In this guide 6 sections
Start with one patient record that holds the case history, the spinal assessment and the treatment plan. Each adjustment visit counts against the plan, and the bill and the follow-up read from it. GullySystem’s Chiropractic Clinic Management Software keeps all of this in one place.
Start with one patient profile
Most clinics begin with a paper case card, a diary and a bill book, and each one holds a part of the patient while none holds all of it.
Set up one profile for every patient. Reception enters name, phone number, address and the reason for the visit. The chiropractor adds the complaint, past injuries, medical conditions and the referring doctor.
Intake answers and signed consent are saved against the same profile. A doctor opening a first visit can see at once whether consent is missing. Nothing is retyped.
Record the assessment and every adjustment
The assessment form follows the fields your doctors use today. Findings go in by spinal region, with posture, range of movement and the tests the clinic runs. The same fields are repeated at each review.
Each adjustment visit gets a short note. It names the region treated, the technique, the patient’s response and the advice given. Technique is picked from a list the clinic keeps, so notes from different doctors read alike.
Scans stay with the patient. X-ray images, MRI reports and outside prescriptions are attached to the record with a date and a source.
- Case history written once, read by every doctor
- Findings by region, repeated at reviews
- Visit notes built from choices, not free typing
- Scans and reports attached with date and source
Let the treatment plan drive the count
A plan holds the number of visits, the spinal regions and the gap the doctor advised. A doctor can pick a typical plan from the clinic’s templates and adjust it.
Saving a visit note counts one visit against the plan. Visits used, visits left and money received show together at the desk. The calendar offers slots that fit the gap and flags a patient who is running behind.
Billing reads the same plan, whether the patient pays in advance, visit by visit or in instalments. The two cannot drift apart.
Bills, recalls and supplies
Bills cover consultations, adjustment visits, packages and products. Advances, part payments and balances are kept on the patient’s account. The desk notes whether payment came as cash, UPI or card. Balances stay visible.
A follow-up list shows patients who missed a visit, stopped partway through a plan or finished a course and are due a review. Reception calls or sends a reminder on WhatsApp, as a text or by email.
Stock is simple. Lumbar belts, cervical collars, pillows and table paper are counted in one list, with reorder levels and sales on the bill.
Decide first what stays on paper
A doctor who sees a handful of patients a week can manage with a register and UPI. Software earns its place once there are treatment courses, advances, scans or a second doctor. The choice is the owner’s.
Decide who owns each record before migration. The clinic supplies the patient list, the open plans and the consent wording. The front desk then checks each name before launch.
A clinic that mainly runs exercise programmes and session packs is closer to physiotherapy. A free technology audit, offered by GullySystem, will sort out which of the two products fits the clinic.
Visit-to-bill trace sheet
A one-page sheet with one patient’s journey as columns: booking, first visit, plan, each adjustment, bill, review and recall. Fill it by hand from a recent run of paper cards. Gaps show which records the new system must join.
Open a blank worksheet to printQuestions owners ask
What should a chiropractic clinic set up first?
Start with the patient profile and the assessment form, because every later record hangs from them. Then enter the clinic’s plan templates and technique list. Calendar, billing and reminders follow once those are in place.
Can patient records be moved from our register?
Yes. Existing patient lists and unfinished plans can come across from a paper register or the software now in use. Reception checks each name before the clinic goes live.