Staff Member Permissions
Not sure which permissions to grant your employees? Here's a breakdown of what each permission means in Tops Ortho:
• Setting up Staff Member Privileges
Allows staff member to open Practice Setup > Staff & Security.
• Starting Tops
Allows staff member to open Tops Ortho on a computer.
• Setting up tops Practice Configuration
Allows staff member to open TopsOrtho > Practice Setup.
• Viewing the Practice Statistics
Allows staff member to view the following reports:
- Practice Monitor
- Income Analysis
- Production/Collections
- Financial Health Indicators.
- Transactions
- Transactions of Type
- FeeSummary
- Existing Active/New Contracts
- Fees by Month Summary
- Account Adjustments by Month Summary
- Fees by Staff Summary
- Account Adjustments by Staff Summary
- Past Contract Charges
- Future Contract Charges
• Viewing Clinical Statistics
Allows staff member to view the following reports:
- Treatment Status Summary
- Dental Classification Summary
• Viewing Transactions/Audit Trail
Allows staff member to view the Transaction Audit Trail.
• Setting a Contract
Allows a staff member to record a contract.
• Changing a Contract Schedule
Allows a staff member to renegotiate an active contract (change payment amounts, reschedule payments, change dates, increase or decrease a contract).
• Voiding a Transaction
- Allows a staff member to void a charge or a payment that has not been deposited on the Matrix > Financial Day Sheet (Some items cannot be voided, such as initial fee, scheduled contract fee, and deposited items.)
- Allows the staff member to change the date of a transaction.
• Viewing the Receipt List
Allows a staff member to view Matrix > Invoices/Receipts.
• Viewing the Financial Day Sheet
Allows a staff member to view Matrix > Financial Day Sheet. (This does not allow them to change any items but they can verify that all fees have been charged for the day.)
• Viewing the Deposit Slip
Allows a staff member to view Matrix > Deposit Slip.
• Adjusting an Account
Allows a staff member to post a negative or positive adjustment with a comment.
• Reversing Late Fees
Allows a staff member to post the transaction Reverse Late Fee.
• Deactivating a Contract
Allows a staff member to post the transaction Deactivate Contract.
• Voiding (Insurance) Claims
Allows a staff member to void insurance claims. (Voided claims can always be viewed.)
• Viewing the Account Receivable (Report)
Allows a staff member to open and view Reports > Accounts Receivable.
• Setting up the Calendar
Allows a staff member to open Tops Ortho > PracticeSetup > Calendar. (They must also have the privilege Setting up Tops Practice Configuration.)
• Overriding the Schedule Templates
Allows a staff member to schedule in the appointment book without regard to the template. (This privilege is only needed if in Calendar Setup > General > Require password to override schedule template or Require a password to override procedure length is checked.)
• Changing the Schedule Background
Allows a staff member to change the background (template) on any given day.
**This doesn’t allow them to open Practice Setup to change a template (the master template that can be assigned to multiple days).
• Viewing Auto-Pay Account Numbers
Allows a staff member to view account numbers in the Auto-Pay Plan entry field. (This privilege is needed by any staff member to create an Auto-Pay Plan if your system has System Encryption Security installed.)
• Disconnecting Users
Allows a staff member to disconnect a computer from Tops Ortho using TopsOrtho > Licenses > Disconnect Session.
• Changing a Patient’s Office
Allows a staff member to change the office to which a patient is assigned.
***Warning: The Production will stay at the location where the contract was activated. The collections will be credited to the location where the patient is assigned at the time of posting.
• Changing a Patient’s Orthodontist
Allows a staff member to change the assigned orthodontist (if there are 2 or moreorthodontists in your practice.)
***Warning: The total production is assigned to the assigned orthodontist at the time the contract is activated. Payments will be assigned to the assigned orthodontistat the time the payment is posted.
• Changing a Patient’s Chart Identifier
Allows a staff member to change the unique identifier that is assigned to each patient when they are created.
• Printing a Receipt from the Patient’s Ledger
Allows a staff member to print a receipt from the patient’s ledger screen.
• Editing Image Dates
Allows a staff member to change the assigned date for an image set. Each image set may only have one date assigned.
• Authorizing TopsEcho Devices
Allows a staff member to view and change information in Practice Setup > topsEcho. They must also have the privilege Setting up Tops Practice Configuration.
