TopsPay Overview
TopsPay Overview
TopsPay is Tops’ fully integrated payment processing solution, allowing your practice to securely accept, process, and manage electronic payments without leaving Tops. Because payment processing is built directly into Tops, payment activity is automatically recorded in the patient’s ledger, helping reduce manual entry while keeping financial records accurate.
Whether you’re collecting a payment during checkout, processing an insurance credit card, accepting an ACH payment, enrolling a patient in recurring payments, or reviewing payment activity, TopsPay helps streamline your office’s financial workflow.
Did You Know?
Many practices use TopsPay only to process in-office patient payments, but TopsPay includes many additional features designed to simplify payment collection, improve financial visibility, and reduce administrative work. Explore the features below to ensure you’re getting the most from your TopsPay account.
Why Practices Choose TopsPay
Payment Collection
1) Patient Credit & Debit Card Payments
Accept credit and debit card payments directly within Tops while simultaneously posting the payment to the patient’s ledger. Payments can be applied to contracts, account balances, and other financial transactions without duplicate entry.
2) Insurance Credit Card Payments
Process insurance credit card payments directly through Tops, eliminating the need to use a separate payment application while maintaining an accurate insurance payment history.
3) ACH (Direct Bank Account) Payments
Accept ACH payments directly through Tops for eligible transactions. ACH processing provides practices with an additional electronic payment option that typically carries lower processing costs than credit card transactions.
Simple, Predictable Pricing
TopsPay offers a flat processing rate for all credit and debit card transactions, regardless of the card brand, card type, transaction amount, or financial institution. Straightforward pricing makes processing costs easy to understand without tiered or variable card rates.
Patient Convenience
Cards on File
Securely store one or more payment methods on a patient’s account for future use. Add new cards as needed, hide cards that are no longer used, and securely manage stored payment methods without retaining sensitive payment information within your practice.
Auto-Pay Plans
Automate recurring patient payments using securely stored payment methods. Auto-Pay plans help improve collection rates while reducing the need for monthly payment reminders.
Practices can create, deactivate, reactivate, or update Auto-Pay plans at any time without incurring any additional TopsPay fees, providing the flexibility to adjust payment arrangements as treatment progresses. Whether updating the payment method or creating a new Auto-Pay plan, Tops retains a history of previous plans along with all successfully processed payments, providing a complete record of the patient’s payment arrangements over time.
Office Efficiency
Integrated Patient Ledger
Every TopsPay transaction is automatically recorded in the patient’s financial ledger, providing a complete history of payments, refunds, and adjustments without requiring duplicate documentation.
Same-Day Transaction Voids
If a payment was processed in error, it can be voided the same day before the transaction settles, preventing the charge from being finalized.
Refund Processing
Process full refunds directly through Tops while maintaining an accurate patient ledger and complete payment history.
Deposit Reconciliation
Use the Deposit Slip to complete your daily deposit reconciliation for cash, checks, and other non-TopsPay payment types. TopsPay transactions are automatically funded to your practice’s designated bank account after settlement and do not require manual deposit processing within Tops.
Financial Visibility
TopsPay Portal
Access the TopsPay Portal for additional merchant tools and reporting beyond what is available within Tops. Review approved, declined, failed, voided, and refunded transactions, monitor deposits and processing fees, manage disputes, and update merchant account settings.
Peace of Mind
Secure Payment Processing
Sensitive payment information is securely managed through TopsPay, reducing the need for your practice to handle or store payment card information.
One Team for Support
Need assistance with a payment, terminal, deposit, merchant account, or other TopsPay feature? Simply contact Tops Support. Our team provides a single point of contact for both Tops and TopsPay support.
Benefits at a Glance
- Fully integrated with Tops
- Eliminates duplicate payment entry
- Accepts patient credit cards, debit cards, insurance credit cards, and ACH payments
- Flat-rate pricing for all ACH payments
- A single processing rate for all credit and debit card transactions
- Securely stores multiple payment methods
- Supports recurring Auto-Pay plans
- Same-day transaction voids
- Full refunds processed directly through Tops
- Quickly resolve declined payments by viewing the decline reason and retrying with the same or a different payment method.
- Automatic funding of TopsPay deposits
- Detailed merchant reporting through the TopsPay Portal
- One support team for both Tops and TopsPay
Coming Soon
The Auto-Pay Plans window will soon display each patient’s current copay balance, making it even easier to identify accounts that may need attention before the next scheduled payment.
New to TopsPay?
Visit the TopsPay How-To Guides, Knowledge Base Articles and the webinar from our Fast and Focused Webinar series to learn how to process your first payment, manage Cards on File, create Auto-Pay plans, and access the TopsPay Portal.
Need Help?
If you’d like to learn more about a specific TopsPay feature or have questions about the features available with your location, contact Tops Support. Our team can help answer questions, and ensure you’re getting the most from TopsPay.