Guide to AI Suggested Actions

Suggested Actions help you turn information from a file into actions, without you needing to manually enter the data. An AI file summary is a short summary Halaxy creates from an uploaded file, like a referral letter or test results. After you generate one, Halaxy can suggest relevant next steps based on the information it identifies, such as creating or updating clinical records, re-prescribing medications, creating or linking claims and referrals, and more.

When you select a Suggested Action, Halaxy prefills available information for you to review before you confirm it.

Suggested Actions also work on pathology results received through the Sonic Labs integration. Halaxy can add the test results straight to the pathology order you sent, so you don't have to key in each value.

Suggested Actions are free to use and don’t require credits. When AI features are enabled in your group’s general settings, Suggested Actions are automatically available - there’s no additional setup required for individual patients, documents or record types.

How Suggested Actions work

Suggested Actions can appear after you generate an AI file summary from:

Fax messages
Secure messages
Patient profile attachments
Clinical note attachments
Organisation files

They also appear when you open a pathology result in Contacts > Order Results. You don't need to generate a file summary first.

Note

Order results are received through the Sonic Labs integration. From an order result, you can complete Create Patient and Create Pathology Order. Other Suggested Actions may be listed, but they can't be completed from an order result yet.

List of Suggested Actions

Depending on the information identified in the file summary, available Suggested Actions can include:

Suggested Action	What it does after you've confirmed the action
Create or link patient	Creates a new patient or links the information to an existing patient. Available only for AI file summaries generated from organisation attachments, fax messages and secure messages, and for order results that aren't linked to a patient yet
Create or update allergy	Adds an allergy to the patient record, or updates an existing allergy record.
Create or update diagnosis	Adds a diagnosis to the patient record, or updates an existing diagnosis record.
Create Prescription	Creates a draft prescription using information identified in the summary, or re-prescribes an existing prescription for the same medication.
Create Immunisation	Adds an immunisation to the patient record.
Create Order Request (Pathology or Imaging)	Creates a pathology or imaging order request. For pathology results, it can also record the test results on a new order or on one the patient already has. Available only to professions with clinical ordering access.
Create or link claim	Creates a new claim or links to an existing claim.
Create or link referral	Creates a new referral or links to an existing referral. Suggested whenever the file has referral details. If the file also has funder details, create or link the claim first.

When you select a Suggested Action, a form opens with the prefilled information. Review the information and make any changes before confirming the action.

Note

Prefilled fields show a confidence level, which tells you how certain the AI is that the information is correct. “High” means the information is very likely accurate, but you should still review it before you confirm.

Note

If Halaxy identifies a possible matching record, you can link to the existing record or update it instead of creating a new one. For a prescription, you can re-prescribe it instead.

Use a Suggested Action to complete tasks

Generate an AI file summary from the file. For an order result, open the result in Contacts > Order Results instead.
If required, create or link the patient first. (Most other Suggested Actions become available after the patient is linked to the information.)
Click the Suggested Action you want to complete.
In the pop-up, review the identified and prefilled information, which can include:
- Edit the prefilled information.
- Link to an existing record or update an existing allergy or diagnosis, if Halaxy identifies a possible match. You can also re-prescribe a matching prescription.
- Create a new record if no existing record applies, or if you don't want to use the one found.
Click Confirm.

You have successfully used a Suggested Action to quickly complete a task for you. Any other relevant Suggested Actions remain available for you to complete.

Note

Most Suggested Actions can be completed in any order. If the file has funder details, complete Create Claim before Create Referral.

Tip

Need more help? See the guides below for detailed instructions for each Suggested Action.

Tip

Always review AI-generated information before confirming a Suggested Action.

Guides for Suggested Actions

Click on the tabs below to view step-by-step instructions on using Suggested Actions.

Patient and billing

Patient

Creating or linking a patient is possible from file summaries of organisation attachments, fax messages or secure messages, and from order results that aren't linked to a patient yet.
1. Generate a file summary from a file within an organisation attachment, fax message or secure message, or open the order result.
2. Click Create Patient.
3. For the patient record, select New Patient to create a new patient record or Existing Patient if the patient already exists in your Halaxy.
  
  If the AI finds a possible matching patient in your Halaxy, you can select the patient record under Possible matches. If no match is found, you can click search manually to manually find the patient record.
4. Fill in the fields with the patient's details.
  
  The fields are prefilled with information extracted from the AI file summary. You can edit the fields as necessary. When you do, click Use this to switch back to the AI extract.
5. Click Confirm.
You have successfully created or linked a patient record. For an order result, the result is now linked to the patient and its other Suggested Actions become available.
Claim

Create Claim is available once a patient is linked or created from the file summary. This is also available if the file is already within the patient's clinical notes.
1. Click Create Claim.
2. In the pop-up, fill in the required fields with the patient's claim details.
  
  The fields are prefilled with information extracted from the AI file summary. You can edit the fields as necessary. When you do, click Use this to switch back to the AI extract.
  
  If the patient already has an active claim for the same funder, the pop-up shows how many were found, for example 1 Active Claim For This Funder Found. Use the buttons below it to choose what to do:
  - Create new claim: Creates a new claim using the details shown in the pop-up.
  - Link existing claim: Links the file to an existing claim. Select the claim you want to link to. The claim itself isn't changed.
  A banner below the buttons explains what will happen when you confirm. To check an existing record first, click the icon next to its name to open it in a new tab.
3. Click Confirm.
You have successfully created or linked a claim record for the patient.
Referral

If the file has referral details, a Suggested Action may be to create a referral. If the file also has funder details, create or link the claim first. If the file has no claim, you choose which existing claim to link the referral to.
1. Click Create Referral.
2. In the pop-up, fill in the fields with the referral details.
  
