How to Take Your Tops Workflow from Good to Great

‍Key Takeaways

• Seamless new patient intake: Gaidge Forms transforms the new patient intake process by offering digital forms that patients can complete at their convenience, ensuring accurate data collection and saving time for both patients and staff. ‍
• Enhanced patient consultations and conversions: Gaidge Consult Manager elevates the patient consultation experience with customizable presentation tools and remote contract acceptance, improving patient understanding and increasing conversion rates. ‍
• Improved patient engagement and communication: TopsDPX provides robust tools for automated appointment reminders, two-way texting, email campaigns, and automated reviews. Not only does this ensure consistent and effective communication with patients, but it also encourages positive feedback while allowing you to monitor & respond to reviews from a centralized dashboard. ‍
• Efficient payment and lab prescription management: TopsPay and EasyRx streamline financial transactions and lab prescriptions, offering flexible payment options and digital prescription forms that enhance accuracy and efficiency, making the entire orthodontic workflow more effective and patient-friendly.

By integrating these products with Tops, your practice can achieve a seamless end-to-end practice management software (PMS) workflow, enhancing patient experience and optimizing operational efficiency from the first appointment to the final lab prescription.

Streamline Your Orthodontic Practice Software Workflow

Streamlining your practice is our top priority, and the robust capabilities of Tops practice management software go well beyond the standard offerings of practice management. Even if your daily workflows work just fine, integrating additional solutions from Tops is a fantastic way to transform your digital workflow for maximum efficiency.  

Let’s take a closer look at some of our additional solutions and how each additional product fits perfectly within the orthodontic workflow. From new patient intake to lab prescription management, Tops has everything you need to take your practice from good to great!    

1. New Patient Intake  

The first step in any orthodontic treatment is the new patient intake process.

By starting the patient journey with Gaidge Forms, you ensure that all necessary information is collected accurately and efficiently, setting a solid foundation to get more patients started quickly while ensuring they are supported for the rest of the treatment process.  

Gaidge Forms streamlines the intake process by offering unlimited, customizable forms that can be filled out by patients before their first visit. This eliminates the need for paper forms and manual data entry, reducing errors and saving time for both staff and patients.  

Benefits:  

• Efficiency: Patients complete forms at their convenience, and your team can track form completion and send reminders for unfinished forms via text, email, website, or QR code. ‍
• Accuracy: Digital forms minimize errors that can occur with manual data entry.  ‍
• Convenience: Patients can fill out forms from any device, making the process more accessible.  ‍
• Customization: We will digitize your current paper forms and utilize our pre-built, HIPAA-compliant templates, and provide you with full control via unlimited forms, edits, users and usage.

By starting the patient journey with Gaidge Forms, you ensure that all necessary information is collected accurately and efficiently, setting a solid foundation for the rest of the treatment process.  

Gaidge Forms is available in the US and Canada.

2. New Patient Exam and Conversion

Once the new patient forms are completed, the next step is the new patient exam and conversion process.

Gaidge Consult Manager is designed to enhance this critical phase by providing a comprehensive solution for consultations.  

Features:  

• Admin task visibility: View all pre- and post-appointment tasks along with completion status in a single, comprehensive dashboard.  ‍
• Treatment plan visualization: Create tailored presentations to help patients understand their treatment options with polished visuals and an interactive payment slider tool. ‍
• Remote contract acceptance and fee collection: Allow patients to remotely accept treatment plans via email and collect payment at the point of presentation. ‍
• Follow-up notifications: Schedule follow-up communications to keep your admin team organized and ensure pending patients aren’t overlooked.  

Benefits:  

• Improved conversion rates: Clear, professional presentations help patients feel more confident in their treatment decisions.  ‍
• Streamlined workflow: Follow-up reminders ensure no patient falls through the cracks.  ‍
• Enhanced patient experience: Personalized consultations make patients feel valued and understood.  

By utilizing Gaidge Consult Manager, you can turn more consultations into conversions, increasing your patient base and ensuring they are well informed about their treatment options.  

Gaidge Consult Manager is available in the US.

