TopsPay

Alert! Minimum macOS to use TopsPay is 10.15.7

Fees if assessed are typically passed on to the patient:\ Chargeback Fee - $25 (transaction is disputed by the customer)\ ACH Return Item Fee - $15\ Retrieval Fee - $15 (when a customer asks their bank to review a charge)

Check out! How to use TopsPay User Portal here [[\[TopsPay User Portal]]\](https://scribehow.com/shared/TopsPay_User_Portal__4py3Ze_jR2e-3RwJa5fRKQ)

TopsPay Credit Card One Time Payments

- Press COMMAND + T on the keyboard to open the transaction window. - Once the transaction window is open enter patient name and select account holder if applicable from drop down menu. - Select CREDIT CARD PAYMENT TYPE. - Enter the payment amount and Tab. - To identify a payment processed with TopsPay add 'TopsPay' to the ledger note. - Once done click on PROCESS CHARGES AND PAYMENTS. - The credit card window will open - select USE CARD ON FILE if a card has been saved - select USE NEW CARD to enter a card that is not currently on file - CHECK THE BOX to save payment information for future use if applicable. (Card is only saved at time of processing payment) - Select USE CARD. - Once you click on USE CARD the payment will be processed. - The payment will post to the ledger the date it successfully processed.

Alert! If you need to use a processor outside of TopsPay - uncheck the box for USE TOPSPAY, then click on PROCESS CHARGES AND PAYMENTS.

If the one-time credit card payment is declined you will immediately know once you process the payment. A decline message will appear in red in the lower left corner.

You can only enter one TopsPay payment method at a time. If you attempt to add multiple, you will see the message below.

Alert! You can not split a payment between 2 credit cards within the same transaction.

If you close the transaction window without adding the payment you will see the following window.

You will see the transaction CREDIT CARD PAYMENT on the patient ledger for the date the payment successfully processed.

You will see the transaction on the Financial day sheet as CREDIT CARD PAYMENT for the date the payment was successfully processed.

Tip! If you would like to identify TopsPay one-time payments when reviewing the Financial Day Sheet be sure to add "TopsPay" in the ledger note when posting a payment. You will see the ledger note in the Notes column.

The credit card payment will show on the deposit slip as UNDEPOSITED. You will need to allow 2 business days for funding and then it will automatically process on the deposit slip and move to PAST DEPOSITS.

You will not be able to manually process your TopsPay one time payments on the deposit slip because the check box is disabled. They will auto process after the funding period.

TopsPay ACH One Time Payments

- Press COMMAND + T on the keyboard to open the transaction window. - Once the transaction window is open enter the patient name and select the account holder if applicable from the drop down menu. - Select ACH payment type. - Enter the payment amount and Tab. - Once done click on PROCESS CHARGES AND PAYMENTS button. - The ACH window will open - select ACH ON FILE to use an account on file for account holder - select USE NEW ACH ACCOUNT to enter a new account not currently on file - check the box to save payment information for future use - Select USE ACH - If the routing number is invalid you will not be able to select use ACH and will see an error message

Alert! If you need to use a processor outside of TopsPay - uncheck the box for Use TopsPay before clicking on process charges and payments.

You will get the following error message if there is an invalid routing number.

If you close the transaction window without adding a payment, you will see the following window.

You will see the transaction ACH PAYMENT on the patient ledger for the date the payment was successfully processed.

You will see the transaction on the Financial Day Sheet as ACH PAYMENT for the date the payment was successfully processed.

The ACH payment will show on the deposit slip as UNDEPOSITED. You will need to allow 7-10 business days for funding and then it will automatically process on the deposit slip and move to PAST DEPOSITS.

You will not be able to manually process your TopsPay ACH one time payments on the deposit slip because the check box is disabled. They will auto process after the funding period.

