Save Time with Appointment Flags

Appointment Flags enable automatic updates and data input in Tops Ortho when patients complete appointments! Here's what they do:

To view Appointment flag settings, go to Tops Ortho > Practice Setup > Calendar > Appointment Types.

Emergency

• Checking this box will cause the appointment to count as an emergency appointment. The total of emergency appointments for each patient is recorded in the clinical side of the patient chart. It is also noted in Matrix > D7 Patient Care Tracking.

Lab Work

• Lab in/out: Use this field if the appointment type requires lab work. Set it so the appointment type is automatically marked as No Lab Case, Must Go to Lab, Must Be Back From Lab, or Back from Lab.

• Lab: Select the lab that will be required for this appointment type. For information on adding a Lab to Tops Ortho, see related article Add a Lab below.
• Lab Case Type: Select the type of lab work required. The options here can be edited in Tops Ortho > Practice Setup > Labels > Lab Case.

Before Appointment

• Should Confirm: Check this box if you want a "Should Confirm" note to show for this appointment in Matrix > Appointments.
• Needs Prep: Check this box if you want to see the appointment in the Appointments Needing Preparation report.

Calls Before/After

• Check the boxes for Patient, Specialist, Dentist, or Lab if you want this note to appear in Matrix > Appointments.

After Appointment is Completed

• Enter an Expected Charge here if you want to see this appointment in the Appointment Charges Today report.

Treatment Status Changes

• When appointment is kept, change Tx Status to: Select a Tx Status if you want the patient’s Treatment Status to automatically change when the appointment is completed.

• Count as New Patient Exam: The completed appointment will be counted as a New Patient Exam and included in Matrix > D7 Patient Care Tracking > Exams. Use this option when you want the appointment included in your New Patient Exam count.

• Count as Recall Exam: The appointment is not considered a Treatment Visit when calculating the value per Treatment Visit. A completed Recall Exam is also counted as an Observation Visit in Gaidge Analytics.

• Count as Records Visit: The appointment is not considered a Treatment Visit when calculating the value per Treatment Visit.

• Count as Consult Visit: The appointment is not considered a Treatment Visit when calculating the value per Treatment Visit. A Consult Visit is not automatically considered a New Patient Exam. If the consultation should also be included in your New Patient Exam count, select Count as New Patient Exam as well.

• Count as Retention Visit: The appointment is not considered a Treatment Visit when calculating the value per Treatment Visit. A completed Retention Visit is counted as a Retention Visit in Gaidge Analytics and is also factored into Matrix > D7 Patient Care Tracking > Too Many Retention Visits.

• Requires Staff Attention: When using TopsCheckin, the “See receptionist” message will display when the patient checks in for the appointment. This flag can also be applied to an individual appointment as needed, such as when the front desk needs to discuss a balance or another matter with the patient.

• Alert Treatment Coordinator: The appointment will display in the Treatment Coordinator view of Patient Flow.

• Count as Virtual Visit: The appointment is considered a Treatment Visit and is included when calculating the value per Treatment Visit.

• Begins Treatment: The Tx Start Date will automatically populate in the patient’s chart when the appointment is completed.

• Completes Treatment: The Tx End Date will automatically populate in the patient’s chart when the appointment is completed.