The KMC University HelpDesk Podcast

Are you coding based on the service you provided, or based on what the patient's insurance covers?In this HelpDesk episode, KMC discusses a growing compliance concern: practices selecting CPT codes based on coverage rather than the actual service performed. Learn why coding accuracy matters, how medical review policies can guide documentation and billing, and what every chiropractic office should know about services like 97140 and 97124.⁠Watch the full video on KMCUniversity.com!

⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠Medicare claim denials can quickly drain cash flow from your practice, but many of the most common denials are preventable.In this HelpDesk episode, Rebecca breaks down the top 10 Medicare Part B chiropractic claim denials, including documentation deficiencies, modifier errors, ABN mistakes, medical necessity issues, and claim submission problems. Learn what causes these denials and how to protect your revenue through stronger compliance and billing practices.Watch the full video on KMCUniversity.com!

What happens after a patient completes active treatment?In this HelpDesk episode, KMC discusses how chiropractic practices can successfully transition patients into maintenance or wellness care without awkward conversations or patient confusion. Learn how better communication, financial clarity, and early education can improve patient retention and help your practice keep more cash.⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠Watch the full video on KMCUniversity.com!

In this special KMC University Member of the Month episode, leaders from the Northeast College of Health Sciences Community Health Centers share how their partnership with KMC University has helped strengthen clinical education, compliance, documentation, coding, billing, and practice readiness.Learn how Northeast College has integrated real-world business, compliance, and patient care training into its curriculum, helping students graduate better prepared for the realities of modern chiropractic practice. The conversation highlights the value of audits, faculty development, student training, and ongoing consultation in creating stronger outcomes for students, clinicians, and patients alike.Whether you're a chiropractic educator, administrator, or practitioner, this episode offers valuable insight into how strategic partnerships can help bridge the gap between classroom learning and real-world success.⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠Watch the full video on KMCUniversity.com!

Using vague or “unspecified” diagnosis codes can quietly drain your practice through denials, delays, and audit risk. In this HelpDesk episode, Dr. Erin Stubblefield explains why ICD-10 specificity matters and how stronger documentation leads to stronger coding. Learn how clear assessment findings help support medical necessity, improve reimbursement, and protect your bottom line.⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠Watch the full video on KMCUniversity.com!

Proper documentation is critical when treating whiplash and cervical injuries in chiropractic practice. In this HelpDesk episode, Dr. Richard Mason explains the key elements that should be included in your notes to support medical necessity, improve clinical clarity, and reduce audit risk. Learn common documentation mistakes that can trigger denials and how to create stronger, more defensible records.⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠Watch the full video on KMCUniversity.com!

Want to keep more cash in your practice? Start by keeping more patients.In this HelpDesk episode, KMC breaks down key chiropractic patient retention strategies, including tracking visit averages, improving scheduling systems, and helping patients commit to their treatment plans. Learn how simple changes can prevent patient drop-off and improve long-term practice growth.⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠Watch the full video on KMCUniversity.com!

Are you keeping up with payer bulletins? In this HelpDesk episode, Rachel explains why reviewing payer newsletters is essential for chiropractic billing success. Learn how policy changes, coding updates, and coverage changes can impact your claims, and how staying informed can help you prevent denials and keep your cash flow steady.⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠Watch the full video on KMCUniversity.com!

Incomplete intake forms can create serious problems for your practice, both clinically and financially.In this HelpDesk episode, Dr. Erin Stubblefield explains why chiropractic intake forms are the foundation of proper documentation, medical necessity, and cash flow. Learn how missing or vague patient information can trigger audit red flags and how your team can prevent issues before the patient even reaches the exam room.If you want to keep more cash in your practice, it starts with building better habits from day one.⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠Watch the full video on KMCUniversity.com!

Want to improve patient retention and keep more cash in your practice? In this HelpDesk episode, KMC breaks down core relationship management and why the first 30 days of care are critical. Learn how clear clinical and financial communication can reduce patient drop-off, improve engagement, and strengthen long-term relationships in your chiropractic practice.⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠Watch the full video on KMCUniversity.com!