TopsPay Insurance Credit Card One Time Payments

Available on Tops Version 9.7 or higher

- Press COMMAND + T on the keyboard to open the transaction window. - Once the transaction window is open enter patient name and select account holder if applicable from drop down menu. - In the fee payment type field select INSURANCE PAYMENT-CREDIT CARD - The window will change to Multi-Claim Insurance Transactions. - Enter the amount of payment, once entered you will see the Use TopsPay checkbox. (The box is checked by default). - Enter PATIENT NAME, ACCOUNT HOLDER and AMOUNT OF PAYMENT. - Select the claim - Click on ADD MULTI-CLAIM INSURANCE TRANSACTION TO TOPS.

If you do not want to process using TopsPay uncheck the box USE TOPSPAY.

- The credit card window will open. - Select USE NEW CARD to enter a card. - Enter the Insurance company name in Card holder name field. - **NOTE: Insurance credit card can not be saved for future use.** - Select CREATE CARD. - Once you click on CREATE CARD the payment will be processed.

- The payment will post to the ledger the date it successfully processed. - The payment amount will be deducted from the remaining expected Insurance. - The payment amount will be deducted from the Insurance 1 remaining benefit.

The Insurance credit card payment will show on the deposit slip as UNDEPOSITED. Once funded it will automatically process on the deposit slip and move to PAST DEPOSITS.

You can see the insurance card payment post immediately in the TopsPay user portal.

TopsPay Credit Card Voids

Available on Tops Version 9.7 or higher.

ACH and Insurance Credit Card Transactions can NOT be Voided.

Once rollover occurs, you cannot void TopsPay payments, you must wait for them to deposit/settle to refund.

- Go to Financial Daysheet: MATRIX > FINANCIAL DAY SHEET - Enter Tops password. - Select the payments tab. - Select the payment and double click to select Void

- Once voided there will be a strike through on the financial day sheet, payment is removed from the patient ledger, and it will appear voided in TopsPay user portal immediately.

- A receipt is created for the void in PATIENT INFORMATION > INVOICES/RECEIPTS TAB.

Voids post immediately in TopsPay user portal.

TopsPay Credit Card Refunds

Available on Tops Version 9.7 or higher.

ACH and Insurance Credit Card Transactions can NOT be Refunded.

- Press COMMAND + T on the keyboard to open the transaction window. - Select +ACCOUNT ADJUSTMENT as normal and REFUND TO PATIENT. - Check the box for USE TOPSPAY to refund a TopsPay transaction. - Select PAYMENT from the list you want to refund. - Once selected click on USE SELECTED TRANSACTION. - Next click PROCESS CHARGES AND PAYMENTS. - The amount selected will be refunded to the original form of payment.

Refunds previously refunded or undeposited will be grayed out and cannot be refunded.

TopsPay Credit Card Auto-Pay Plans

- Navigate to PATIENT INFORMATION >CONTRACTS/LEDGER TAB >AUTO-PAY PLAN - Once in the Auto-pay plan worksheet select CREDIT CARD PROCESSED THROUGH and select TOPSPAY - When adding a card for the first time, select ADD NEW CARD ON FILE - Card numbers are not stored in Tops (numbers are tokenized for security) - Only the last four digits on the card is are visible - Select USE CARD on file to use a saved card - Once the card number is entered click on CREATE CARD button to add. All fields will need to be complete to create card. - If the card number is invalid you will not be able to click on create card. You will need to correct the card number to create card - Enter the auto-pay plan using the QUICK PLAN button as you always have. - RECORD and ACTIVATE the Auto-pay plan - The Plan must be active to process payments

UPDATE EXPIRATION DATE is used for correcting the date if there is a typo. If the card expires and the card holder gets a new card with a new cvv you would select SUBSTITUTE CARD and enter in the new card information. The current card will be replaced with the new card. The previous card will stay on file.

You Do not need to deactivate the auto-pay plan to substitute card or update expiration date.

Auto-pay plans can be deactivated to edit as long as a payment is not queued and in progress.\ (Indicated in the AUTO-PAY PLAN MATRIX >PAYMENT STATUS COLUMN > Status:IN PROGRESS).

