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. This becomes your "Statement Day".
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.

The following example gives you a better understanding of how statements are generated in Tops Ortho.

The Statement Day for the office is the 15th and the patient's monthly charge posts on the first day of every month.

Charge Date = 1 (the first day of the month)
Grace Days = 13 (number of days)
Last Day Statements to Cover = 15 (the 15th day of the month)
Take the Charge Date (1) + Grace Days (13) + 1 day for rollover = Day 15. This is the date the late fees will charge, at the VERY END of the day (15th at midnight) if payment has not posted. The statements (including late charges) will be ready to print the morning of the 16th, but will be dated the 15th.

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.

Statement Parameters by Account Holder

Statement parameters can be modified per account holder, regardless of what defaults were in place when the account holder was first created.

Below is an example of statement and late fee parameters that have been modified at an account-level.

The Group rating could possibly help identify that the patient or account holder are not timely with payments.

To review statement settings by account holder, along with their late fee settings, go to Matrix>Accounts. Click the header(s) to sort. The report is hot-clickable allowing you to easily update account details.

To update all account holder to reflect the same late fee or statement settings, please reach out to Tops Support at [email protected] and request a database change form to detail your requested changes.