How to Train a VA in ChiroTouch (or Jane App) in 7 Days

If you’re still mapping out the role, our chiropractic virtual assistant overview covers what the role looks like end-to-end. Below is the day-by-day training playbook.

Why a 7-Day Plan Beats On-the-Job Drift

Most chiropractic offices hand a new VA a login and say “figure it out.” Two weeks in, the VA is still tentative on insurance verification, the recall workflow is half-running, and the practice owner is frustrated. The 7-day plan below front-loads the structure: one workflow per day, mastered before moving on. By day 7, the VA owns one full workflow independently and is shadowing on the rest.

Before Day One: The Setup

Three things need to be done before the VA logs in:

• Sign the BAA with the VA’s provider. PHI access without a BAA is a HIPAA violation regardless of whether the VA is local or offshore.
• Provision a unique user account in ChiroTouch, Jane App, Eclipse, Platinum System, ChiroFusion, or whatever PMS you run. Never share the front desk’s login.
• Record your top 5 SOPs as Loom videos — recall workflow, insurance verification, claim submission, ROF follow-up, review request. Each SOP under 8 minutes. Loom links go in a shared SOP doc.

Day 1: Logins, SOPs, and the Lay of the Land

The VA logs in for the first time. Their job today is orientation, not output:

• Walk through every menu in the PMS — schedule, patient ledger, insurance, claims, notes, reports.
• Watch all 5 Loom SOPs end-to-end.
• Review your master patient list — number of active patients, payer mix (Medicare, major medical, cash, auto).
• Read your fee schedule and your common procedure codes (98940, 98941, 98942, 97140, 97014).
• End-of-day check-in: 15 minutes, you ask them to walk you through the schedule view and the insurance tab.

Day 2: The Schedule View and Daily Rhythm

Today the VA learns how your practice flows through a day:

• Open the schedule view first thing. Identify every patient, why they’re coming in (initial, re-eval, regular, ROF), and what their last visit looked like.
• Pull tomorrow’s schedule and confirm appointments via text from the PMS or your messaging tool (Weave, Podium, ChiroTouch SMS).
• Identify any open slots. Note them for the recall workflow on Day 3.
• End-of-day check-in: 10 minutes. The VA reads back tomorrow’s confirmed schedule and any reschedule requests.

Day 3: The Recall Workflow

This is the workflow most likely to pay back the VA cost in month one. Spend the day on it.

• Pull your recall list — patients due for re-evaluation, lapsed care plans, no-shows from the prior week.
• Sort by priority: lapsed care plan patients first, then no-shows, then routine recalls.
• The VA sends 20–30 personalized recall texts using your approved template. Phone follow-up to the top 5 priority patients.
• Log every contact attempt in the patient note so nothing gets duplicated.
• End-of-day check-in: 15 minutes. Review the recall log together. How many contacted? How many booked? How many no-response (re-attempt tomorrow)?

Day 4: Insurance Verification

The single highest-ROI workflow for a chiropractic VA.

• Pull tomorrow’s full schedule. The VA verifies benefits for every patient — deductible, visit limit remaining, AT modifier requirement (Medicare), prior auth status (major medical).
• Update the verification field in the patient ledger so the front desk sees it at check-in.
• Flag any patients with exhausted benefits or unauthorized visits — those need a doctor conversation before they’re seen.
• End-of-day check-in: 15 minutes. Walk through 5 sample verifications together. Common gotchas: Medicare limits resetting on calendar year vs anniversary, secondary insurance coordination, deductible status on family plans.

Day 5: SOAP Note Awareness and Claim Prep

The VA isn’t writing notes — that’s clinical. But they need to know what a clean note looks like to submit clean claims.

• Walk through 10 sample SOAP notes from the past week. Identify which support 98940 vs 98941 vs 98942.
• The VA pulls today’s encounters, matches procedure codes against documented findings, and flags anything missing for the doctor.
• Submit clean claims through your clearinghouse or PMS-integrated billing.
• End-of-day check-in: 10 minutes. Review the claims queue together.

Day 6: Reviews and Local SEO

The VA owns this from here on out.

• Identify every patient who finished a successful visit today. Send a Google review request via text using your approved template.
• Check your Google Business Profile for new reviews. Draft a personalized response for any review (4-star and 5-star). Send drafts to the doctor for approval before posting.
• Set up the daily review request as a recurring workflow. Most VAs send 15–25 review requests per day in a busy practice.
• End-of-day check-in: 10 minutes. How many requests sent? Any new reviews to respond to?

Day 7: ROF Follow-Up and Solo Sign-Off

Last training day. The VA owns one full workflow independently.

• Pull every patient who had an ROF in the past 7 days and hasn’t booked the recommended care plan.
• Call each within 48 hours of the ROF. Use your approved script — answer questions, address common objections (cost, time commitment, “I want to think about it”), book the first block of visits.
• Log every conversation and outcome in the patient note.
• End-of-week sign-off: 30-minute review. Walk through what they own solo (recall + verification + reviews), what they’re shadowing on (claims + ROF), and what they don’t touch (clinical).

Week Two and Beyond

By the end of week one, your chiropractic VA owns recall, insurance verification, and review generation independently. Week two, add claims submission and denial follow-up. Week three, hand over ROF follow-up. Week four, the VA is running the full admin operation and you’re back in the adjustment room — which is the entire point.

Common Stumbling Blocks (and Fixes)

The VA is hesitant to call patients. Record yourself running 3 recall calls. Send the recordings as Loom links. Confidence comes from hearing the script in action.

Insurance verification is slow. Most front desks take 5–8 minutes per verification because they’re also doing 4 other things. A focused VA should hit 3–4 minutes per verification by week two. If they’re still at 8 minutes by week three, the issue is usually lack of access to the right portals or a script-reading approach instead of a workflow approach.

Claims keep getting denied. The most common chiropractic-specific issue is the AT modifier on Medicare claims. If denials are coming back with CO-50 or N115, that’s the usual culprit. Have the VA pull the last 10 denials, identify the pattern, and adjust the documentation requirements with the doctor.

Ready to Hire and Train?

If you’d rather skip the training cycle entirely, our chiropractic VA placement service screens, places, and manages chiropractic-trained VAs already familiar with ChiroTouch, Jane App, and the major PMS systems. Most practices are staffed within 10 days, with a 110-day perfect-hire guarantee.