• Viewing the Collections Reports
Allows a staff member to view the following reports:
- Accounts Paid Ahead
- Accounts with Remaining Insurance Only
- Accounts with Credit
- Auto-Pay Detail
- Rollover Detail
• Viewing the Deposit Report
Allows a staff member to view Reports > Deposits.
• Editing Referrals
Allows a staff member to edit an existing referral. No password is needed to add or delete a referral.
• Deleting Files from iPortfolio
Allows a staff member to delete items from a patient’s iPortfolio.
• Deleting Letters
Allows a staff member to delete letters from a patient’s Letters/Emails tab.
• Closing (Insurance) Claims
Allows a staff member to close insurance claims.
• Sending Statements
Allows a staff member to send statements.
• Withholding Statements
Allows a staff member to withhold statements.
• Editing Elastic Configuration Names
Allows a staff member to change the names of elastic configurations.
• Viewing the topsXin Password
Allows a staff member to view the topsCheck-in password. TopsOrtho > Practice Setup > topsCheck-in Setup > Show iPad Password. They must also have the privilege Setting up Tops Practice Configuration.
• Changing the topsXin Password
Allows a staff member to change the topsCheck-in password. TopsOrtho > Practice Setup > topsCheck-in Setup > Change iPad Password. They must also have the privilege Setting up Tops Practice Configuration.
• Approving Treatment Notes
Allows a staff member to approve the treatment notes for the day.
• Unlocking Approved Treatment Notes
Allows a staff member to open the approved treatment notes for editing before rollover occurs.
• Viewing the topsChecklist Password
Allows a staff member to view the topsChecklist Password.
• Changing the topsChecklist Password
Allows a staff member to change the topsChecklist password.
• Approving Checklists
Allows a staff member to approve checklists.
• Unlocking Checklists
Allows a staff member to unlock a checklist that was previously locked.
• Approving Letters
Allows staff member (doctor) to approve un-sent letters. This will lock a letter so that no changes can be made unless it is unlocked.
• Unlocking Approved Letters
Allows staff member to unlock a letter that was approved but not printed/emailed
• Recovering Checked-out Checklists
Allows a staff member to recover a checklist that is checked out, should an iPad crash or lose the checklist assigned to a patient. (Note: When checklist is recovered, all information filled out by the patient on the iPad will be lost.)
• Deleting Checklists
Allows staff to delete a checklist that is NOT checked out and NOT approved. This will delete the checklist assigned to that patient but not the checklist template.
• Viewing Accounts Matrix
Allows staff to view the Accounts Matrix on any computer using their password or on the computer they signed into Tops with, without the password.
• Viewing Patients Matrix
Allows staff to view the Patients Matrix on any computer using their password or on the computer they signed into tops with, without having to enter the password again.
• Viewing Referrers Matrix
Allows staff to view the Referrers Matrix on any computer using their password or on the computer they signed into tops with, without having to enter the password again.
• Exporting Matrix/Report
Allows staff to run and export any Matrix and most Reports. This file can be opened using a spreadsheet program (Excel or Numbers, for example). The Deposit Slip is one report that cannot be exported.
• Viewing Appointment Reminders Settings
Allows staff to edit Schedule/Settings tab in Appointment Reminders. These are the default settings for when reminders are sent and what they will say.
• Alerting Scheduled Patients
Allows staff access to Alert Scheduled Patients tab in appointment reminders. Here they can text or email scheduled patient in a time frame.
• Uploading Practice Performance Statics
Allows staff to upload practice statics to Gaidge. (Utilities> Upload Gaidge Analytics Statistics...)
• Access TopsPay portal
Allows staff access to Reports > TopsPay portal (They must also have credentials entered in Practice Setup > Single Sign-on > TopsPay portal)
• Deleting Appointments
Allows staff to delete appointments from the Appointment Book (this action will be tracked with their staff short name in Matrix > Appointments).
• Rescheduling Appointments
Allows staff to reschedule appointments in the Appointment Book (this action will be tracked with their staff short name in Matrix > Appointments).
• Canceling Appointments
Allows staff to cancel appointments in the Appointment Book (this action will be tracked with their staff short name in Matrix > Appointments).