How Statements Work

Statements inform account holders about any past due amounts, scheduled contract fees, and any remaining expected insurance.

About Statements:

Statements generate automatically in Tops Ortho during rollover.
Statements populate according to the information entered in the Patient Information window and in Tops Ortho > Practice Setup > Defaults.
You can view, print or email statements.
You can filter the statement list in various ways.

What do the statement settings mean?

To see your practice's statement defaults for new accounts, go to Tops Ortho > Practice Setup > Defaults.
Statement Frequency options:
- Due Now > 0: This means a statement will generate for any account holder with an amount greater than zero in their Due Now.
- Contract OR Due Now > 0: This means a statement will generate for any account holder with an active contract OR an amount greater than zero in their Due Now.
- Always: This means a statement will generate for all account holders regardless of contract/Due Now factors.
- Never: This means no statements will generate for any account holders.
Last Day Statements Cover:
- You can select almost any day of the month. The day you select will be the day that the statements generate at rollover.
Grace Days: The number of days that can pass before the patient is considered "late."
Min Bal to Charge a Late Fee: The minimum amount in a patient's Due Now for them to be charged a late fee. For example, some practices will not impose a late fee if the Due Now amount is less than $100.00.
Min Bal to Print a Statement: The minimum amount in a patient's Due Now for their statement to show in Matrix > Statements. Setting this value to something like $5.00 prevents patients who owe very small amounts from receiving statements.
Statements High Balance: The amount that your practice considers a high balance. Patients who have this amount or more or their Due Now will show in the Withheld Statements this/last Month with High Balance lists.

What do statements look like?

You are provided a default statement template; you can duplicate this and personalize it to your liking!
To view your statement template, go to Tops Ortho > Practice Setup > Letters/Forms > Forms > Statements.
Once you have customized your statement template, you can select it as your Default Statement.

An example statement template. The yellow placeholders pull information from your practice database and from the patient chart.