Tops 9.12...coming soon!

We've heard your feedback and supercharged Tops with some of your most requested features! Get ready for some exciting updates as we head into fall! 🍂

Cancelled and Rescheduled Appointments

Want to know why a patient has rescheduled or canceled an appointment, or to check their history of keeping appointments? You can easily add notes when you reschedule or cancel—let’s dive into how it works!

• When rescheduling or cancelling an appointment, add the note and you’re all set.

• All notes can be viewed in the Patient File > Appointments, the Appointment Matrix, and the Appointment Book. Take a look!

  

  

  

Patient’s Insurance Ledger

Curious about an insurance claim denial or want to keep your team in the loop on a patient's insurance status? Just add a Ledger Note to the patient's insurance ledger.

• It's just like adding Ledger Notes to a Patient’s ledger, but this time, it's tailored for a specific insurance company—take a look at how it works.
  • Like Patient Ledger Notes, click Action > New Transaction and select Insurance Ledger Note.
  • Select the Patient and Account Holder, then select the Insurance Company for the note.

• Enter your notes and click Add Transaction to Tops. That’s it!

Emergency Appointment Tracking

Want to understand why patients are booking emergency appointments? Just add a reason when scheduling, and you can review their history—all seamlessly integrated into your reports if you're a Gaidge customer! Let’s get started:

• Set up your emergency appointments to automatically enter the reason by using the appointment definition under the Calendar Setup.
  • Available Options include: Wire Problem, Bond Problem, Broken appliance, or Other.

• Create separate Appointment Types for the available reasons and select the Reason for Emergency Appointment from the drop-down menu. That’s it.

  

• Change the reason for the emergency appointment on the fly in the Appointment Information Window.
  • Double-click on any Emergency Appointment to open the Appointment Information Window.

• Click on the drop-down menu for the Reason for Emergency and select the appropriate reason from the list. [Replace with a screenshot of the drop-down menu]

  

Australian Health Fund Number Additions

We added the following additional Health Fund Item Codes for our Australian Tops users:

• 824: Functional Orthopaedic appliance - prefabricated
• 833: Removal of Banding - per arch
• 844: Sagittal movement device
• 862: Bonding of an attachment for application of orthodontic force
• 882: Complete course of orthodontic treatment with orthographic surgery
• 75001: Initial Professional Attendance
• 75004: Professional Attendance
• 75006: Production of Dental Study Models
• 75009: Orthodontic Radiography
• 75024: Presurgical Infant Maxillary Arch Repostitioning
• 75034: Mixed Dentition Treatment (incisor alignment with or without lateral arch expansion using a removable appliance in the maxillary arch, including supply of appliances, associated adjustments and retention)
• 75036: Mixed Dentition Treatment (lateral arch expansion and incisor alignment using fixed appliances in maxillary arch, including supply of appliances, all adjustments of appliances, removal of appliances and retention)
• 75039:: Permanent Dentition Treatment Single Arch (mandibular  or  maxillary) TREATMENT  (correction  and alignment) using fixed appliances, including supply of appliances 
• 75045 Permanent Dentition Treatment 2 ARCH (mandibular and maxillary) TREATMENT (correction and alignment) using fixed appliances, including supply of appliances.

All Tops Reports now have a Total Row

Get ready to jazz up your journey with the revamped Matrices and Reports in Tops, packed with the most precise insights for your practice!

• Now, all your reports include a feature that automatically calculates the total entries for you—check out the samples.

• Patient Flow Report
  • We’ve updated our Patient Flow Report so you and your staff can see what’s what in the office.
    • Totals for Office Location, Doctor, Assistant, and Appointment Procedure.
    • We’ve also added averages for the office statistics including: Late Arrival Time, Appointment Length, Clinic Time, and Total Appointment Time. Take a look.

Invoices/Receipts Matrix

• Want to send multiple invoices/receipts to patients via email, well now you can. Let’s take a tour.

  • Select the Invoices/Receipts Matrix from the Menu Bar and choose the invoices/receipts you want to send by clicking on the checkbox to the right.

    

    • Want to add a message to the Invoices/Receipts, go for it. Just add the message before sending, and you are right as rain! [Add updated screenshot without the red outlines]

      

Auto-Pay Plan Matrix Improvement

Now you can see the Patient Chart ID on the Auto-Pay Plan Matrix to make reconciliation easier for your staff.

Claims Matrix

• Added the DxC Claim ID to the Claims Matrix so you and your staff can take this claim ID and enter the information in DentalXChange for attachments.

  

Practice Monitor Improvements

• We've updated the Practice Monitor by adding filters for Office and/or Doctor, and we've spiffed up the definitions and labels to match the latest Tops standards.
  • We've refreshed the terminology in Tops, switching Active Patients to the more accurate label of Non-Archived Patients and Recall Patients to Pending Patients.

Recalls Matrix

• We’ve sprinkled a little magic into the Recall Matrix with a Deleted filter, letting Users keep an eye on those missing recalls!

