Add an Employer Policy

Your patient is ready to start treatment and has provided you their insurance policy information. Here's how to add the employer policy to their Tops Ortho chart:

Our example patient, Humberto, has a Tops Ortho chart. His father, Ignacio, is entered as his Account 1. Ignacio has an insurance policy through his employer. We will go over what to do in the following scenarios:

  1. The Employer Policy already exists in your Tops Ortho server.
  2. You need to add the Employer Policy to your Tops Ortho server for the first time.


If the Employer Policy already exists in your Tops Ortho server:

  1. Click on the Insurance 1 tab.
  2. Click on Choose Policy Holder.
  3. A Policy Holder earch window will display. Search the name of the policy holder. If no results come up (and they shouldn't, unless the policy holder exists on the server from a past policy), click Create New Policy Holder.

IMPORTANT: If you see the policy holder's name come up in your search and they are showing connected to an old policy, DO NOT USE this. Create a new policy holder. This will mean that you will have the same person entered as multiple policy holders, and that's OKAY!

  1. You will see that Tops Ortho will fill in the account holder information it has on file for the patient.
  2. Enter the necessary information:
    1. ID number
    2. Assignment of benefit
    3. Policy Holder email
    4. Policy Holder date of birth
    5. Policy Holder payroll number (if applicable)
    6. Policy Holder gender
    7. The patient's relationship to the Policy Holder

  1. Next, click the Employer... button.
  2. An Employer Policy search window will display. Search the name of the employer policy.
  3. When the Employer Policy comes up in your search results, highlight it and click OK.
  4. The Employer Policy will now be linked to your Policy Holder!

If you need to add the Employer Policy to your Tops Ortho server for the first time:

  1. Click the Employer... button
  2. An Employer Policy search window will display. Search the name of the employer policy. If no results come up, click Create New Employer Policy.
  3. Enter the Employer Policy information. To learn more about the required fields, see related article below, Navigate the Employer Policy Fields.
  4. To see all of the Employer Policies you have entered in your Tops Ortho server already, go to Matrix > Employer Policies. It is a good idea to check this before entering an employer policy to avoid duplicates!

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