Deactivate a Contract with Insurance

When you deactivate a contract in Tops Ortho, keep the following in mind:

• Deactivation will move all the future charges (the Future Due) to the Due Now.
• If the contract has insurance, you will not be able to generate future claims after deactivation.
• You cannot undo this action.

Steps for insurance balance:

1. Confirm that you will not receive any more insurance payments for the patient.
2. Go to Action > Change Expected Insurance.
3. Select I want the Expected Insurance to be: and enter 0 in the This Amount: field. This will move the remaining expected insurance down to the Due Now.
4. Enter a note, such as "Patient stopped treatment early."

5. Go to Action > New Transaction or press Command T to open the Transaction Window.
6. Select [-] account adjustment and select a reason for writing off the insurance balance, such as Unrendered Care: Transfer Out.
7. Enter the amount in the Due Now (the amount you are not going to receive from insurance.)
8. Enter a note, such as "Patient ended treatment early - writing off remaining Delta benefit."
9. This will clear the expected insurance amount from the Due Now.

Steps for patient balance:

1. Determine if the patient will receive a refund. If so, do the following:
   1. Go to Action > New Transaction or press Command T to open the Transaction Window.
   2. If you do not wish to use TopsPay to refund the payment, remove the checkmark from the Use TopsPay checkbox.
   3. Select [+] account adjustment and select Refund to Patient.
   4. Enter refund amount and enter a note, such as "Patient ended treatment early."
   5. You will see the refund amount show in the Due Now.
   6. If you did not use TopsPay to issue the refund, issue the check or run the refund on your credit card terminal.
2. Open the Transaction Window again by going to Action > New Transaction or pressing Command T.
3. Select Deactivate Contract. The Future Due amount will display in the amount field; do not change this amount.
4. Enter a note, such as "Patient ended treatment early."
5. Click Process Charges and Payments.
6. You will see the contract total now has a dash next to it to indicate the contract is deactivated. The Future Due amount will have moved to the Due Now:

7. Since you will not be collecting the amount in the Due Now, you must write it off.
8. Open the Transaction Window again by going to Action > New Transaction or pressing Command T.
9. Select [-] account adjustment and select the appropriate adjustment type, such as Unrendered Care: Patient Stopped Treatment.
10. Enter the amount to be written off (typically the entire Due Now amount) and click Process Charges and Payments.