stretch
The typical services categorized here would include the basic Stretch Therapy Service, such as:
30 Minute Stretch Session
60 Minute Stretch Session
Do not include any add-on services in this category.
7. Laser
The typical service categorized here would include any service with the 97530 CPT Code attached.
8. Acupuncture
The typical services categorized here would include:
97810 Initial Acupuncture.
97811 Acupuncture Subsequent Unit.
97813 Initial Acupuncture with Electrical Stimulation.
97814 Acupuncture Subsequent Unit with Electrical Stimulation.
Do not include any add-on Services in this category.
Follow the same pattern for the remaining categories:
9. Rehab
10. Weight Loss
11. Neuropathy
12. Mental Health
Tracking and Reporting Important Tips
If your office offers a service (e.g., hydrotherapy), add it; if not, leave the category blank.
If you wish, you can repurpose categories for similar services (e.g., use 'red light therapy' for hydrotherapy) and mentally map the terminology for your reporting.
Services highlighted in red are inactive (remain for historical data but are not selectable moving forward).
If you add a new service, return to the Tracking and Reporting page and add it to the relevant category. New services are not automatically tracked–regularly review this page for accuracy.
ChiroHD treats each service in a category as a separate visit.
Examples of Tracking and Reporting
Example: Charlie Brown’s Ledger
Any charges listed on Charlie Brown’s ledger will be classified under this configuration.
This determines how the system interprets the type of visit.
New Patient Visit Example:
When a new patient comes in, they are typically charged for:
New Patient Detailed Service with CPT code 99203
May also receive: x-rays, scans, adjustments, etc.
However, only the 99203 CPT code should be used to categorize the visit as a new patient visit in the tracking and reporting configuration settings.
Another Example:
A single patient charged for:99203 New Patient Detailed
X-rays
Manual Therapy
Adjustment
If all these services are configured under the New Patient category, this one visit would count as four new patients in reporting.
Do not include additional services like x-rays, manual therapy, or adjustments in the New Patient category. ChiroHD treats each service in a category as a separate visit.
Visit Tracking Accuracy
Patients should receive only one charge per category per visit.
Charging for two services in the same category on a single day results in:
Two visits recorded on the care plan
Two visits tracked in the SLV tracker
Incorrect reporting data
The system will double-count services under the same category, skewing your clinic’s reporting and care plan metrics.
FAQ and Troubleshooting Tracking and Reporting Configuration
If you're noticing issues with care plan SLV trackers or inaccurate reporting, this should be the first place to check.
What does it mean if a service appears in red under Tracking and Reporting?
When a service appears in red within the Tracking and Reporting configuration, it indicates that the service has been marked as inactive. The service remains visible because it was previously configured for tracking, and its historical tracking data is retained for reporting purposes.
Should an Extraspinal Adjustment be included in Tracking and Reporting?
No. Extraspinal adjustment services should not be added under the Tracking and Reporting configuration. Under Chiropractic Visits, only services that represent a standalone chiropractic adjustment or visit should be tracked. These tracked visits contribute to office metrics and patient care plan calculations. Including an extraspinal code could incorrectly reduce the number of visits available on a patient's care plan.
Should offices add X-Ray services to the Tracking and Reporting configuration?
In most cases, offices only add X-Ray services to the Tracking and Reporting configuration if they:
Want to create an X-Ray-specific Visit Tracker or Care Plan on the patient's Snapshot page.
Want X-Ray services included in Simple Reporting > Statistics.
If X-Ray services are not added to the Tracking and Reporting configuration, reporting can still be generated by navigating to: Reporting > All Reports (Beta) > Sales Reports by Service. This report allows offices to review X-Ray service activity without including those services in Tracking and Reporting.
✅ Key takeaways
Set up Tracking and Reporting carefully—errors affect key reporting, visit trackers, and alerts.
Only include services you wish to track in each category.
When adding a new service, update Tracking and Reporting so it appears in all necessary reports.
Do not double-count adjustments by including extra spinal services in the adjustment category.
📌 Conclusion
Careful configuration and regular review of ChiroHD tracking and reporting ensure your clinic benefits from accurate visit counts, proper alerting, and reliable statistics, enhancing overall patient care and operational insight.1.