Thinking about offering payment plans, prepaid visits, or memberships in your chiropractic practice? In this HelpDesk episode, Dr. Colleen Auchenbach explains how to structure these options compliantly, starting with your fee schedule, understanding time-of-service discounts, and avoiding common mistakes that can create billing and legal risk. Learn how to build flexible patient payment options without compromising compliance.⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠Watch the full video on KMCUniversity.com!

Are you documenting differential diagnosis in your SOAP notes? In this HelpDesk episode, Dr. Richard Mason explains why differential diagnosis is critical for improving clinical certainty, guiding treatment decisions, supporting referrals, and protecting your practice from medical-legal risk. Learn how to think through complex cases and document your clinical reasoning effectively.⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠Watch the full video on KMCUniversity.com!

Is your case management helping or hurting your bottom line? In this HelpDesk episode, Dr. Erin explains why chiropractic case management documentation is critical for proving medical necessity, avoiding audit risk, and improving patient retention. Learn how documenting functional goals, tracking progress, and recording clinical “pivot points” can protect your revenue and strengthen your practice.⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠Watch the full video on KMCUniversity.com!

Are you using 97140 manual therapy instead of chiropractic manipulation (CMT) for Medicare patients? In this HelpDesk episode, KMC explains the key differences between CMT and manual therapy coding, when each service is appropriate, and why manual therapy should never be used as a workaround to avoid billing Medicare. Learn how proper documentation, diagnosis selection, and treatment planning protect your compliance and reimbursement.⁠⁠⁠⁠⁠⁠⁠⁠⁠⁠Watch the full video on KMCUniversity.com!

Did you know patients can legally ask you not to bill their health insurance? In this HelpDesk episode, Rachel from KMC University explains how HIPAA allows patients to request restrictions on the disclosure of their Protected Health Information (PHI) to a health plan. Learn when providers must honor these requests, what documentation is required, and why PHI restrictions cannot be used as a workaround for Medicare billing.⁠⁠⁠⁠⁠⁠⁠⁠⁠Watch the full video on KMCUniversity.com!

Are you billing roller table traction correctly? In this HelpDesk episode, Rebecca explains the compliance risks of using CPT 97012 for roller table or auto traction. Learn how payer medical review policies are changing, why AMA guidance matters, and when to consider CPT 97039 as a self-pay option. Protect your practice from deceptive coding risks and audit exposure.⁠⁠⁠⁠⁠⁠⁠⁠Watch the full video on KMCUniversity.com!

Are you using Outcome Assessment Tools (OATs) correctly in your chiropractic documentation? In this HelpDesk episode, Dr. Erin explains how OATs serve as navigational checkpoints in the patient journey. Learn how to align assessments with patient complaints, strengthen medical necessity, improve ADL documentation, and avoid common compliance mistakes, including copyright concerns. Clear documentation leads to better patient outcomes and stronger payer confidence.⁠⁠⁠⁠⁠⁠⁠Watch the full video on KMCUniversity.com!

The recent federal enforcement deadline of February 16, 2026 requires all healthcare providers, including chiropractic clinics, to update their Notice of Privacy Practices (NPP) to reflect new rules surrounding 42 CFR Part 2 substance use disorder (SUD) records.⁠⁠⁠⁠⁠⁠Watch the full video on KMCUniversity.com!

What do you do when a new patient says, “I don’t want an exam, I just want an adjustment”? This HelpDesk episode tackles a situation chiropractors and CA's face all the time. Learn why patients don’t get to set clinical rules, how to confidently uphold your standard of care, and how to navigate these conversations professionally, without confrontation. We also share practical scripting for your front desk and clinical team to protect your license, your patients, and your practice.⁠⁠⁠⁠⁠Watch the full video on KMCUniversity.com!

Insurance verification is more than checking if coverage exists, it’s about confirming how chiropractic services are covered, who can render them, and what rules apply. In this HelpDesk episode, KMC University explains the critical difference between eligibility and proper insurance verification, including Medicare, Medicare Advantage, and QMB patients. Learn how accurate verification protects cash flow, prevents denials, and keeps your office compliant.⁠⁠⁠⁠Watch the full video on KMCUniversity.com!

