Create a Contract Without Insurance

When creating a contract for treatment, the contract needs to be created and recorded within the Contracts/Ledgers tab of the patient chart.  The contract should be associated with the correct treatment phase and plan for the patient.

Tops Tip: We advise activate contracts after receiving payment from the patient. This allows the opportunity to make changes if the patient decides on a different payment arrangement.  We also advise not activating contract until the date of initial placement.  Initializing a contract = initial placement of appliances!  

Creating and Recording a Contract

1. Open the patient's chart; go to View > Patient Info or press Command I.
2. Click the Contracts/Ledgers tab.

3. Click New and select the appropriate Treatment Plan.

   

4. The Contract Worksheet displays

   

5. Click the Quick Contract button. The Quick Contract displays.

   

5. Complete the fields:
   1. Total Contract: The total amount charged for treatment.
   2. Initial Fee: The amount charged to initiate treatment. This number should be the sum of what the patient is paying AND discounts they receive. For example, if the patient is paying $1000 for her down payment and she receives a $200 family discount, the Initial Fee will be $1200.
   3. Charges are Made: The frequency of the contract charges.
   4. Monthly Charge: How much you will charge the patient per month. You can enter an amount and Tops Ortho will auto-calculate the number of charges.
   5. Other Charges: Not used at this time.

   6. First Charge Date: Tops Ortho calculates this date based on the date that the Quick Contract is created. If the next month is more than three weeks away, the first payment will be scheduled for the that month. If the next month is less than three weeks away, Tops Ortho will schedule the first payment for the following month.

      

6. Click OK.

7. Verify all numbers are accurate.

   

8. Click Record Contract.

Initializing the Contract

1. When you are ready to activate the contract, go to Action > New Transaction or press Command T.
2. Select Initial Fee and select the recorded contract amount and treatment plan you wish to activate. Click Use Selected Contract.
3. Enter your note and click Process Charges and Payments.

12. Active contracts will show one or two dots next to the contract total.
    1. Contracts without insurance will display one dot.
    2. Contracts with insurance will display two dots.
    3. Deactivated contracts will display a dash.