Adding a Case

Cases are useful tools to help you keep track of data about patient care. In particular, cases will help you manage:

Cases are particularly helpful for keeping track of dates, such as the initial treatment date, that are required for Medicare billing. They will also populate box 10 on the CMS 1500 claim form if the case is related to an accident, personal injury, or worker’s compensation. If there is a referring or ordering physician, the case will also populate boxes 17, 17a, and 17b.

1. Navigate to Patients.

2. Search for and select the patient’s profile.

3. Select the Cases tab.

4. Click Add Case.

5. If you want this case to be automatically associated with any appointment created for this patient, check the Default checkbox.

Note: If this case is the only active case for a patient, it will automatically be marked as the default case. You can uncheck the box if you don’t want this case to automatically be associated with appointments.



6. Enter the case details:

7. If the patient is self-pay, leave Self in the Primary Payer box. If the patient has insurance, click the X in the Primary Payer box, then select the insurance from the Primary Insurance dropdown. The Primary Payer box will auto-populate. You can also click Add Insurance if the insurance you want to use is not already in the dropdown.

Note: If you want the insurance information you enter here to override any other bill type information (self-pay, care package, other insurance) on the patient’s profile when this case is associated with an appointment, set the Override Default Bill Type with Case Billing Details toggle in the patient’s Billing tab to the On position.

8. Enter the Date of Onset of symptoms.



Note: The Date of Onset in the case will auto-populate to chart notes for encounters associated with this case.



9. Some other dates may be required here. For example, if the case is regarding an auto accident, the Accident Date, and the Accident State in which it happened will be required fields.

10. Enter additional information about the case.



Note: If you add a date that is classified as 453 – Acute Manifestation of a Chronic Condition in the Additional Dates section, the NOC (Nature of Condition) and Description 1 fields in the Spinal Manipulation Information section below become required fields.



11. Add Spinal Manipulation Information, if necessary.

12. Enter information about the referring and/or ordering provider(s).

13. Enter information about attorneys and/or organizations and include any other notes.



Note: If you add an attorney, the organization the attorney is associated with will be required information.



14. Click SAVE CASE.



Once you have created the case, don’t forget to go to the Billing tab in the patient’s profile and toggle the Override Default Bill Type with Case Billing Details if you’d like the case’s billing details to always be associated with the patient’s encounters.