A strong revenue cycle starts with the right setup. In this HelpDesk episode, Dr. Erin Stubblefield walks through practical Revenue Cycle Management (RCM) steps chiropractors should take at the start of the year to reduce denials, improve cash flow, and stay compliant.From front-desk eligibility verification and deductible collection to critical Medicare ABN updates and denial trend analysis, this episode covers the must-do actions that protect your practice financially and reduce audit risk. A proactive RCM strategy doesn’t just improve profitability, it safeguards your practice all year long.⁠⁠⁠Watch the full video on KMCUniversity.com!

Are your chiropractic assistants listed as providers in your EHR? That seemingly harmless setup choice could create serious compliance issues. In this HelpDesk episode, KMC University explains why only licensed providers should hold provider status in systems like ChiroTouch, and how to properly use the scribe feature to keep documentation accurate, compliant, and defensible.⁠⁠⁠Watch the full video on KMCUniversity.com!

The Report of Findings (ROF) is one of the most powerful, and most overlooked moments in a chiropractic practice. In this HelpDesk episode, Dr. Erin Stubblefield breaks down the four essential components of an effective chiropractic Report of Findings and explains how this critical conversation impacts patient understanding, retention, financial clarity, and long-term care acceptance.⁠⁠Watch the full video on KMCUniversity.com!

As the year comes to a close, it’s the perfect time to review your compliance foundation. In this HelpDesk episode, Dr. Erin Stubblefield walks through a practical year-end chiropractic compliance checklist, covering ABNs, documentation, coding, and financial policies. So you can enter the new year confident, compliant, and prepared.⁠Watch the full video on KMCUniversity.com!

Routine office visits don’t require the same depth of documentation as an initial evaluation, but they do need the right details. In this HelpDesk episode, Dr. Erin Stubblefield breaks down the difference between an initial visit and a routine office visit through the lens of an “episode of care.”You’ll learn how to use SOAP notes effectively, what payers expect to see in your subjective and objective findings, and how to document functional progress without slowing down your workflow. Whether you're refining your documentation or training your team, this quick overview will help keep your notes compliant, efficient, and clinically meaningful.Watch the full video on KMCUniversity.com!

Strengthen Your Chiropractic Documentation Before an Auditor DoesStruggling to streamline your notes or clarify medical necessity in your charts? You’re not alone, and you’re not without support. Join KMC University and expert compliance educator Dr. Colleen Auchenbach for a fast-paced, actionable training that demystifies the essentials of chiropractic documentation.Whether you’re refining your initial visit templates or improving your daily documentation flow, this webinar gives you the foundational strategies every chiropractic practice needs. Walk through the complete patient chart lifecycle, from intake to discharge, and learn how to document with clarity, purpose, and confidence.⁠Watch the full video on KMCUniversity.com!

For chiropractic practices, understanding the distinction between fraud and abuse and how the new codes can increase your vulnerability is vital to compliance.Watch the full video on KMCUniversity.com!

Artificial intelligence is everywhere, but is it HIPAA compliant? In this HelpDesk episode, healthcare IT expert Jill from Easy Tech Compliance breaks down what chiropractors need to know before using AI tools in their practice.Learn how to protect patient data, confirm vendor compliance, and understand your shared responsibility when integrating AI with your EHR system. Jill explains how HIPAA applies to AI services, what new security rules are coming, and what steps you should take to stay compliant.⁠Watch the full video on KMCUniversity.com!

Overpayments happen in every chiropractic practice—but knowing exactly what to do with them can protect you from compliance trouble. In this HelpDesk episode, we break down the 60-day overpayment rule, how to identify who the credit belongs to, and the right steps for returning funds to patients or insurance companies. Learn how to use patient credits as a recall opportunity, work with insurers on credit handling, and avoid costly mistakes that could put your practice at risk.⁠⁠Watch the full video on KMCUniversity.com!

