Care plan tracking built for the adjusting table
CarePlanTrack takes the schedule you set at the report of findings and turns it into a progress page the patient opens on their phone between visits. Your front desk watches the same count, so a missed Tuesday gets a phone call on Tuesday instead of a write off in March.
What the patient sees after check in
Next up: Thursday 4:15 p.m., then the re exam that opens phase three.
Where plans fall apart
You built a defensible schedule at the report of findings: three times a week for four weeks, twice a week for six, re exam at visit 12. Ten weeks later the patient has been in nine times, missed four and rescheduled two, and neither of you could say that out loud without pulling the ledger.
The acute pain lifts, the patient decides they are fixed, and the corrective phase never happens. You do not hear a cancellation. You just stop seeing them on the schedule, and the disc that brought them in has not changed.
$1,116 of an 18 visit plan unearned every time a patient stops at visit sixBy the time a slow week is obvious in the numbers, the patient has been out of care for 19 days and has already told themselves a story about why they stopped. Reactivation at that point takes a real phone call, not a text.
11 table slots a week that were paid for and never usedThe re evaluation belongs at visit 12. It happens at visit 19, because nobody was watching the count. Now the chart cannot show measured progress across the phase, and a payer review lands on a stack of visits with no current objective findings.
$780 in written off CMT visits per denied continued care reviewEvery patient asks how many visits they have left, and your assistant opens the ledger, counts the check ins, subtracts the no shows and guesses about the prepaid balance. She does that eleven times a day between phone calls.
3.5 hours of assistant time a week spent counting visits by handPatient visit average in a typical solo practice sits near 14. The plans you write are usually longer than that, and the difference is not clinical. It is bookkeeping the patient never sees.
How it works
Set the plan once at the ROF. After that the count moves on its own, every time the patient checks in at the front desk.
Pick a template or build your own: relief at three visits a week for four weeks, corrective at two a week for six, then support. Set the re exam at visit 12 and the plan carries its own rules from there.
They get one text with a private link that opens the same segmented plan you see, with visits completed, visits remaining and the date of the next appointment. No password, no download, no login your 74 year old lumbar patient has to remember.
A no show or an unbooked week moves the patient into the recovery queue before close of business, with the phase, the count and the last thing you noted in the chart on one line. Your assistant calls while the patient still remembers the pain.
When the plan reaches the re evaluation visit, the front desk screen says so and offers the next two openings on your re exam block. The patient already knew it was coming, because the progress page has shown it since visit one.
Tuesday, 7:52 a.m.
First on the list: phase two patient, two visits behind, last note reads "left SI still guarded."
What is in it
There is no messaging suite in here, no marketing funnel and no second inbox. CarePlanTrack does one job: it keeps the prescribed plan, the actual attendance and the patient's understanding of both in the same place.
Build the schedules you already prescribe: acute lumbar, cervicogenic headache, post collision rehabilitation, maintenance. Each template carries its own visit frequency, re exam point and discharge criteria, so an associate writes the plan the same way you would.
One private link shows visits completed, visits left in the current phase and the next appointment, drawn as a column that fills one vertebra at a time. Patients stop asking the desk what is left, because they checked it in the parking lot.
A check in that never happens moves the patient into a recovery queue before close of business, with the phase, the count and the last line of your travel card note. Your assistant works four names instead of scanning a month of appointments.
The re evaluation is tied to a visit number, not to a date somebody typed in June. When the count arrives, the booking screen offers your re exam block and prints a comparison sheet with the intake ranges of motion already filled in.
Every plan tracks visits used against visits purchased, including paused weeks and transfers inside a family plan. When somebody stops at visit 14 of 24, the refund arithmetic is on the screen instead of on a legal pad at 7 p.m.
See completion rate, patient visit average and the exact visit where people drop, split by provider, by plan template and by referral source. When an associate's plans keep ending at visit seven, you find that out in week two, not at the quarterly review.
What changes
These are medians across the 268 clinics running care plans on CarePlanTrack, measured against the 90 days before they started.
83%
Clinics arrive averaging 61 percent completion on plans of 12 visits or more. The patient facing count and the same day call move that to 83 percent inside one quarter, without changing a single clinical recommendation.
7 in 10
The queue is worked the afternoon the visit is missed, while the reason is still a school pickup and not a decision to quit care. Seven of every ten of those patients are back on the table within three days.
+4.1
Patient visit average moves from 14.2 to 18.3 once the plan is visible to the person following it. The gain comes almost entirely from phase two, the stretch where patients feel better and stop early.