Managing Auto-Pay Plan Credit Card Declines

Declines are indicated in red within the Auto-pay plan.

- Navigate to the AUTO-PAY PLAN MATRIX after each processing date: - Select the TOPSPAY DECLINED filter in the menu in upper left corner. - Right click on patient and select OPEN AUTO-PAY PLAN. - Message will let you know when payment method has been declined and gives the option to: - **Setup a different card** - After the card is updated the system will automatically retry the new card within the hour for **ALL** declined payments. - If there is new card info the system will attempt to process the new card on file 1 time. - \*Updated card will be processed for ALL outstanding declined payments if applicable. - **Update the card expiration date**\-Only able to edit expiration date. - **Ignore for now**\-Allows you to review and edit the auto-pay plan if needed. - Clicking on the RETRY DECLINED PAYMENT button (only visible when there is a declined payment). - Marks current card on file as In progress immediately on the Auto-pay plan matrix. - **If you want to process a payment with the current card on file you must click Retry Declined payment.** - **IF there are multiple declines on the account clicking on RETRY DECLINED will process ALL declines.** - Once the payment processes successfully, the text will turn black and - becomes a √. - The ledger date will be the date the payment processed successfully. - The text on the Auto-pay plan button within PATIENT INFORMATION will turn RED when there are declines on the Auto-pay plan.

Alert! The only way to avoid processing ALL declines if there are multiple is to deactivate the Auto pay plan and edit the dates/amounts for when you want to process.

TopsPay ACH Auto-Pay Plans

System Encryption needs to be enabled and the access key installed on the workstation that is being used for ACH Auto-pay plans.

- Click on the ACH TAB within the auto-pay plan worksheet. - Click into ACH PROCESSED THROUGH and Select TOPSPAY. - Complete the banking information. - Enter QUICK PLAN, then RECORD the plan and activate as usual. - If the routing number is invalid you will get an error message and will not be able to activate plan.

TopsPay ACH Reversal

Available on Tops Version 9.7 or higher.

If ACH funds are reversed at the bank level the amount reversed will automatically be added back to the ledger. The PATIENT LEDGER will show the original ACH amount and the TopsPay Reversal as a separate line item. In the ledger note you will see reference to the reversal date and the date of the original transaction.

Each TopsPay reversal creates a new line item on the DEPOSIT SLIP in the PAST DEPOSITS filter with the reversal amount in the withdrawn column.

The FINANCIAL DAY SHEET and TRANSACTION AUDIT TRAIL will show TopsPay reversal under the +ACCOUNT ADJUSTMENT.

For a report of all TopsPay reversals you can run the TRANSACTIONS OF TYPE REPORT using the TopsPay Reversal transaction type.

TopsPay ACH reversals will be indicated in PARENTHESIS on the ACH AUTO-PAY PLAN.

Auto-Pay Plan Matrix

- The AUTO-PAY PLAN MATRIX shows all active auto-pay plans and their payment status. - You will want to review after each processing date to manage declines and merchant mismatches. - Important Filters: - **Payment status**: This will show when a payment is 'IN PROGRESS' during this time you can not deactivate and edit a plan. - **Card expiration**: allows you to get ahead of a card expiring - **Card on file**: you will only see the last 4 on the card. The full card number is no longer visible. - **Merchant account**: The merchant account that the auto-pay plan payment method is associated with. (Each practice location will have its own merchant account).

Merchant Mismatch

- This occurs when the patients assigned office or orthodontist has changed since the payment method was entered. - To correct, you will need to right click on the Auto-pay plan in the matrix. - You will see the window below:Select SET UP CARD UNDER CURREN PATIENT'S MERCHANT. This will re-tokenize the card.(You will need to re-enter the card information to re-tokenize).

Credit card information is not saved on your server. You will need to re-enter the card information if re-tokenization is required.

If the location or doctor was changed in error select 'OPEN PATIENT CHART' and correct. Once corrected, it will no longer show as a Merchant Mismatch.