📝 Overview
This article will walk you through understanding the types of default services for patient cases in ChiroHD. We will cover the three main charge frequency types: Every Visit, Time of Purchase, and Monthly.
Types of Default Services
There are three Types of Default Services you can configure in a patient's case:
Time of Purchase
Every Visit
Monthly
Default Service Type 1: Time of Purchase
The purpose of Time of Purchase:
is to notate/automate in the patient's case discounts they may receive on services or inventory items.
These services are NOT posted automatically. Since Time of Purchase services do not occur at every visit, these services will have to be manually added via the transaction modal or the SOAP notes screen.
Time of Purchase services should be used when the patient receives a discounted rate on a service, but it is not a service that they receive every time they come in.
This can help with ledger accuracy if a patient's care plan dictates that they receive certain discounts on services or inventory items. That way a staff member does not have to remember every discount, it can already be accounted for in the patient's case.
How to use Time of Purchase:
Enter the charge manually from either the transaction modal or the Doctor's SOAP note screen.
If the service includes a discount or write-off, this will be applied anytime the charge is manually added for the patient.
Reminder: Discounts can only be added to services on a cash case using default services. Discounts on Insurance Cases, can be applied using the fee schedule.
Default Service Type 2: Every Visit
Every Visit Default Service means the configured service is posted automatically to the patient’s ledger each time their appointment is completed.
By default, ChiroHD selects Every Visit as the charge frequency.
For an example: Each time this patient comes in for an adjustment, their "Every Visit" defaults will be automatically posted to their ledger.
Reminder: Payments for this service still need to be taken at checkout. This does not collect payments, but posts the charge on the ledger.
Requirements for Automatic Posting using Every Visit Default Services:
Every Visit Default Services are designed to automatically post charges when specific conditions are met.
To ensure charges post correctly, all requirements below must be followed. Any workflow outside of these steps will require charges to be added manually.
Default Services Are Set Up in Advance.
Default services must be added to the patient’s default case before the appointment.
Default Services Are Set to Every Visit Type.
Appointment is Scheduled on the Default Case.
Default services do not apply across multiple cases. The system will only reference the default case.
Appointment Is Scheduled on a Chiropractic Calendar
The appointment must be scheduled on a calendar with the provider type set to Chiropractor.
Appointments on non-chiropractic calendars will not post default services automatically. (Ie. non-chiropractic is massage therapist calendar)
Example:
If Red Light Therapy default services are set up on the patient’s case, but the appointment is scheduled on a separate Red Light Therapy calendar tied to a non-Chiro provider, the charge will not post automatically and must be completed manually.
Appointment Is Marked as Arrived.
The appointment must be marked as Arrived on the day of the appointment.
SOAP Note Is Completed using the SOAP Note Screen.
If the SOAP note is put in using Patient Profile, Visits Tab, it will not automatically post.
SOAP Note Is Completed ON the Same Day as the appointment.
The provider must access a SOAP note screen on the day of the appointment.
SOAP notes completed on a later date will not trigger default services.
SOAP Note Is Saved as a draft or Finalized.
Default Service Type 3: Monthly
Monthly is used for recurring charges, such as membership fees. This type posts a charge to the ledger monthly on a specified date.
How to use Monthly Default Service/Charge:
Set the charge amount, write-off, and reason (if applicable).
Specify the day of the month to post the charge, matching the patient’s membership payment date if required.
Enter the total number of recurring monthly charges needed for the care plan.
Each month, the charges remaining count reduces automatically as the service is posted.
Example: If a clinic utilizes a monthly membership/charge structure, they can set up a monthly membership CHARGE to post on the same day as their monthly payment. This way, the monthly membership charge will show as a CHARGE and the payment will show as a CREDIT, thus balancing the patient's ledger.
Please see our other resources on setting up Monthly Payments if you have further questions on this feature.
This resource is about Monthly Payments that would go along with the Monthly Default Service/Charge talked about in this current article.
✅ Key takeaways
Default services automate and streamline the posting of common charges to patient ledgers.
Charge frequency must match the actual service pattern: Every Visit (automated), Time of Purchase (manual), Monthly (recurring automated).
Proper SOAP note completion and timing are essential for automated posting.
Discounts, write-offs, and charge tracking are integrated for better ledger accuracy.
📌 Conclusion
Configuring default services and managing charge frequency in ChiroHD ensures a streamlined and accurate process for posting patient charges, optimizing workflows, and supporting financial accuracy in your clinic.