Chiropractic SOP Templates.
Ready-to-use systems for running a chiropractic practice, from the first phone call to the family that keeps coming back and refers the next one. Open any of them free. No login needed.
The approach Lime Therapy, an allied health practice of close to 40 people, used before it was acquired.
Watch
Mapping a chiropractic practice's client flow, live
Dr Angus Pyke has been in chiropractic for more than 25 years. He ran his own practice until he burnt out, rebuilt it on processes, and now helps other chiropractors with their marketing and conversion systems through the Marketing Your Practice podcast. In this episode he and Dave map the client flow of a family practice, stage by stage.
His first move is to pick the right client: in a family practice the first patient is often a baby or young child, so the person you are really talking to is the parent, usually the mum.
A lot of chiropractors aren't taking the time to really orchestrate that whole experience from the moment that you walk in the door all the way through to the consultation.
The Critical Client Flow
Your whole practice on one page
This is the flow Angus and Dave built on the call. The two places he sees practices fall over are both on it: only one way of attracting new families, and a first visit that gets the clinical work right but forgets the welcome.
- Build more than one way in. Most practices are good at internal referrals and have nothing behind them. Relationships with maternal health nurses and a website that reads as family care give you a second and third.
- Run the welcome on purpose. Greet the parent and the child by name, show them where to sit and hand them the forms. Trust is built or lost before the history and exam.
- Keep visit one and visit two apart. The history and exam is one visit, the report of findings is another. Book the second one before the family leaves the first.
Where to start
Start where new families slip away
Don't try to write everything at once. The pack and Angus land on almost the same list: where new families come from, and what happens from the moment they walk in.
Biggest return
Chiropractic SOP templates, by department
Each one is a full standard operating procedure: what triggers it, who does it, the steps, the templates and how you know it is done. They are written for an Australian family chiropractic practice of roughly five to ten people: an owner chiropractor with ten or more years in practice, one associate chiropractor and two to four chiropractic assistants on reception. If that is not you, every highlighted gap is a place to swap in your own fee, timeframe, software or regulator. A smaller practice can read every role as a hat rather than a headcount.
The Patient Journey
The client flow, from the first phone call to the next referral.
Referrals and Key Relationships
Grow more than one source of new families: internal referrals, maternal health nurses and a website that reads as family care.
Open the system → Opens in systemHUB. No login needed.Inquiry and Phone Booking
Turn a parent's first phone call into a booked first visit, and explain the two-visit model before they arrive.
Open the system → Opens in systemHUB. No login needed.New Patient Welcome and Arrival
A personal welcome by name, planned in advance, so the family feels expected rather than processed.
Open the system → Opens in systemHUB. No login needed.Report of Findings and Beginning Care
Secure the second visit, explain the findings and the care program, and begin care once the family says yes.
Open the system → Opens in systemHUB. No login needed.Payment and Rebooking
Take payment and book the next visit in the same moment, at the end of every visit.
Open the system → Opens in systemHUB. No login needed.Also in the full pack (get them with a free trial): Pre-Visit Preparation · Initial Consultation: History and Examination · Delivering the Care Program · Reactivation and the Next Referral
Marketing
Getting in front of families before they need you.
Maternal Health Nurse and Key Professional Relationships
Build and keep relationships with the nurses, GPs, midwives and lactation consultants who see new families, and thank them when a referral comes in.
Open the system → Opens in systemHUB. No login needed.Website and Social Media Brand Alignment
Keep the website and socials reading as a family practice, so a parent recognises the right place before they call.
Open the system → Opens in systemHUB. No login needed.Also in the full pack (get them with a free trial): Content Upgrades and Lead Magnets · Reviews and Reputation Management · Community Presence and Events
Sales
Fees, packages and ways to pay, set once and offered the same way by everyone.
Patient Payment Options and Prepayment Plans
Set up pay per visit, prepaid packages and card on file, and explain them clearly with written refund terms.
Open the system → Opens in systemHUB. No login needed.Family and Household Care Packages
Price care for the rest of the household the same way every time, so it doesn't depend on who is at the desk.
Open the system → Opens in systemHUB. No login needed.Also in the full pack (get them with a free trial): Fee Schedule and Annual Price Review · Corporate and Workplace Wellness Contracts
Operations
The front desk and the systems the practice runs on.