$18,300
Take those 4.1 extra visits at a $62 average visit value across roughly 72 new care plans a year. That is care already prescribed, already accepted and already scheduled, simply carried through to the end.
From the treatment room
I used to learn that somebody quit when I ran the month end ledger. Now Kayla sees the flag the same afternoon and calls while the person still remembers what their back felt like in January. Our 18 visit plans finish at 84 percent instead of the low sixties, and I did not change one word of my report of findings.
The re exam used to happen whenever I remembered it, which was usually three weeks late. Now it lands on the schedule at visit 12 and the patient has been watching it approach since day one, so nobody argues about another round of ranges of motion. My documentation reads like a plan of care instead of a pile of visits.
Question number one at my desk is always how many visits do I have left. I used to open the ledger, count the check ins and hope I was right about the prepaid package. Now I turn the screen around and the patient counts the segments themselves. That single change took about forty phone minutes a week off my day.
268
US practices tracking care plans today1.4 million
plan visits counted since the first clinic went live94%
of re exams booked within two visits of the planned pointPricing
Track 40 active plans or 900 for the same monthly figure. The only thing that changes the price is how many providers are adjusting.
One doctor, one or two tables, an assistant at the desk.
$49 per month
Billed monthly in US dollars. No setup fee.
A doctor plus an associate, or a doctor plus a manual therapist.
$99 per month
Billed monthly in US dollars. Cancel from the account screen.
Multi location groups and busy rehabilitation clinics.
$199 per month
Billed monthly in US dollars. No annual contract.
Every plan is billed monthly in US dollars and can be cancelled at any time from the account screen, with no exit call and no cancellation fee. Your plan data stays exportable for 30 days after you stop.
Questions we get on the first call
Solo Provider is $49 per month, Two Provider is $99 per month and Clinic Group is $199 per month, all in US dollars. Pricing follows the number of adjusting providers, never the number of patients or active plans, so a busy February costs exactly what a slow August costs. Most two doctor offices choose Two Provider, because prepaid balances and the completion report are the two things owners ask for first. No setup fee is charged, no annual contract is signed, and moving between the three plans costs nothing either way.
Plan on one afternoon. You build your phase templates in about 40 minutes, we import active patients from a visit export out of your practice management software, and the front desk learns the day sheet in a single morning huddle. Clinics with fewer than 150 active plans are usually running the same day they start, and we sit on a call with your assistant for the first hour of live check ins.
We sign a business associate agreement with every practice, on every plan, at no extra cost. Records are encrypted in transit and at rest on servers in the United States, every view is logged per user, and assistants see only the fields their role requires. We never sell data, we run no advertising trackers, and we do not use your patient records to train anything. If you leave, you export the full visit ledger and we delete the rest within 30 days.
Yes, in the direction that matters. Appointments and check ins arrive by scheduled import from systems such as ChiroTouch, Jane and Genesis, or from any software that can produce a visit export, and we write nothing back into your chart, so the record you rely on for billing does not change. Text messages go out through your existing number or through ours, and the nightly export drops a CSV to your billing service on the days you choose. If your software is not on our list, send a sample export and we will tell you within two business days whether we can read it.
You cancel from the account screen and billing stops at the end of that month, with no phone call and no retention offer waiting for you. Your visit ledger, plan history and patient list stay exportable as CSV for 30 days after the last day of service. Patient progress links stop resolving on the day you cancel, so nobody lands on a broken page. Nothing is charged again once the month closes.
The number on the patient page is the plan you prescribed at the report of findings, not a target invented by software. Patients see the phase they are in, the visits that remain and the re examination that will test all of it, which is the same conversation you already have at the table, only written down where they can read it on a Sunday night. In our clinics it does the opposite of pressure, because a plan with a visible end is easier to trust than an open ended one. When a re exam shortens a plan, the page shortens the same day, and patients notice that too.
The Adjusting Table
Care plans, documentation, payer rules and the working economics of a one or two table clinic, written by the people who build the visit counter.
Talk to us
Fifteen minutes, screen to screen, no slide deck. Describe the plan you would normally sketch on the back of a spine chart, and we will show you the page your patient would open on Thursday morning.
A person reads this, not a routing system. If email is easier, write to jimenezjulien42@gmail.com and we will reply from the same desk.
Written and maintained by Jimenez Julien. He builds narrow software for owner operated businesses and answers the support email himself. Read what he learned from chiropractic offices on the author page, or write to jimenezjulien42@gmail.com.