3. Patient Engagement with Appointment Reminders, Texting, Email, and Reviews  

Keeping patients engaged throughout their ortho treatment is crucial for successful outcomes.

TopsDPX offers a suite of tools within your PMS designed to enhance patient communication and engagement.  

Features:  

• Automated appointment reminders: Send reminders via text, email, or phone to reduce no-shows.  ‍
• Two-way texting: Communicate with patients, including images, in real-time to answer questions and provide updates.  ‍
• Email campaigns: Send newsletters, updates, and promotions to keep patients informed and engaged.  ‍
• Reviews: Send automated review requests, seamlessly connect with popular review platforms, and monitor & respond to reviews from a centralized dashboard.

Benefits:  

• Reduced no-shows: Automated reminders help ensure patients don’t miss appointments.  ‍
• Improved communication: Two-way texting allows for quick and efficient communication with patients.  ‍
• Enhanced engagement: Regular email campaigns keep your practice top-of-mind for patients.  ‍
• Better patient relationships: Gather valuable patient feedback, improve your online reputation, and make data-driven improvements to your practice.

TopsDPX makes it easy to maintain consistent and effective communication with your patients (all inside of Tops), keeping them engaged and on track with their treatment plans.  

TopsDPX is available in the US and Canada.

4. Payment Solutions  

Handling payments efficiently is a critical component of any orthodontic practice. TopsPay offers a comprehensive payment solution that integrates seamlessly with your existing Tops system.  

Features:  

• Flexible payment options: Offer patients a variety of payment methods, including credit card, ACH, and payment plans.  ‍
• Automated billing: Set up automatic billing to ensure timely payments.  ‍
• Card-on-file: Save time with secure card-on-file features.

Benefits:  

• Improved cash flow: Automated billing and reminders help reduce late payments.  ‍
• Patient convenience: Flexible payment options and an online portal make it easier for patients to pay.  ‍
• Efficient processing: TopsPay offers auto posting, auto reconciliation, and auto deposits, reducing administrative workload and saving your team time, all while reducing errors.

With TopsPay, you can simplify the payment process for both your practice and your patients, ensuring a smooth financial experience.  

TopsPay is available in the US.

5. Patient Education

Educating patients about their treatment is essential for ensuring compliance and successful outcomes. Braces Academy provides a comprehensive platform for patient education.  

Features:  

• Educational Videos: Access a library of videos covering various aspects of orthodontic treatment.  ‍
• Customizable Content: Tailor educational materials to the specific needs of your patients.  ‍
• Accessible Anywhere: Patients can access educational content from any device at any time.  

Benefits:  

• Enhanced compliance: Well-informed patients are more likely to follow treatment instructions.  ‍
• Improved outcomes: Educated patients understand the importance of their treatment plan and are more committed to seeing it through.  ‍
• Reduced chair time: Providing educational materials ahead of appointments can reduce the need for lengthy explanations during visits.  

By leveraging Braces Academy, you can ensure your patients are well-educated about their treatment, leading to better compliance and outcomes.  

6. Lab Prescription Management

Managing orthodontic lab prescriptions can be a complex and time-consuming task. EasyRx simplifies this process by providing a comprehensive lab prescription management system.  

Features:  

• Seamless lab collaboration: Easily manage your in-house lab, or invite any commercial lab to sign up to receive EasyRx cases free of charge.  ‍
• Integrated workflow: Seamlessly integrates with your Tops system, ensuring all data is consistent and up-to-date.  ‍
• Enhanced aligner case tracking: Use the EasyRx Aligner Tracking System to set up a clear aligner workflow to track and manage your aligner cases.  

Benefits:  

• Increased efficiency: Digital prescription forms streamline the appliance process, reducing manual entry and errors.  ‍
• Improved accuracy: Integrated workflow ensures all data is accurate and consistent.  ‍
• Enhanced tracking: Real-time tracking allows you to monitor the status of prescriptions and make informed decisions.  

EasyRx helps you manage lab prescriptions more effectively, ensuring timely and accurate processing.