Provider

A provider is anyone in the practice who delivers a billable service or needs appointment slots — doctors, therapists, consultants, trainers.

Broader than "who bills"

Staff who never appear on a claim still need a Provider record if they need to be scheduled. That includes supervised therapists and assistants whose services are billed under a supervising doctor.

Nothing much works until providers exist. Patient assignment, appointment templates, note signatures, charges and claims all resolve through a provider record.

The grid lists ID, Physician's Name, Phone, Fax, Clinic, City and Zip Code.

Identification

Field	Notes
ID	Up to 5 characters. Used across the scheduler, transactions, patient records and financial reports. Permanent once saved — keep it short and recognisable
Sub ID	Categorises providers in multi-provider or multi-disciplinary practices
Status	Set to Inactive when a provider leaves. Every past reference is retained; nobody can assign new patients to them
Discipline	Chiropractor, Podiatrist, Physician and so on
State License	The provider's licence number

Three different names, three different uses

This trips people up, so it's worth being explicit:

Field	Used for
Physician's Name	The formal name — reports, letters, forms, SOAP notes, narrative reports
Casual	Letters and reports only, via templates — so a letter can say "Dr Joe" rather than "Joseph Healer, DC"
Clinic Billing Name	The practice's legal name — statements and claim forms

Physician's Name and Clinic Billing Name are the two candidates for CMS-1500 box 33. Which one prints is chosen per carrier, in the Carrier catalog — not here.

Box 33 is where the cheque gets addressed

Carriers typically make payment out to the name that appears in box 33. Worth confirming per carrier that it says what you want it to.

Tax identification

Field	Notes
E.I.N.	Federal employer tax ID. Every US practice is required to have one — contact the IRS if you don't
T.I.N.	State tax ID. Must be entered even when identical to the EIN
S.S.N.	Present, but see the warning below

Use the EIN, not the SSN

Both can print in CMS-1500 box 25, and the choice is made per carrier in the Carrier catalog. Unless a law or contract specifically requires otherwise, always use the EIN — a Social Security Number on an outbound document is an identity-theft exposure with no compensating benefit.

Clinic address and tax rates

Clinic billing address, city, state, ZIP, phone and fax. Use ZIP+4 — Medicare and insurance rules increasingly expect it.

Two sales tax rates live here — City Tax Rate and State Tax Rate — and drive the automatic tax line on taxable procedures.

Claim handling options

Process Individual Claims produces a separate claim per performing provider rather than one claim per patient. Multi-provider practices only.

Use Alternate Claim File Name works with it, giving each provider's electronic claims their own file. Two providers can deliberately share an identifier to group their claims — by specialty, for instance.

Suppress Missing Notes Report

Leaves this provider out of the Missing Progress Notes report.

Never set this for anyone who appears on a claim

It exists for one narrow case: supervised staff — massage therapists, assistants, counsellors — who need appointment slots, never write progress notes, and never appear on an insurance claim because their services are billed under the supervising doctor.

For anyone whose details reach a CMS-1500, suppressing the report hides exactly the gap you need to see before billing. Rules vary considerably by state; treat this as off unless you are certain.

Digital signature

The provider signs directly in ChiroPad. Once saved, the signature is applied automatically to insurance forms, letters and generated documents for that provider — no form to send anywhere.

Service Facility Location — CMS-1500 box 32

Tick this provider treats patients at an alternate treatment facility to enable the tab, then enter the facility's name and address, its NPI, and taxonomy where you have one.

Box 32 takes the facility's NPI

Not the provider's, and not the clinic's. This is a common and expensive mix-up.

Workers' compensation (New York)

Field	Feeds
WCB Rating Code	Box 19 of the New York C4
WCB Authorization No.	Box 20 of the New York C4
Availability to testify	Days and times the provider can testify, printed on the C4

New York requires providers treating workers' compensation patients to state when they are available to testify.

Fields you can ignore

PIN and Group date from when Medicare was the only program issuing them. They are retained so long-standing practices can still refer back to historical data. Leave them blank.