📝 Overview
In ChiroHD, appointment completion serves as a check-and-balance system that ensures every required step for a patient visit is met: scheduling, charging for services, and clinical documentation. This article details how appointments are marked complete or incomplete, the system requirements for completion, and the best practices for using features like Auto-Complete and manual completion to streamline your office’s workflow.
Ways to Mark an Appointment Complete
In ChiroHD, there are two ways to mark an appointment complete.
Completing an Appointment Using the Auto-Complete Feature
Manually Mark Appointment as Completed.
Option #1: Completing an Appointment Using Auto-Complete
Auto Complete Option: How to Enable
Navigate to your Live Location, Settings, Office, Office Configuration, Toggle Auto-Complete Appointments to On.
Auto Complete Option: Requirements for Completing an Appointment
An appointment in ChiroHD is considered complete only if all three of the following requirements are met:
Appointment on the calendar.
The appointment must be recorded for that day.Charges on the Patient's Ledger.
Charges must be entered, representing the services provided to the patient (This does not refer to payments).SOAP note completion.
The SOAP note must be either Finalized or Saved as a Draft.
The SOAP note must be done from any SOAP Note screen (Provider Mode or Patient Chart Mode, and NOT the Patient Profile, Visits Tab).
These are the base requirements for ChiroHD, though your office may have additional standards. If all three are satisfied, the appointment is considered complete.
TIP: It is an added bonus to also make sure that the patient has a future appointment scheduled when completing an appointment.
Auto Complete Option: Charges entered Manually or Through Default Services
While in the SOAP Note screen, charges can be added manually using the charge box, or default services may automatically populate if set up in the patient's case.
Automatically: Default Services/Charges, if set up in the patient's case, will be pulled over automatically.
Please see our other resources on Default Services if you have further questions about this feature.
Manually: In the SOAP note screen, click the Charges box and the Transaction Modal will open to manually enter charges.
Calendar View & What a Completed Appointment Looks Like
Completed Appointments - grayed out on the calendar.
Incomplete Appointments - remain in original color on the calendar.
Option #2: Manually Mark Appointment as Completed
If auto-complete is not enabled or the criteria aren't met, appointments must be completed manually.
Before manually marking an appointment as completed, ensure:
An appointment exists on the calendar.
Charges on the ledger correspond to the services received, with dates matching the appointment day.
A SOAP note is completed or drafted with a matching appointment date.
Manual completion can be done via:
Dropdown arrow on the patient's appointment > select "Completed"
Adding charges via transaction modal with the appointment date selected
Clicking the green "Complete Appointment" button on the patient’s snapshot (only available on the appointment day)
Incomplete Appointments and the Incomplete Queue
Appointments that are not marked complete by the end of the day will automatically appear in the Incomplete Queue.
This queue serves as a safety net by grouping incomplete appointments by provider/calendar for easy review and follow-up.
Establishing a proactive process for reviewing and completing appointments is strongly recommended. A high volume of incomplete appointments may indicate workflow inconsistencies or gaps in system understanding.
If your incomplete queue is significant post-migration, please reach out to our Support team for further assistance.
How to Monitor and Clean Up the Incomplete Queue
Your Incomplete Queue should be checked daily or at least weekly as a key part of your office's check-and-balance system.
To clear incomplete appointments:
Identify what’s missing (charges, SOAP notes, etc.).
Add the missing information.
Mark the appointment as complete.
From the Incomplete Queue, users can:
Add missing charges and link them to the appointment.
Submit or finalize SOAP notes
Mark appointments as complete individually from either the queue or the calendar
Backdating Charges to Clear Incomplete Appointments
To add charges for a past appointment:
Open the patient's snapshot and click New Transaction.
Backdate the transaction to the date of the appointment.
Link the charges to the correct appointment.
Mark the appointment as complete when prompted.
Once done, the appointment will leave your Incomplete Queue.
✅ Key takeaways
All appointments must be on the calendar, have ledger charges, and a SOAP note (draft/finalized) to be complete.
Use Auto-Complete for streamlined workflow; manual marking is also possible if needed.
Always enter SOAP notes and charges from the SOAP Note screen for automated processes.
Regularly review and clear the incomplete queue to maintain a compliant, accurate schedule.
📌 Conclusion
Accurately recording and completing appointments in ChiroHD promotes efficiency and ensures that each patient visit is fully documented—from scheduling and service charges to clinical notes. Leveraging features like Auto-Complete and systematically monitoring incomplete appointments will keep your office workflow robust and compliant.