Get real-world answers from the chiropractic compliance and reimbursement experts. Each episode features KMC University specialists tackling documentation, billing, Medicare, and HIPAA challenges that real practices face every day.Learn how to simplify compliance, reduce denials, and keep your chiropractic office running smoothly and confidently, one episode at a time.

In this KMC University HelpDesk episode, Dr. Erin Stubblefield explains the difference between medically necessary care and clinically appropriate care in chiropractic.Learn how to determine when treatment is billable under insurance and when it’s simply appropriate for patient well-being but not reimbursable.Dr. Erin breaks down the four components of medical necessity — patient complaint, objective findings, functional deficit, and plan of care — and clarifies how to document both compliant and non-billable care correctly.Avoid common billing errors, strengthen your documentation, and stay compliant while providing the best care possible.⁠Watch the full video on KMCUniversity.com!⁠

This increased patient volume, particularly with activity-related injuries, brings a critical focus to chiropractic compliance—especially surrounding the correct use of S codes for injuries.⁠⁠Watch the full video on KMCUniversity.com!

Thinking about replacing paper sign-in sheets with an iPad kiosk? Before you do, make sure it’s HIPAA compliant. In this HelpDesk episode, Jill with KMC University explains how to secure your digital check-in process. Learn the essentials of HIPAA compliance for iPad sign-in kiosks, from setting up a business Apple ID to enabling Guided Access and understanding shared responsibility with your EHR vendors. Stay compliant, avoid breaches, and protect your patients’ information.Watch the full video on KMCUniversity.com!

Thinking of delegating services to your staff? Before you do, make sure you’re following your state board regulations, malpractice carrier guidelines, and payer policies. Not all services can be delegated, and failing to check these requirements could lead to compliance risks and reimbursement issues. Learn what you need to look for, what key terms to search in payer policies, and how to ensure your practice stays within the lines of compliance. Need help? KMC University is here for you!⁠⁠⁠⁠⁠⁠⁠⁠Watch the full video on KMCUniversity.com!

Sometimes the smartest billing move is letting patients take the lead. In this HelpDesk episode, KMC explains the chiropractic superbill billing process, when to use it, how to complete it correctly, and why it helps reduce administrative stress. By providing patients with a clear, detailed superbill, chiropractors can empower them to pursue out-of-network reimbursement independently, stay compliant, and avoid the pitfalls of complex payer rules. Learn when superbills make sense and how they can benefit both you and your patients.⁠⁠⁠⁠⁠⁠⁠Watch the full video on KMCUniversity.com!

Ever had a CO-16 denial on your Medicare EOB? Or you got a denial that said your diagnosis codes didn’t match the CPT code? All of this may be because of a lack of proper diagnosis coupling. This HelpDesk episode sheds some light on what’s necessary! ⁠⁠⁠⁠⁠⁠Watch the full video on KMCUniversity.com!

ICD-10 annual code changes are just around the corner! Each October, chiropractors must review, update, and prepare their systems for new, deleted, or revised ICD-10 codes. In this HelpDesk episode, Dr. Erin Stubblefield explains how to get ready for these updates, from checking Chapter 13 codes and training your staff to refining documentation for compliance. Stay proactive and keep your claims clean with these practical tips from KMC University.⁠⁠⁠⁠⁠Watch the full video on KMCUniversity.com!

The concept of "Cash is King" in chiropractic practices offers benefits such as reduced administrative work and greater autonomy, but it's essential to understand that cash-only practices still face regulatory responsibilities. Ultimately, compliance is tied to being a licensed healthcare provider, regardless of payment methods. ⁠⁠Watch the full video on KMCUniversity.com!

Very often, chiropractors and teams are confused about what can be charged to Medicare patients when it comes to the Limiting fee. In this helpful video, KMC explains the ins and the outs of the limiting fee…and why it’s not so limited for our offices in this profession.⁠Watch the full video on KMCUniversity.com!

Good documentation is more than a requirement—it’s an art that protects your practice and serves your patients. In this HelpDesk episode, Dr. Erin Stubblefield from KMC University breaks down the key principles that make patient documentation clear, consistent, and defensible. Learn why specificity, consistency, accurate tracking, and personalization transform your daily notes into powerful tools for better patient care and stronger compliance. Watch the full video on KMCUniversity.com!

