Ending the Day

Before you wrap up your patient day, use the following directions to reconcile patient accounts and wrap up loose ends.

As you know, financial due diligence should be done on a daily basis and is typically done at the end of the day.

Deposit Slip:

Whatever your protocol for depositing funds, you will use the deposit slip for processing non-TopsPay transactions.

• Money is given to your practice as payment for services. The Financial Day Sheet displays all payments that you received today.
• The Deposit Slip shows all money undeposited and deposited, and their type (check, cash, credit, debit).
• For non-TopsPay transactions, use the deposit slip to verify that you deposited the money.
• The Deposit Report shows the amounts deposited according to a date range. (Reports>Deposit). Use the deposit report to reconcile bank records

  • The Deposit Report is also a report used to reconcile your TopsPay deposits. To view your TopsPay deposits, go to Reports>TopsPay Portal.  From within the TopsPay portal, navigate to Reports>Deposit Report.

    
    

• TopsPay Transactions

  Deposit Slip: Auto reconciliation

  1. Tops will automatically deposit the TopsPay transactions once Tops receives confirmation from Stax the payment has been funded.
  2. If TopsPay payments are on your Deposit slip as undeposited, they have yet to be funded and cannot be checked to manually deposit by your staff.
  3. Once batched and funded, the transactions will automatically fall off the list of undeposited payments and move to a deposited Deposit slip.

Viewing your Deposit Slip

1. Go to Matrix > Deposit Slip.
2. Payments will display by the categories of Cash/Check, Credit/Debit Card and Direct Deposit.
3. Click the Type heading to group all like payment types.
4. Move down the list and verify the following:
   1. All cash and checks are present.
   2. All credit/debit cards processed successfully.
   3. All direct deposits were successful.
5. Only mark the Dep? box for payments that were received by the practice. TopsPay payments cannot be marked as deposited. Please see the auto-reconciliation note below.
6. When you are done, click Process Deposit.

7. Any payments that were not actually received, such as missing checks or declined credit card payments, will need to be voided from the Financial Day Sheet. See the related article, Void a Transaction, below.

   
   

   In the example deposit slip below, the payments for patients Anna Katherine and Amy were declined. Therefore, the practice did not check off the payments for deposit.

Financial Day Sheet:

The Financial Day Sheet lists every financial transaction—including voids—that occurred in a single day.

Do the payments on the Financial Day Sheet reflect what happened in your practice today? You can use this report for verification.

Financial Day Sheet is the perfect list to verify all payments.

1. Go to Matrix > Financial Day Sheet.
2. Today's date will fill in by default on the top left; to review a past day, double-click this field and enter the date.
3. From the upper right-hand corner, place a checkmark on the Show voided checkbox.
4. Review all transactions for accuracy.
5. Void the payments that you determined you had not received when you reviewed the Deposit Slip. See related article, Void a Transaction.
6. Click the Type heading to group like transactions together.
7. Highlight all Cash/Check transactions; note the total on the blue Selection Summary at the bottom of the report.
8. Highlight all Credit and Debit card transactions; note the total on the blue Selection Summary at the bottom of the report.
9. Highlight all Bank Draft transactions; note the total on the blue Selection Summary at the bottom of the report.
10. Reopen the Deposit Slip (Matrix > Deposit Slip).
11. Compare these three amounts:
    1. The totals on the Financial Day Sheet.
    2. The totals on the Deposit Slip.
    3. The totals of the cash, checks, credit/debit card receipts you have on hand, as well as the direct deposit totals on the practice bank statement.

Manage Patient Flow

Patient Flow is how a patient is tracked through the practice. Once a patient has left your practice, he should be marked as “Checked Out.” This instructs topsOrtho to mark the appointment as Completed in the Patient Information window. If a patient has not checked in for his appointment, topsOrtho will automatically mark him as Missed during rollover. The missed appointment is placed in the Recall window in the Appointment Book drawer and an automatic recall for the missed appointent type is generated for you. The appointment also displays as Missed in Patient Information.

Manage Treatment Notes

Each patient that was seen in your practice today must have an associated treatment note. This note is saved in Patient Information>Clinical as part of the patient’s record. If a treatment note was not entered for the day and rollover occurred, you cannot add a note for that date. topsOrtho provides a report that will allow you to view the patient’s treatment notes as well as any missing ones. You can then remind the assistant to create a note for the patient before leaving for the day.

Review the article regarding Treatment Notes in the Matrix Menu at the bottom of this page.

Create Appointment Lists

Each evening you should check the appointment types for the next day to ensure that everything is ready. While you will need to pull the same reports the next morning to prepare for the day, it's better to be prepared the night before!  The following are helpful

• Create an apopintment list for appointments requiring Lab Work
• Creating an Appointment List for Scheduled appointments with Past Due Balances
• Creating a Report for Treatment Coordinators - Appointments of Type Report

Review the related articles Appointment Analysis and Track Lab Work referenced at the bottom of this page.  

Backup for Onsite Servers

Backing up is the most important function your office performs with your topsOrtho system. A clean and recent backup will save your practice data if there’s a hardware failure. We can use an external backup to restore topsOrtho in about an hour. The backup method outlined here is not a "preferred" method; it’s the required method and it’s the only way we can restore your practice data if there is a hardware failure.

Review the related article Backup Basics for Onsite Servers at the bottom of this page.