📝 Overview
This article outlines a recommended workflow for new patients on Days 1–3 using ChiroHD. While every office operates differently, this guide is designed to help you understand common system tools and best practices for patient onboarding.
ChiroHD allows for customization, so feel free to adapt the following steps to suit your clinic’s workflow.
🗓️ Steps for Day 1
📆 1. Schedule a New Patient Appointment
Navigate to the calendar and click on any available time slot.
Select New and choose the appropriate case type (e.g., Cash, New Patient PI, New Patient Pediatric, etc.).
👉 Click for a tutorial on setting up an Insurance Case or PI Case in ChiroHD.
Fill out the patient's name, phone number, and email.
If New Patient Emails are enabled, an automated email will be sent to the patient upon scheduling.
There are two ways to enable New Patient Emails feature (ensure only one method is activated to avoid conflicts):Via Office Configuration: Go to Location > Settings > Office > Office Configuration and toggle on New Patient Emails.
Via Triggers: From the System Level Dashboard, navigate to System Settings > Triggers.
👉 Click here for a guide on setting up Triggers.
Add a referral source if required (e.g., "Facebook") and include any relevant appointment notes.
Hit Schedule to create both the profile and the appointment.
📲 2. Day of Appointment
Ensure the patient has received their text reminder.
Verify if the patient has completed their digital paperwork by checking the "Documents" tab under "Digital Submissions" in the patient's profile.
If paperwork is incomplete, request the patient fill it out upon arrival.
Mark the appointment as "Arrived" by selecting it from the dropdown menu on the calendar.
📌 NOTE: While patients will eventually be able to check themselves in using the check-in device, it's uncommon for new patients to do so during their first visit, as they are unfamiliar with your practice’s process.
💳 3. Take Payment (Optional)
To take payment, navigate to "Transaction" and in the search box select the charges, if you are the one inputting the services/charges received (e.g., Facebook Special or other preset charges).
Transaction Presets are an excellent tool for quickly applying a predefined group of charges.
👉 Click here for a tutorial on setting up and Creating Transaction Presets.
Click "Payment" to record the payment, choosing the method (e.g., Cash, Credit Card).
Hit Submit to finalize the transaction.
🧾 4. Provider's Role – SOAP Notes
The provider can access the patient in any of the SOAP Notes screens (Provider Mode, Patient Mode, or Patient Chart) by clicking on the patient's name from the arrival queue.
Create the SOAP note for the visit by utilizing SOAP note macros.
If charges are added by the doctor versus the front desk as described in step 3 above, they can be entered directly by clicking in the Charges box and adding the charges/services received.
Enter the SOAP note and submit it.
If necessary, you can save the note as a draft, though we strongly recommend completing SOAP notes during the appointment or, at the latest, by the end of the day.)
📅 5. Schedule Day 2 Appointment
Before the patient leaves, schedule their next appointment by clicking on a date in the calendar.
Select the appropriate appointment type (e.g., Report of Findings, Day 2, or whatever your office calls your Day 2 appointment).
Examples of additional tasks, features, or workflow suggestions that could be used during this visit include:
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🗓️ Steps for Day 2 - Report of Findings
🛬 1. Arrive the Appointment
Either manually arrive the appointment or use a patient check-in device if available.
Patients can check in via a tablet by entering their phone number. The office may need to take a moment to teach the patient how to use the check-in device. (Click here for a tutorial on setting up Check in devices.)
💳 2. Enter Charges & Collect Payment (Optional)
The front desk can enter charges and collect payment for the day.
For example, use a preset for Day 2 charges (e.g., Adjustment, Report Of Findings). Transaction Presets are an excellent tool for quickly applying a predefined group of charges.
Record the payment and finalize the transaction.
📌 NOTE: It is entirely up to your office whether the front desk or the provider enters the charges and services rendered. We do not mandate a specific workflow.
Similarly, your office can choose to collect payments from the patient either at the beginning or end of the appointment, based on your preference.
🧾 3. Provider's Role – SOAP Notes & Care Plan Discussion
The provider can access the patient in any of the SOAP Notes screens (Provider Mode, Patient Mode, or Patient Chart) by clicking on the patient's name from the arrival queue.
Review findings with the patient, including any X-rays if uploaded.
Create the SOAP note for the visit by utilizing SOAP note macros.
If charges are added by the doctor versus the front desk as described in step 2 above, they can be entered directly by clicking in the Charges box and adding the charges/services received.
Enter the SOAP note and submit it. If necessary, you can save the note as a draft, though we strongly recommend completing SOAP notes during the appointment or, at the latest, by the end of the day.
📆 4. Bulk Scheduling for Future Appointments (Optional)
Use the Bulk Scheduler to schedule the patient's future visits based on their care plan.
Select the appropriate care plan template and check for any scheduling conflicts.
Click Schedule Appointments to bulk schedule the required visits.
If the patient prefers not to bulk schedule their appointments, be sure to schedule at least their next visit (Day 3 appointment).
Examples of additional tasks, features, or workflow suggestions that could be used during this visit include:
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🗓️ Steps for Day 3
🛬 1. Arrive the Appointment
Either manually arrive the appointment or use a patient check-in device if available.
💳 2. Enter Charges & Collect Payment (Optional)
The front desk can enter charges and collect payment for the day. For example, use a preset for Day 3 charges (e.g., Adjustment, Traction).
Record the payment and finalize the transaction.
🧾 3. Provider's Role – SOAP Notes & Care Plan Discussion
The provider can access the patient in any of the SOAP Notes screens (Provider Mode, Patient Mode, or Patient Chart) by clicking on the patient's name from the arrival queue.
Review findings with the patient, including any X-rays if uploaded.
Create the SOAP note for the visit by utilizing SOAP note macros.
If charges are added by the doctor versus the front desk as described in step 2 above, they can be entered directly by clicking in the Charges box and adding the charges/services received.
Enter the SOAP note and submit it. If necessary, you can save the note as a draft, though we strongly recommend completing SOAP notes during the appointment or, at the latest, by the end of the day.
🧩 Completing Appointments
It’s essential that all appointments are marked as Complete by the end of each day.
✅ Key Takeaways
Customize workflows to fit your office’s preferences while maintaining timely documentation.
Use Transaction Presets, SOAP Macros, and Bulk Scheduler to streamline processes.
Guide new patients through check-in devices when applicable.
Complete SOAP notes and charges ideally during the visit or same day.
Set up Day 2 and Day 3 visits during the patient's first appointment.
📌 Conclusion
Please note, these steps provide a general overview of the process for arriving, treating, and checking out a patient. This is not an exhaustive list of everything that can be done during these visits. For instance, offices often set up alerts, visit trackers, insurance details, DX codes, and more. However, these features are not covered here, as it’s up to each office to decide when and how to use additional components of ChiroHD. It’s crucial that your office completes the ChiroHD Academy and that an admin has completed the ChiroHD Setup Course, as they provide comprehensive training on all ChiroHD features.