Tops Tune Up: Do-It-Yourself Review

This checklist is designed to help practices proactively review and optimize their system setup, financial health, reporting accuracy, and workflow efficiency. By walking through each menu area: Practice Setup, Reports menu, and Matrix menu - you can identify outdated configurations, resolve balance discrepancies, improve claim and recall management, tighten security permissions, and ensure patient flow and financial processes are running smoothly. Completing this tune-up regularly helps prevent small issues from becoming larger operational or revenue challenges.

Think of this checklist as a system wellness check for your practice!

Practice Setup Menu Items:

1. Review statement defaults
   1. ideal default is Due Now > 0

   2. if you make a change to your statement defaults this will only apply to new patient created after the change - email support ([email protected] ) to have a database change form sent to the doctor. The doctor needs to request to have the new change applied to all accounts.

      
      
2. Review letters
   1. delete old letter templates not being used
   2. determine a naming convention such as adding a space at the beginning of a letter title to organize custom templates
3. Review labels
   1. are they custom treatment method labels
   2. tx disposition > are they associated with appointment types
   3. you can hide tx dispositions that will not be used
4. Review treatment notes
   1. Pro Tip: you can reorder the next appointment drop down to put the most frequent intervals at the top
5. Review Calendar>Clinical Procedures
   1. review all defaults on each appointment type
   2. example: emergency appointment is marked as counts as emergency
   3. example: start appointments are marked as begins treatment
6. Review schedule templates
   1. have you created Holiday templates
   2. have you added short names to templates
7. Review staff and security
   1. check that someone is marked as treatment coordinator
   2. verify permissions for voiding privilege
      1. Pro Tip: other than doc only one other person per location should have voiding permissions

Reports Menu Items:

1. Explain unusual family balance
   1. Look for accounts connected where one balance is behind and another balance is pre paid ahead 
   2. Verify family balances for payments posted incorrectly
2. Review insurance validation report
   1. look for missing items such as next claim date
   2. look for check box for make claims automatically
   3. Pro Tip: you can sort by any column when looking for missing items
3. Review active patients without an appointment or recall
   1. determine if a new recall needs to be created or the patient needs be marked as dismissed
   2. Reminder: Patients with past recall dates will not appear on this list
4. Review Patient Flow
   1. are patients being moved through patient flow statuses after the fact as the status is happening 
   2. reorder columns:  drag check in next to appointment time, then drag seated next to check in and finally, drag late by next to seated
   3. this is designed to show you if the clinic is late seating the patient vs the patient just being late to appointment or a combo of both
5. Review accounts receivable
   1. look for total credit balances (total balance, copay balance or expected insurance balance
   2. look at pre paid balance 
   3. verify over 90 accounts - determine if bad debt should be written off if patient is not being seen for appointments
6. Review accounts paid ahead
   1. do any contract charges need to be rescheduled to offset credit
   2. should the contract have been a paid in full contract and need to be rolled out/charged out
7. Review accounts with credit
   1. check for over due patient refunds
   2. did we forget to charge an account for something
   3. verify credits is expected insurance and should they be moved to copay balance

Review Matrix Menu Items:

1. Review patient matrix
   1. set to all patients > current only
   2. set columns to display last appointment > next appointment > next recall target date
      1. look to see if patient should be marked dismissed base on the above columns of information
2. Review referrers
   1. look for duplicate referrers
      1. you can move patients to one of the referrers then delete the duplicate
3. Review employer policies
   1. review for missing information within the employer info panel
4. Review claims 
   1. review missing info claims matrix to correct and get filed
   2. review unpaid claims>rejected by clearinghouse to correct and get efiled
   3. review unpaid claims>open claims and unpaid claims>accepted by clearinghouse only for any followup
   4. review for old claims accidentally created that need to be voided or closed
5. Review Auto Pay Plans
   1. TopsPay - review declined autopay plan matrix and follow up
   2. TopsPay - review merchant mismatch if practice has multiple locations
6. Review deposit slip
   1. Non TopsPay payments - are payments for cash/check, credit card and ach being reconciled and checked off
7. Review statements
   1. review withheld statements
   2. review sent statements in a date range if the office is actually sending statements
   3. view unsent statements in a date range to see if they need to be marked as withheld instead
8. Review transaction audit trail/ financial day sheet
   1. look for average number of voided transactions > is this number escalating
   2. you can select to highlight to get totals at the bottom of matrix
9. Review D7
   1. sort by status, phase & method
   2. look for missing information and update patient files
10. Review Recalls
    1. delete old recalls or edit the recall and reassign to a new date