Reception and Chiropractic Assistant Standards
Train the front desk to the personal-welcome standard and the payment-and-rebooking handoff at the end of every visit.
Open the system → Opens in systemHUB. No login needed.Clinical Records and Practice Software Administration
Who has access to the practice software and records, what is backed up, and what changes when someone joins or leaves.
Open the system → Opens in systemHUB. No login needed.Also in the full pack (get them with a free trial): Practitioner Scheduling and Capacity Management · Equipment and Treatment Room Care · Incident and Near-Miss Reporting · Emergency and Clinical Deterioration Response · Child Safety Concerns and Mandatory Reporting
Finance
Getting paid in full and knowing where the practice is heading.
Health Fund Claiming and Reconciliation
Submit every claimable visit and check what the funds paid against what was claimed, so rejected claims get chased.
Open the system → Opens in systemHUB. No login needed.Monthly Financial Review and Forecasting
A fixed monthly look at the numbers that predict where the practice is heading, not just the bank balance.
Open the system → Opens in systemHUB. No login needed.Also in the full pack (get them with a free trial): Accounts Payable · Associate Chiropractor Remuneration and Payroll · Insurance and Registrations Calendar
Human Resources
Hiring the right people and keeping registrations current.
Recruitment and Onboarding
Separate hiring and onboarding paths for an associate chiropractor and a chiropractic assistant, because they are different jobs.
Open the system → Opens in systemHUB. No login needed.Chiropractor Registration and CPD Tracking
Track every chiropractor's registration and CPD hours so nobody reaches renewal short or lapsed.
Open the system → Opens in systemHUB. No login needed.Also in the full pack (get them with a free trial): Leave and Capacity Planning · Performance Conversations and One-to-Ones · Staff Offboarding
Management
The rhythm that lets the owner step back from the table.
KPI Tracking and Scorecards
One monthly page built around where practices leak: new families by source and the gap between the first and second visit.
Open the system → Opens in systemHUB. No login needed.Succession and Practice Value
A yearly check on how much of the practice still depends on the owner being there, and what it would take to change that.
Open the system → Opens in systemHUB. No login needed.Also in the full pack (get them with a free trial): Team Meeting Rhythms · Strategic Planning · Risk and Compliance Register
Case study
A junior therapist as Systems Champion, then acquired
Renee Kelly started what became Lime Therapy 15 years ago as Renee Kelly Occupational Therapy, working from the family farm. It grew into an allied health service with physiotherapy, occupational therapy, speech pathology and exercise physiology, and a team of close to 40.
Instead of handing systems to the person who had written all their policies, they made Kaleb, a therapist only a couple of years into his career, their Systems Champion. His first system was batching and sending invoices, about 2,000 a month, which only one person knew how to do. Together with new software, the time it takes dropped tenfold. The practice was later acquired by Genshare, and because it ran on documented systems, the buyer did not need Renee tied in.
Get the whole pack in systemHUB
40 systems for a family chiropractic practice: 9 that carry a family from first hearing about you to the next referral, 31 that run the practice around it, plus templates and 9 AI assistants. Start a free trial and ask our team to load the pack into your account.
Start free trialFAQ
Common questions
What should a chiropractic SOP include?
What triggers it, who is responsible, the numbered steps in order, the scripts, forms or checklists used along the way, and a definition of done so anyone on the team can tell it has been completed.
Do I need a systemHUB account to read them?
No. Every system on this page opens as a public page with no login. You need an account to copy them, edit them and assign them to your team.
Are these only for family practices?
The client flow systems are written around a family practice, where the parent books, pays and decides. The marketing, operations, finance, HR and management systems fit most chiropractic practices, whatever the caseload.
The rules in these are Australian. Do they work elsewhere?
The steps work anywhere. Anything set by a regulator or a health fund, such as registration, consent, privacy and claiming rules, is marked for you to check against the rules where you practise.
What is a report of findings?
The second visit in a two-visit start. The first visit is the history and examination. At the second, the chiropractor explains what they found and lays out the plan of care. Keeping the two visits apart, and booking the second before the family leaves the first, is a system of its own.
What is a Critical Client Flow?
The handful of stages every client moves through, from first hearing about you to being looked after and referring others, on one page. It shows where people drop out and which systems to build first.
These systems are workflow documents, not clinical or health advice. Clinical, consent, privacy, registration and health fund requirements are for your practice to confirm against the rules where you practise.