How to record patient adjustment notes between appointments for chiropractors

A plain guide for chiropractors to record patient adjustment notes between appointments, with steps, tool options and mistakes to avoid.

By XP Daily · 2026-11-01

XP Daily is published by the makers of DaysAid, QuickDictate and YTSort, which are compared here alongside other tools.

Use the same headings for every visit, and write or speak the key points as soon as each adjustment is done. Keep the notes in one place so the next visit starts from a single record. You can do this by hand or with a voice tool.

Option	How it helps
Paper notes	Write each note by hand under the same headings every visit.
Other dictation tools	Check each tool's own page for what it does, what it costs and where it runs.
QuickDictate	Types what you say into whichever window you are using, on 64-bit Windows 10 and 11 only. ^[1] ^[1]

What you need before you start

Recording adjustment notes between appointments takes a few things ready before the visit ends.

A standard note format. Choose the same headings for every visit, such as the area treated, what you found, what you did and the plan for next time. The same layout is quicker to fill in and easier to read back.
A quiet moment after each adjustment. Notes are most accurate when they are written soon after the visit, while the details are fresh.
One place for the notes. Whatever you use, the notes should end up where your practice keeps its records, so the next visit starts from one record.
A computer with a microphone. Only needed if you want to speak your notes instead of typing them.
Your practice's privacy rules. Check them before you dictate patient details into any tool, especially one that sends audio to an outside service.

Know which details your practice requires before you start, because that decides what you say aloud.

Step by step

These steps work with any tool, including pen and paper.

Set your headings. Pick the same headings for every visit so each note follows the same order.
Write the note while the visit is fresh. Start it as soon as the adjustment is done, before the next patient needs your attention.
Record the basics first. Put the date, the patient's name as your practice spells it, and the reason for the visit at the top.
Fill in each heading in turn. Work down the list rather than jumping around, so nothing is skipped.
Note any change since the last visit. Say what has improved, what has not, and what the patient reported.
Write the plan for the next visit. Keep it short and specific so the next session starts from it.
Check names and terms. Look for spelling errors before you save.
Save the note where your practice keeps records. Use one location so notes do not get split across places.
Read the previous note before the next visit. A quick look brings back what was done and what to watch for.
Review the format every few weeks. If a heading is always blank or never useful, change it.

Tools that can do it

You do not need software for this. Here are options to consider.

Paper notes or a printed form. You write each note by hand under the same headings every visit. Nothing is published here about cost, because it depends on what your practice already has.

Other dictation tools. Many speech-to-text tools exist, and none are described here. Check each tool's own page for what it does, what it costs and where it runs.

QuickDictate. QuickDictate is made by the team that publishes this site, and it is one option among several. QuickDictate is a Windows program that types what you say into whichever window you are using. ^[1] You hold a key while you talk, or press it once to start and once to stop, and you can change both keys. ^[1] What you say is typed into whichever window you are using, such as an editor, chat box, terminal or web form. ^[1] It is free for personal and other noncommercial use, with no subscription or account. ^[1] It runs only on 64-bit Windows 10 and 11. ^[1] It is delivered as an .exe file on GitHub, with a built-in updater that works silently. ^[1]

Common mistakes to avoid

Writing notes at the end of the day. Details fade quickly, so notes written hours later are often vague. Write each one soon after the visit.

Using different headings each time. Notes are easier to read and compare when the layout stays the same from visit to visit.

Skipping the plan. A note that records what was done but not what comes next leaves the next visit without direction.

Letting names and terms go unchecked. A small error in a name can send a note to the wrong file, so look over names and terms before you save.

Sending patient details to a tool without checking your privacy rules. Look at your practice's rules first, especially before using a tool that sends audio to an outside service.

Keeping notes in several places. Pick one place so the next visit starts from a single record.

Frequently asked questions

How do chiropractors record patient adjustment notes between appointments?

Decide on the same headings for every visit, then write or speak the key points as soon as each adjustment is done. Keep the notes in the place your practice uses for records so the next visit starts from one record. A voice tool can help if you prefer speaking, but check your practice's privacy rules before sending patient details to any outside service. The steps in this guide work with pen and paper just as well.

Can QuickDictate type adjustment notes into a patient record?

QuickDictate is a Windows program that types what you say into whichever window you are using. ^[1] It can type into an editor, chat box, terminal or web form. ^[1] You can list words and phrases that are sent to the speech provider to help it recognise terms, and a list of corrections fixes spellings such as 'Chat GPT' to 'ChatGPT'. ^[1] It runs only on 64-bit Windows 10 and 11. ^[1]

Is QuickDictate free for a chiropractic practice?

QuickDictate is free for personal and other noncommercial use, with no subscription or account. ^[1] From version 0.9.0 on, it is source-available under the PolyForm Noncommercial 1.0.0 licence, and commercial use needs a separate licence. ^[1] Check whether your use counts as commercial before you rely on it. You can use ElevenLabs, Deepgram, OpenAI, AssemblyAI, DashScope or Google for the speech, and each of those providers bills you directly for its own use. ^[1]

Does QuickDictate work without an internet connection?

Yes, with the Local option, but a speech model must be installed first. ^[1] Once the Local option is set up with a speech model installed, dictation needs no internet connection or API key, so notes can be dictated offline. ^[1] You hold a key while you talk, or press it once to start and once to stop. ^[1] Words can appear while you are still talking with five of the cloud options. ^[1]

Can QuickDictate remove a dictated note by voice?

Yes. Saying 'scratch that' discards the text you just dictated instead of inserting it. ^[1] It is the only voice command shipped. ^[1] While you dictate, other apps' audio is muted or turned down, and it goes back to its old level when you stop. ^[1] You can browse and filter your last 50 dictations in Settings, and the history survives a restart or self-update. ^[1]

QuickDictate is free for personal and other noncommercial use, with no subscription or account. Cloud providers bill you separately for their service. ^[1]

Try QuickDictate

Sources

QuickDictate's own description of itself (the product of this site's publisher)