Manage and Review Auto-Pay Plans

Viewing Auto-Payment Plans

Run a list of all patients who have upcoming payments to process or have declined payments. Tops provides a report of all auto-payment plans that can be sorted by any column and highlighted to review selection totals.

The Auto-Pay Plans report allows practices to:

• Identify cards with upcoming expiration dates
• View upcoming processing dates and expected payment amounts
• Identify declined payments or setup errors
• Review merchant mismatches
• Export the report
• Access a patient’s chart or auto-pay plan directly from the report

Access the Auto-Payment Plans Report

1. Click Matrix from the menu bar.
2. Click Auto Pay Plans.

Available Column Headers

• Total Remaining balance
• Next Date for Processing*
• Next Payment Amount
• Payment Status
• Card Expiration
• Card/Account on File
• Merchant *

*Next date for processing  -  displays the oldest declined payment date for TopsPay plans.

Filtering Options:

Use the filters at the top of the window to:

• Filter by payment processor (TopsPay, Manual, or Orthobanc)
• Filter by payment type
• Isolate declined payments
• Identify merchant mismatches

Open a Patient's Auto-Pay Plan

1. Click Matrix from the menu bar.
2. Click Auto Pay Plans.
3. Click a patient’s name.
4. Right-click to open the contextual menu.
5. Click Open Auto-Pay Plan.

The patient’s auto-pay plan will open.

View posted Auto-Pay Plan Detail

Verify processed payments using the Auto-Pay Detail report.

1. Click Reports from the menu bar.
2. Click Auto Pay Detail.
3. Enter your password, then click OK.
4. Verify the list of transactions.

This helps confirm that payments were successfully processed.

Adjust an Auto-Pay Plan

Please reference the additional articles related to TopsPay and Orthobanc auto-pay plan changes.

If you need to adjust an auto-payment plan, you must first deactivate the existing plan. Deactivating the plan removes the historical information from the active plan record and creates a new plan moving forward. You can access the historical payments from the previously active Auto-Pay plan in the patient's chart under the Invoices/Receipts tab.

Important

Before recording a new auto-pay plan:

• Verify all dates are correct
• Ensure all dates are future dates

If a plan is created using the current date or a past date, the auto-pay plan may not function as intended.

For more information, see the article Modifying an Auto-Pay Plan