Going Live with TopsDPX

You've selected TopsDPX to be your patient communication tool. Now what?

In these steps, you’ll prepare your practice to text patients, send appointment reminders, drive review requests, launch email campaigns, and streamline communications via TopsDPX — all inside your Tops Ortho practice management system.

Before Getting Started

• Locate the email from the Tops Services team and confirm you have access to the username and password for TopsDPX.
• Confirm that the individual configuring your TopsDPX settings has the Practice Configuration permission granted in Tops Ortho.
• Collect unique email addresses for each staff member.
• Confirm you have Admin access credentials to your Google Business and/or Facebook Sites.

Step 1: Set up Single Sign-On and Confirm Minimum Workstation Requirements

Review the video and associated links to ensure you have the minimum requirements for accessing TopsDPX.

1. Reference the email you received from our Tops Services team to access your login credentials.
2. Review TopsDPX Minimum Requirements and ensure that each workstation and team members are set up to successfully access TopsDPX.
   1. TopsDPX Minimum Requirements
   2. Add Staff Member Credentials to TopsDPX

Step 2:  Add Your Team to TopsDPX (so messages are assigned correctly)

Establish individual user profiles in TopsDPX for your staff members. In order to assign text message conversations to team members and to see which team members are communicating with your patients, each staff member needs to have an individual user profile within TopsDPX.

1. Have a unique email address per staff member (personal emails can be used)
2. Access TopsDPX from the Comm menu.  Click on Settings>Manage Users.
   1. Add New Users to Tops DPX
   2. Manage DPX Users Email Settings
3. Update their Single Sign-on details in TopsOrtho>Practice Set-up>Single Sign-on>Tops Reminders with the staff member's unique email address.

Step 3:  Disable or Enable Automatic Email and Text Notifications

The day after going "Live" with TopsDPX, any automated notifications with enabled contact methods will begin sending to patients.  If you are not quite ready to have notifications sent to patients upon your "go-live" date,  they can easily be disabled until you are ready.  

1. Enable and Disable Contact Methods

Step 4: Customize Your Text Messages and Automatic Notifications to Patients

TopsDPX will have default messages in three languages, pre-loaded for automatic notifications. Additionally, TopsDPX will have quick access to text messaging templates.   Learn how to further customize these messages and notifications.

1. Customize automatic notifications.
   1. Appointment Confirmation Requests in TopsDPX
   2. Appointment Reminders in TopsDPX
   3. Patient Recalls in TopsDPX
   4. Create Patient Groups
2. Create additional quick access text messaging templates.
   1. Create Templated Text Messages in TopsDPX
3. Gain a better understanding of the language templates for English, Spanish and French
   1. TopsDPX Language Settings Frequently Asked Questions

Step 5:  Link Your Social Media sites and Update Your Review Settings

If sending Review Requests and having more visibility to patient feedback is high on your priority list, then take the extra step in learning how to automate the process, and connect your public review sites to help streamline your review visibility!

1. Understanding ways to send Review Requests in TopsDPX
   1. Review Requests in TopsDPX
2. Customize what your patients see when they receive a Review Request
   1. Customize  TopsDPX Review Requests by Procedure
3. Determine if you want to automate the process
   1. TopsDPX Review Automation Settings Explained
4. Connect your public review site(s) to TopsDPX to view and respond to all reviews in one, easy location!
   1. Link your Social Media

Step 6: Get familiar with Email Campaigns

Email campaigns are an excellent way to reach your patients for patient appreciation events, marketing campaigns, holiday greetings, new location or associate announcements and more.  Learn more about how create custom email campaigns.

1. How to send an email campaign
   1. Send an Email Campaign with TopsDPX
2. Create a custom contact list to upload
   1. Create a Custom Contact List for TopsDPX

Step 7: Start using TopsDPX

Watch our Mastering TopsDPX Webinar on how you can take your patient communication to the next level!

Webinar: Mastering TopsDPX

Frequently Asked Questions

Below are additional Q&A that will ensure you are set up for success using TopsDPX for all patient communication.

Q: How can I find my phone number for texting?

A: What is Our Outgoing Reminders Number

Q: I have more than one location. If I configure the details for one location, will it sync with my other location(s)?

A: Unfortunately, no. While you can easily toggle between locations, each location operates separately. You will need to update settings and customize message templates and automated notifications separately at each location. We recommend creating a document with your customizations to easily copy and paste the details at your other location(s).

Q: Can I set up an auto-response for our patients who are texting the practice?

A: Yes, you can easily set up an auto-response to always send a reply after every incoming text or only send a reply outside of your office hours. Read this article for more information.  Update Office Hours and Away Response in TopsDPX

Q:  When I search for a patient, they do not appear.  Why are they not listed?

A: TopsDPX is updated with patient records as patients begin to receive reminders from TopsDPX.  A TopsDPX patient record is created for the specific location where the patient has an appointment.

• TopsDPX does not import your entire patient database. A patient record is created in a TopsDPX location only when the patient has an upcoming appointment (within 30 days) that queues a reminder or confirmation.
• If a patient record has not yet loaded, you can easily initiate a text to the patient or responsible party and save their contact details in the Messages tab of TopsDPX. Once a patient has an appointment upload to a TopsDPX location (up to 30 days out), as long as the phone number being used is the same as the one designated for their Reminders, the contact details will synch and a TopsDPX record will be created.  Add a New Contact to TopsDPX

Q: I am creating my patient groups. Why are my appointment types not listed?

A: TopsDPX will load appointment types the day after you go "live" with TopsDPX.  As long as the appointment type is scheduled within the next 30 days, it will upload to TopsDPX at rollover for use in creating Patient Groups.  

If you have appointment types that are less frequently used, we suggest opening a Sunday (or open another closed day) to schedule less-used appointment types under a staff or test chart.  This will need to be done for each location if you have more than one. Make sure that the chart being used to schedule the appointment types has a Reminder preference selected for either Email or SMS. At rollover, the appointment types will be available to use in the drop-down when creating your Patient Groups.

Delete or cancel the appointments from your appointment book after they have uploaded to TopsDPX.

Q: What other information is helpful to know when updating patient records?

A: Please review our Q&A on TopsDPX Patient Records. TopsDPX Patient Records FAQ