Managing Child Patients and Dependants

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Halaxy has a number of features that make managing child patients and dependants easier, including:

Creating parents/guardians as contacts, setting the primary contact and sending appointment reminders to the contact

A patient profile with their contacts listed in the Contact Details section

From a patient profile, you can click Add A Contact in the Contact Details section to add contacts. You can also edit an existing contact by clicking the Edit (pencil) icon next to their name on the dependant patient's profile.

One contact can be assigned as the primary contact by ticking the relevant checkbox when adding or editing a contact.

The Add Contact pop-up, with options to let the contact receive the patient's reminders or make this the primary contact.

To ensure that the contact receives reminders for the patient's appointments, select Enabled in the Reminders section. With this option enabled, whenever an appointment reminder is sent to the patient, the contact will also receive it. Note that this will incur an additional credit charge if the reminder is sent by SMS in accordance with our standard rates.

See Emergency Contacts for more information about adding a contact.

Displaying the primary contact on appointments in the calendar

You can edit your calendar preferences to show a patient's primary contact in brackets next to their name on the calendar:

The contact's name is shown in brackets next to the patient's name on the Calendar

To configure your calendar preferences to show the primary contact:

  1. From the calendar, click the Cogwheel icon in the top-right.

    CalendarPreferencesIcon.png
  2. The Calendar Preferences pop-up appears. In the "Patient names" drop-down menu, select "Full details - with primary contact".

    Calendar Preferences pop-up. The "Patient names" drop-down menu is highlighted.
  3. Click Save.

RESULT: Whenever a patient's name appears in the calendar, if they have a primary contact set, the primary contact's name will also appear in brackets.

Including Contacts When Emailing Patients (CC and BCC)

Any of a patient's contacts can be copied into any email you send to the patient. Simply use the "CC patient contact" (or "CC client contact" depending on your patient/client terminology) and/or "BCC patient contact" fields when sending an email and select the contacts you wish to include:

The CC and BCC client contact fields have the patient's mother and sister selected.

When a contact receives an email in this way, it appears in their Message History with a note that they received the email as the patient's contact:

A message in the history is denoted as having been received as a contact of a patient.

Billing a contact on an invoice

You can assign invoices to be automatically billed to the primary contact instead of the patient by default. This allows you to address the invoice to a parent or guardian instead of a patient directly. Please see the linked article for details on how to set up the default payer and invoice automation.

You can also manually select to bill a contact on any given invoice. To do so:

  1. From an invoice, click the cogwheel icon at the top-right hand side of the page.

  2. In the Payer field, ensure the payer is set to Patient.

  3. In the Contact/Family Member field, select the contact you wish to bill.

    InvoiceSummary_Contact.png
  4. Click Save.

RESULT: The invoice is now billed to the contact instead of the patient. When emailing the invoice, you can now select to email it to the contact payer, the patient or another email address:

The Send Invoice Email pop-up. Recipient options for Contact Payer, Patient or Other highlighted.

Alternatively, you can choose to bill the patient but use a contact's card to pay for the invoice.

Pay for an invoice using a contact's payment details

If a contact has card/payment details stored on their profile, you can process a patient's payments using one of their contact's card details instead of the patient's card details. This allows you process payments for a patient using a contact's card without billing the contact directly on the invoice.

To do this, you must enable card sharing for the specific patient-contact relationship when adding/editing a contact for a patient. Card sharing applies only to the specific patient-contact relationship; if you want multiple patients to be able to use the contact's card to pay, you must enable it for each patient-contact relationship separately:

The Edit Contact pop-up. The option "Share Credit Cards" is set to "Enabled".

Image: Enabling card sharing when editing a patient-contact relationship (expand image)

Once card sharing is enabled, you can select the card you want to use whenever you process a payment:

The Add Payment Details pop-up. The Credit Card drop-down menu has multiple cards belonging to different contacts.

Image: Selecting a contact's card details to pay for an invoice (expand image)

Setting up multiple sets of claiming information (e.g. for parents who alternate claiming)

Please see Adding a Second Medicare Claimant (e.g. alternating parent claimants) for more information about how to set up multiple claims. This allows you to choose which claim to use on any given invoice, effectively allowing you to choose which parent/guardian pays or claims a rebate.

Patient age display settings

Whenever a patient's date of birth is displayed, you can configure Halaxy to also display the patient's age in years and/or months. Children under 3 will have their ages displayed in weeks and/or days where relevant.

To configure patient age display settings, click Settings > General and click the Edit (pencil) icon for "Terminology" in the Patient Settings section:

The Settings > General page. Under Patient Settings, the icon next to "Terminology" is highlighted.

This setting also affects the [Patient Age] dynamic term, which can be used in reports and clinical notes.

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