Software for cash-pay chiropractors: exams, adjustments and care plans

A cash chiropractic practice is a volume business built on short visits. The money is in the care plan presented at the report of findings, say 12 visits over six weeks paid per visit or prepaid at a discount, and in the patients who stay on monthly maintenance after it. The front desk spends its day rebooking, chasing the patient who skipped two weeks, and explaining what the plan costs.

From new-patient exam to maintenance

1. A new patient books a 45-minute "New patient exam" from your booking page, paid by card at booking (for example $89). Booking questions stay administrative: what brings them in, in a few words, and whether they've seen a chiropractor before.
2. Before the visit, send an administrative intake form: contact details, emergency contact, employer, how they found you. The health history and exam findings go in your EHR.
3. At the report of findings, send a proposal with two options as separate lines: 12 visits at $55 each, or the prepaid plan at $540. Patients accept on the phone before they leave the table.
4. The financial agreement, cancellation policy and what happens to unused prepaid visits go out for e-signature. Refund rules for prepaid care can vary by state, so check your board's rules before you write that clause.
5. Adjustments run on a 15-minute meeting type with the 1-hour reminder on. The follow-up email one hour after each visit carries the link to book the next one, which is how most patients rebook without a call.
6. Patients who finish the plan move to maintenance: a monthly invoice that repeats on the 1st with a pay link, while each visit is booked as usual.
7. A week after the invoice is paid, an automation emails every patient the same review request. Under the FTC's review rule you can ask everyone, but you can't reward only good reviews.

A typical week

• Monday: 34 adjustments on the calendar, most rebooked from the follow-up email after last week's visits.
• Tuesday: three new-patient exams. Two accept the prepaid care plan at the report of findings and sign the financial agreement on the spot.
• Wednesday: a patient on week 4 of 6 hasn't booked in ten days. The pipeline board shows it, and you send a single-use link for Thursday.
• Thursday: you give a 30-minute posture talk at a dental office, sold with a proposal to the practice owner. Your QR code on the slide is a short link.
• Friday: maintenance invoices for the month are already out; four were paid by card overnight. You log the table repair and the new pillows in Expenses.

All 13 tools, one by one

Scheduling, Proposals, E-Signatures and Automations carry a cash chiropractic practice. Check the booking limits before you move a full adjusting schedule.

• Link in Bio: a page with the new-patient exam, your cash prices and the office address, linked from Instagram and your Google Business Profile.
• Short Links: a QR code on the posture-talk slides and the flyers you leave at gyms, with a click count per location so you know which talk brought patients.
• Forms: an administrative intake form sent before the first exam (contact, emergency contact, how they found you), with answers saved on the patient's contact.
• Scheduling: new-patient exam, report of findings and a 15-minute adjustment as separate meeting types, with the 1-hour reminder and a rebooking link after each visit. Solo includes 300 bookings a month and Team 500.
• Proposals: the care plan at the report of findings, with pay-per-visit and prepaid options as separate lines the patient can compare before accepting.
• E-Signatures: the financial agreement, cancellation policy and prepaid-plan terms signed on the patient's phone in the exam room, with an audit trail.
• Document Tracking: a short PDF that explains the care plan and your policies; you see whether the patient read it before deciding.
• Screen Recording: limited use in the office. Handy for recording a 4-minute desk-stretch routine at your computer for the dental office that booked your talk.
• Notes & Boards: a board of patients by stage (new, on plan, maintenance, inactive) with first name and visit count only, plus the office to-do list.
• Time Tracking: rarely relevant, since you charge per visit. It counts when a company pays you by the hour for on-site wellness days.
• Invoicing: prepaid care plans invoiced from the accepted proposal, monthly maintenance invoices that repeat on their own, and corporate wellness days.
• Expenses: rent, tables and pillows, X-ray service contracts, seminars and marketing with receipts, ready for your accountant.
• Automations: the same review request to every patient a week after payment, a no-show email with the booking link, and a nudge to anyone whose plan ended 30 days ago.

Medicare, reviews and estimates

• Medicare covers chiropractic only for manual manipulation of the spine to correct a subluxation, and it doesn't cover maintenance therapy once the condition is stable. Chiropractors also aren't allowed to opt out of Medicare, so Medicare patients are a special case: read the CMS guidance before you set up cash plans for them.
• The FTC's Consumer Reviews and Testimonials Rule bars rewarding patients for reviews with a particular sentiment (a discount only for 5-star reviews, for example) and bars using threats or intimidation to keep negative reviews down. Asking every patient the same way is fine.
• When a self-pay patient schedules care at least 3 business days ahead, the No Surprises Act requires a Good Faith Estimate within 1 business day of scheduling (within 3 business days when the visit is 10 or more business days out), and CMS expects you to tell self-pay patients about that right on your website, in the office and when they book.
• A care plan is recurring care, so one Good Faith Estimate can cover it if it lists the expected visits and frequency and runs no longer than 12 months.

HIPAA: who can use SoloWOS and for what

HIPAA applies to health care providers who send health information electronically in standard transactions, such as billing insurance. A cloud service that stores protected health information for a covered provider is a business associate and needs a Business Associate Agreement (BAA). SoloWOS doesn't sign BAAs and isn't HIPAA compliant.

• If you bill insurance electronically, you're a covered entity: don't put your patients' health information in SoloWOS. Keep using your EHR or practice-management system for anything clinical.
• If your practice is cash-pay only and never bills insurance electronically, HIPAA may not cover you, but state health-privacy laws can still apply. Ask your lawyer before you rely on that.
• Either way, keep intake forms and booking questions administrative (name, email, preferred time, reason for the visit in general terms) and leave clinical questions for the visit and your records system.

This is general information, not legal advice. Rules vary by state; check yours with a lawyer or your licensing board.

SoloWOS or ChiroTouch: which fits

Choose ChiroTouch if:

• You chart in the same system you schedule in, and you need HIPAA coverage for it.
• You bill insurance, personal injury or Medicare claims.
• Patients book standing appointments that repeat each week.

Choose SoloWOS if:

• Your practice is cash-only and you keep notes in a separate system.
• Your care plans live or die at the report of findings, and you want them as proposals the patient accepts and signs on the spot.
• You also sell talks and wellness days to businesses and want the proposal, contract and invoice in the same account.

Prices and features checked between October 17 and 23, 2026 on each company's site.

Start with these three

Scheduling with the new-patient exam and a 15-minute adjustment (follow-up email on), Proposals with your care plan options saved as a template, and Automations for the review request and the no-show email. E-Signatures follows with your financial agreement.

Free tools that help

• Customer lifetime value calculator to see what a patient on monthly maintenance is worth over two years.
• NPS calculator if you survey patients after the care plan.
• Payment fee calculator for the card fee on a prepaid plan.
• Break-even calculator for the number of adjustments a week that cover rent and staff.
• QR code generator for the posture-talk slides and the front desk.

What SoloWOS won't do for a chiropractor

• No SOAP notes, X-rays or exam findings, and no insurance, personal injury or Medicare billing.
• No recurring appointments: a patient on three visits a week books each one, usually from the follow-up email.
• Bookings are capped at 300 a month on Solo and 500 on Team, which a busy adjusting schedule can pass.
• No memberships charged to a saved card. A monthly maintenance invoice repeats with a pay link, and the patient pays each one.
• No front-desk check-in, kiosk or SMS reminders.
• SoloWOS doesn't file taxes, issue 1099s or collect sales tax for you. Invoicing sends the invoice with a pay link (card through your Stripe account) and your other payment details; your accountant or tax software handles the rest.