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ICD-10 Setup & Use for your Office (10/1/2015 go date)

Updated 10/1/2015. ICD-10 has been enabled since ChiroPulse refresh .1603+ released early August 2015. This provides your office almost two months of prep time for ICD-10 to properly document and continue your billing. During the ICD-10 deadline timeframe, please refresh immediately when prompted (or check our website) to make sure your office has the latest ICD-10 enhancements and logic.

Helpful companion article:  ICD-10 Frequent questions click here.
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In late September you should start inputting ICD-10 codes into the current (icd-9) claims for all actively treating patients. Claim Wizard can be quickly accessed via CTRL+F1 hotkey from scheduler & other windows.

On 10/1 all claims for currently treating patients will appear as ICD-9… however you must add ICD-10 codes to all active ICD-9 claims. In these existing claims the code that will be invoiced (ICD-9 or ICD-10) is strictly based on the ICD-10 start date per carrier. So you want to have 9 & 10 codes in these “ICD-9 claims” until you end the claim (and start a new ICD-10 claim if the patient treats in the future).

When invoicing the insurer Visit Date & “ICD-10 Start date” determines if an ICD-9 or ICD-10 claim gets used. Visits/CPTs prior to the ICD-10 start date get ICD-9 codes, on or after the start date get ICD-10. If you don’t add ICD-10 codes to the claims the ICD-9 code will be sent and you will get rejected.

For ACTIVE patients after ICD-10 start date… add ICD-10 codes to the active claim (you can create a new ICD-10 claim if you want also but that is not necessary and makes billing more confusing). When invoicing if you don’t see an ICD-10 code (or GET AN ERROR saving the Visit “no ICD selected”) this is because either the insurer ICD-10 start date has not yet been reached or the claim doesn’t have ICD-10 codes added. Going forward when creating new claims – for new patients or patients to begin care for a new injury – start new ICD-10 claims (unless PIP/WC/carrier still uses ICD-9.

For NEW patients after ICD-10 start date… delete the ICD-9 claim (that was created by default when adding the new patient) and create a new ICD-10 claim. Do not clone an ICD-9 clone, start a new claim and select ICD-10.


If you are having CPT/ICD mapping trouble in mixed ICD-9+10 claims (Box 24e, DX Pointer SV107 – must point to a DX code in Loop 2300 ) temporarily set a carrier/clearinghouse override to force “1” for all submitted CPTs then recreate the EDI/CMS.

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Windows 10 & ChiroPulse

Windows 10 is a free update from Microsoft to genuine licensed PCs running Windows 7 or 8.1. Microsoft will roll this out starting July 29, 2015 and you will see the “free upgrade” offer in your windows Notification area (lower right by the clock/date). You have ONE YEAR to take advantage of the free Microsoft Windows 10 license update. We highly recommend you “reserve” your free upgrade.

ChiroPulse software has been tested and used daily on Windows 10 starting with the Fall 2014 “Windows 10 Developers/Technical preview”. Windows 10 is a real hit and just works great.


We recommend that all offices have a plan to migrate off Windows 7 to 10 within the next 9 months since the marketplace, Microsoft, PC makers and Fortune 500 companies are fully behind Windows 10 migration… this will lead to a much quicker cutoff for Windows 7/8.1 support as the industry moves quickly to Windows 10 and it’s “regularly update” services.

For any new Server/PC or laptop/tablet we highly recommend a PC with Win10 installed to save you from having to run the update later. Intel Core i5 or i7 will offer great performance and are future-proof. We’ve run a lot of Win7 to 10 updates and Win8.1 to 10 updates but a new PC/laptop with Windows 10 pre-installed saves you time upgrading and provides easier “factory restore or rollback” if needed in case of a hardware problem.

If you purchased a new Windows 8.1 PC after July 29, 2015 we HIGHLY RECOMMEND installing the free Windows 10 update immediately. Then install ChiroPulse365 and all your other applications.