Yes, we have a set of codes that AMA CPT has allowed for use in “consultations”. But hold it! They are not the same kinds of “consultations” we refer to in our profession, such as the initial consultation for a new patient, or that often “free” consultation or, as we like to call it, Pre-Acceptance Interview” for potential new patients. Follow along with this quick Help Desk episode to help you best understand how to use official Consultation codes 9924X and 9925X. ⁠⁠⁠⁠⁠Watch the full video on KMCUniversity.com!⁠

In this HelpDesk episode, Dr. Erin Stubblefield breaks down why the chiropractic profession continues to face scrutiny from the Office of Inspector General (OIG). From billing errors and missing documentation to the misuse of codes, we explore the four main reasons chiropractic Medicare claims are often denied — and what you can do to protect your practice.⁠⁠⁠⁠⁠Watch the full video on KMCUniversity.com!

Are you confused about when to use Excludes1 or Excludes2 in your ICD-10 diagnosis coding? In this HelpDesk session, Rebecca from KMC University breaks down the key differences and explains why understanding these exclusions is essential to avoiding claim denials and compliance errors. Learn how to apply the rules correctly and code to the highest level of specificity.⁠⁠⁠⁠⁠Watch the full video on KMCUniversity.com!⁠

Compliance doesn’t have to be scary. In this HelpDesk session, Kathy explains how chiropractic compliance programs—whether for HIPAA, OIG, or Medicare—can be scaled to fit practices of any size. Instead of worrying about overwhelming regulations, learn how small, practical steps can protect your practice, reduce risk, and keep you compliant without the stress.⁠⁠⁠⁠⁠Watch the full video on KMCUniversity.com!

Patient retention isn’t just about great adjustments—it’s about compliance, documentation, and building trust. In this HelpDesk podcast, Dr. Rachel explains how accurate records, clear communication, and administrative processes all work together to keep patients engaged in care. Learn practical steps for doctors and staff to improve retention, protect compliance, and maintain strong patient relationships.⁠⁠⁠⁠⁠Watch the full video on KMCUniversity.com!⁠

Professional courtesy discounts can be a nice gesture—but without a written policy, they can create big compliance risks. In this HelpDesk podcast, Rebecca explains when these discounts are appropriate, who commonly qualifies, and why waiving co-pays or deductibles is never okay. Learn how to protect your practice with clear policies while still extending courtesy care where it makes sense.⁠⁠⁠⁠⁠Watch the full video on KMCUniversity.com!

E/M coding for chiropractors doesn’t have to be complicated—or costly if you get it wrong. In this HelpDesk video, Dr. Erin Stubblefield explains how to choose the right Evaluation and Management (E/M) codes for new patient visits using Medical Decision Making (MDM) or Total Time.Too often, providers under-code, especially for pediatric patients, because they assume complexity is low. But coding rules changed in 2021, and those assumptions could leave money on the table. Learn how to document your thought process, avoid compliance risks, and code with confidence.Stay compliant. Bill accurately. And reflect the real value of your care.⁠⁠⁠⁠Watch the full video on KMCUniversity.com!⁠

Confused by talk of a “new HIPAA Security Rule”? You’re not alone. In this HelpDesk session, Jill from EasyTech Compliance joins KMC University to separate fact from fiction and walk you through what’s actually changing. Learn the difference between a proposed rule (NPRM) and a final rule, what’s currently required for breach notifications, and what your real responsibilities are when it comes to business associates. Get clarity on how to prepare for future changes without falling for misinformation, and find out where to go for the most accurate, up-to-date compliance resources.⁠⁠⁠Watch the full video on KMCUniversity.com!

Dealing with personal injury cases can be confusing for chiropractors — especially when attorneys and insurance get involved. In this HelpDesk episode, KMC explains why you should never act like a bank for your patients, how to handle PIP, med pay, and third-party claims properly, and what to watch for when attorneys try to control the money. Protect your practice and get paid fairly for your care!Watch the full video on KMCUniversity.com!