Category Archives: Tips & Hints

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ICD Select/Find/Replace universal search (Claim Wizard)

ChiroPulse features an enhanced ICD Selector/Finder in Claim Wizard to make ICD-10 selection easier than in the past. As before you can type in the name or code and press Enter/Find.

Now it features universal search by code or description allowing you to OMIT certain text also making finding ICDs easier. The search also finds partial matches, making it easier to look up the code you need. Continue reading

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

Updated 10/28/2015. During the ICD-10 “go live” timeframe, please refresh ChiroPulse immediately (when prompted or check the Live Notes are of the login page) to make sure your office has the latest ICD-10 enhancements and logic.  Printable View Printable View

Helpful companion article:  ICD-10 Frequent questions click here.


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. You must have ICD-9 & ICD-10 codes in these “ICD-9 claims” until treatment ends (and you end the claim). You will start new ICD-10 claims if/when patients resume care in the future.

When invoicing insurers the Visit Date & “ICD-10 Start date” determine if ICD-9 or ICD-10 codes are used on the claim form. Assuming an ICD-10+9 compliant invoice is used, Visits/CPTs prior to the ICD-10 start date use ICD-9 codes, on or after the start date use 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. In that case add the ICD-10 codes and recreate the invoices.

You must use ICD-10+9 compliant invoices in ChiroPulse365 so the correct ICD is used as needed. The invoice is chosen in Billing Wizard Step-3 or Reinvoice/BalanceBill “Invoice Type” selection box…

CMS-1500 2014 – print to paper (HCFA2007 prints ICD-9 only)
Ansi 837 Pro 5010 – edi format: electronic file created
EDI–Plain Text  2014 – edi format: HCFA Print Image invoice, Special Config: Plain Text 2014 – electronic file created

NOTE – use “Invoice Log” to view the “invoice type” sent and to recreate (CTRL+N) invoices using new claim data when needed to reinvoice or fix mistakes.

Invoicing w/ ICD-10 or ICD-9 is entirely based on…
1. ICD-10 start date per carrier (if not reached ICD-9 is used)
2. Claim contains ICD-10 code(s) (ICD-9 used in the absence icd10 code)
3. Use Invoice that supports ICD-10 (see below, old invoices support only ICD-9)

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… verify the default claim created is ICD-10. If not delete the ICD-9 claim (that was created by default when adding the new patient) and create a new ICD-10 claim. With refresh .1651+ you can clone an ICD-9 clone into an ICD-10 by checking the ICD-10 box.


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 ) go to Ledger and double-click to edit the line item CPT/service and make sure 1 or more ICD-10 codes are checked (mapped to the CPT). You can alternately temporarily set a carrier/clearinghouse override to force “1” for all submitted CPTs then recreate the EDI/CMS.

Continue reading

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