This “free update” from Microsoft installs directly on your Windows 7 or 8.1 PC keeping all programs, settings & data intact, including ChiroPulse365. If you update to Windows 10 your ChiroPulse365 installation & data remains intact. There is a “rollback” feature built in to Windows 10 where if the installation of Windows 10 fails your PC will “roll back” to the previous version (Windows 7 or 8.1)

Windows 10 is an exciting update with many great features and usability improvements over Windows 7 & 8.1, while offering useful new utilities and continually updated security. Please have a plan to update to avoid trouble later sticking too long with an expired Windows system.

(article last updated 9/2/2015)

Processing Electronic Payment 835 ERA files

An exciting add-on service is available to ChiroPulse365 subscribers which lets your office automatically input payments quickly into ledger via Electronic Payment 835 ERA files.  This is a huge time-saver for your office staff!  You can obtain the Electronic Payment 835 ERA (Electronic Remittance Advice) file from your clearinghouse/carrier and now quickly import hundreds (or thousands!) of line-item “payment” entries into the Ledger of many patients very quickly. This is not only much faster than manual entry of this payment data but the input is 100% accurate with no typos or mistakes.

The Electronic Payments add-on is available in “pre-release” to select users at NO COST! To gain early access please use the form at the bottom of this page. Upon full-release of the “Electronic Payments Add-on” all ChiroPulse365 subscribers will be given free unlimited-use of this add-on for a number of days. We know demand is high for this feature but we want to get it 100% right so during the pre-release time we’ll be sorting out a few more regional clearinghouses & carriers.  Printable View Printable View Continue reading

Email notifications from Scheduler & more

ChiroPulse has Microsoft Outlook (Office365 or Office 2013) support to make it hassle free (see info below) to send email seemlessly, including calendar events. This article highlights the email notification options for patients & doctors regarding scheduler. Use “preferred options” “e-mail setup” tab to configure your email setup. Once completed you can email patients & doctor from scheduler. We highly recommend using Outlook/Office365.

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CMS-1500 HCFA Claim Form (02-12) Readiness w/ 12 ICDs

ChiroPulse365 (refresh x.1401+) is ready for the new CMS-1500 2014 (02-12) paper form that most carriers will be accepting 4/1/2014. This form (and “plain text EDI file) adds some new fields & qualifiers that applies to paper/print.  All PIN/Overrides are available as used before with prior claim forms (print & electronic). Three “invoices” typically apply:

  1. Paper Printed: CMS-1500 Form 2014 (Revision 02-12)
  2. Electronic Submission: Plain Text 2014 (typically requires one-time “mapping” by your clearinghouse)
  3. Electronic Submission: ANSI837 5010 EDI format (fields and qualifiers to not apply to this format) Continue reading

ICD-10 Info & ChiroPulse Use (submission delayed to 10/1/2015)

On April 1, 2014 President Obama signed into legislation the Protecting Access to Medicare Act of 2014 (H.R.4302) which includes a one year delay in the implementation of ICD 10 codes. The new date for implementation is 10/1/2015. To read more please click here.

The implementation of ICD-10 has been delayed again but ChiroPulse365 is now fully ICD-10 compliant (since March 2014) and as the “you must use ICD-10, not ICD-9 codes” date of 10/1/2015 approaches ChiroPulse will offer tools to conveniently move your ICD-9 Claims to ICD-10. The biggest obstacle your office faces is that you cannot intermix ICD-9 codes and ICD-10 codes in one claim. The second obstacle is knowing which ICD-10 to use or which Medicare will approve. As the ICD-10 rollout date approaches we’ll make your life easier. Continue reading

Upgrading Windows XP PCs to Windows 7/8

With Microsoft ending support of Windows XP on 4/8/2014 (no more security updates or tech support) it is urgent for offices to migrate from Windows XP. We highly recommend moving to Windows 8.1 & new computers. There is no upgrade path from Windows XP to Windows 7 or Windows 8. You need to backup, and run a “clean reinstall” of Windows 7/8. This is time consuming and counter-productive. Never upgrade your “server” PC from XP, instead purchase a new one (with a Core i5 3GHz or faster CPU). Continue reading