  

Practice Setup- Single Sign-on

We’ve updated the “User email” field to “Service User email” to ensure it reflects the accurate information you need for TopsDPX.

Australian Support Contact Number Update

We've updated the Australian Support contact details in the Help Menu, so contacting Tops Support is easier and better than ever!

Employer Policy Security Enhancement

Have you ever tweaked something in a Patient Employer Policy Window only to find it caused a mix-up for several patients? No worries—we've introduced a feature to help you avoid that! Check it out:

• Patient File: Employer Policy Information Window now has a lock feature.

• You can secure your recorded information with a lock; any edits require a password.

  

  

• If you need to make an edit to the Employer Policy information, simply click the padlock icon to unlock the section. You will be prompted for your Tops password.

  

• No worries, as it’s optional, but a solution is ready for you if you need it! You can go to Practice Setup > Staff/Security and check the box for the new privilege editing Employer Policy information.
  • Once you have the correct privilege and unlock the Employer Policy information, you will receive a new warning.

TopsDPX - Appointment Reminders got a fresh makeover!

• Get excited! Your Appointment Reminders dashboard has been revamped and now showcases fresh, updated information.
  • TopsDPX now includes:
    • Message translation for up to 14 languages
    • Ability to mark messages as unread
    • Ability to assign messages to different team members
    • Ability to add a second SMS recipient for reminders
  • For a tour, visit the TopsDPX link: https://help.topsortho.com/category/38-tops-dpx

As summer is ending, we're excited to share the bugs we've successfully squashed!

• Appointment Reminders
  • Deleted recalls have officially vanished from the active reminder list, making room for a clearer and snazzier view of your appointment reminders in the Recalls tab.
• Patient Matrix
  • We now display the contract amount for Account 2 in the Patient Matrix.
• Claims Matrix
  • We've resolved the problem of claims marked “Accepted by Clearinghouse” showing up in the Unsent Ready-to-File list, and we improved the feature to “Mark Claims as Printed”.

For helping us improve, a big ol' shout-out goes to:

Dr. Todd Bonner, Dr. Jay Hughes, Dr. Richard Ballard, Dr. Michael King, Dr. Brett Finkelmeier, Dr. Kenneth Banasiak, Dr. Elena Iacob, Dr. Kelly Taylor, Dr. Michal Kleinlerer, Dr. Michael Agenter, Dr. Lateefah Washington, Dr. Jason Vives, Dr. Michael Robertson, Dr. Murray Dickson, Dr. John Trahan, Dr. Phillip Bonds, Dr. Jay Oltjen, Dr. Daniel Kuncio, Dr. Beverly Hookey, Dr. Drew Darsey, Dr. Vaughn Holland, and Dr Steven Arnold who requested the improvements to the Practice Monitor.

Dr. Cooper Callaway, Dr. Andrew Chase, Dr. Michele Shems, Dr. Derek Baram, Dr. Carl Sim, Dr. Graham Jones, Dr. Darryl Smith, Dr. John Kelley, Dr. Alex Cranford, Dr. Martin Lang, and Dr. Shane Blacker, who requested the ability to add notes when cancelling or rescheduling appointments.

Dr. Sarah Jovanovski, Dr. Kim Wass, Dr. Matt Bauer, Dr. Stacee Burson, Dr. Nick Maddux, Dr. Allen Chance, Dr. Michelle Espina, Dr. Richard Tanzilli, Dr. Kyle Shannon, Dr. Sunny Leong, Dr. Reza Aran, Dr. Deb Griffin, Dr. David Lewicki, Dr. Greg Woodfin, Dr. Christopher Kelson, and Dr. Arjun Patel, who requested the ability to add notes to a patient’s insurance ledger.

Dr. Sean Chung, Dr. Darryl Smith, Dr. Greg Tolmie, Dr. Christine Hibberd, Dr. Jacob Chartier, Dr. Nathan Ng, Dr. Barry White, Dr. Martin Lang, Dr. Marc Welge, and Dr. Alexa Herbertson, who requested the ability to bulk email invoices/receipts from the Invoices/Receipts Matrix window.

Dr. Kyle Shannon, Dr. Alvaro Figueroa, Dr. Timothy Glass, Dr. Richard White, and Dr. Michael Riger, who requested the ability to lock the Employer Policy and Insurance information on the Employer Policy worksheet.

Dr. April Brown, Dr. Scott Blackman, Dr. Brian Webb, and Dr. Bradley Smith, who requested the total for all Tops reports.

Dr. Sergio Bobbera, Dr. Jamie Galbraith, Dr. Vanessa Hawkins, and Dr. Sam Whittle, who alerted us to changes in the Australian Health Fund Number requirements.

Dr. Karen Zell and Dr. Andrew Chase, who notified us about the Patient Matrix not displaying the contract information for Account 2 bug.

Let's give a huge, enthusiastic shoutout to all the offices that suggested these improvements but didn’t get the recognition they deserve—fist bump to everyone!

Great news about the update! You're all set for the Tops version 9.12.0, which will be rolling out over the next few days!

Just hop onto Tops, hit the Update button, and you're all set to shine!