  The fields are prefilled with information extracted from the AI file summary. You can edit the fields as necessary. When you do, click Use this to switch back to the AI extract.
3. Click Confirm.
You have successfully created a referral for the patient.

Clinical records

Allergy

Create Allergy is available once a patient is linked or created from the file summary. This is also available if the file is already within the patient's clinical notes.
1. Click Create Allergy.
2. In the pop-up, enter the following:
  - Substance: Enter or select the substance from the list.
  - Type: Select whether the patient's reaction to the substance is an allergy or an intolerance.
  - Onset Month and Onset Year: Enter the month and year of the approximate date when the allergy first occurred.
  - Severity: Select the severity of the allergy or intolerance.
  - Reaction / Manifestation: Enter the patient's reactions to the substance and select it from the list.
  - Clinical status: Select the clinical status for the allergy or intolerance.
  - Verification status: Select the verification status for the allergy or intolerance.
  - Comments: Enter any additional information related to the allergy or intolerance.
  The fields are prefilled with information extracted from the AI file summary. You can edit the fields as necessary. When you do, click Use this to switch back to the AI extract. The Substance and Reaction manifestation fields let you search and select a match from Halaxy's medical dictionary.
  
  If the patient already has a published allergy record for the same substance, the pop-up shows how many existing records were found, for example 1 Existing Record Found. Use the buttons below it to choose what to do:
  - Create new record: Adds a new allergy record alongside the existing one.
  - Update existing record: Updates the existing allergy record. Select the record you want to update. The type and onset can't be changed.
  A banner below the buttons explains what will happen when you confirm. To check an existing record first, click the icon next to its name to open it in a new tab.
3. (Optional) If Halaxy's AI finds more than one allergy in the document, they are grouped into one Create Allergies action. Review each allergy in turn, clicking Next to move to the next one or Back to return. The heading of each allergy shows a label for the mode you selected, such as New record or Update. Use the Skip this record toggle to leave an allergy out.
4. Click Confirm. Only the records you keep are created, and a summary shows what was created or skipped.
You have successfully created or updated an allergy record for the patient.
Diagnosis

Create Diagnosis is available once a patient is linked or created from the file summary. This is also available if the file is already within the patient's clinical notes.
1. Click Create Diagnosis.
2. In the pop-up, enter the following:
  - Diagnosis: Enter the diagnosis and select it from the list.
  - Onset Month and Onset Year: Enter the month and year of the date when the condition first occurred.
  - Body Site / Laterality: Enter the location or region of the body that is affected and select it from the list.
  - Status: Select the status of the problem or diagnosis.
  - Verification status: Select the verification status of the problem or diagnosis.
  - Comments: Enter any additional information related to the problem or diagnosis.
  The fields are prefilled with information extracted from the AI file summary. You can edit the fields as necessary. When you do, click Use this to switch back to the AI extract. The Diagnosis and Body Site / Laterality fields show the extracted text, with matching terms from Halaxy's medical dictionary listed for you to select. An exact match is selected for you.
  
  If the patient already has a published diagnosis for the same condition, the pop-up shows how many existing records were found, for example 1 Existing Record Found. Use the buttons below it to choose what to do:
  - Create new record: Adds a new diagnosis record alongside the existing one.
  - Update existing record: Updates the existing diagnosis record. Select the record you want to update. Only the Status, Verification status and Comments can be changed.
  A banner below the buttons explains what will happen when you confirm. To check an existing record first, click the icon next to its name to open it in a new tab.
3. (Optional) If Halaxy's AI finds more than one diagnosis in the document, they are grouped into one Create Diagnoses action. Review each diagnosis in turn, clicking Next to move to the next one or Back to return. The heading of each diagnosis shows a label for the mode you selected, such as New record or Update. Use the Skip this record toggle to leave a diagnosis out.
4. Click Confirm. Only the records you keep are created, and a summary shows what was created or skipped.
You have successfully created or updated a problem or diagnosis record for the patient. The new or updated record is published directly to the patient's clinical notes.
Immunisation

Create Immunisation is available once a patient is linked or created from the file summary. This is also available if the file is already within the patient's clinical notes. This action only appears when a vaccine name is found in the document.
1. Click Create Immunisation.
2. In the pop-up, enter the following:
  - Vaccine Name: Enter or select the vaccine from the result list.
  - Date of Administration: Enter the date the vaccine was given.
  - Vaccine Batch / Lot Number: Enter the batch or lot number, if known.
  - Body Site: Enter the location where the vaccine was administered.
  - Route: Select the route of administration, if known.
  - Status: Select whether the immunisation was completed, entered in error, or not done.
  The fields are prefilled with information extracted from the AI file summary. You can edit the fields as necessary. When you do, click Use this to switch back to the AI extract. The Vaccine Name and Body Site fields let you search and select a match from Halaxy's medical dictionary.
3. (Optional) If Halaxy's AI finds more than one Immunisation in the document, click Next to review the next immunisation and use the Skip this record toggle to skip an immunisation.
4. Click Confirm. Only the records you keep are created, and a summary shows what was created or skipped.
You have successfully created an immunisation record for the patient.

Note

Suggested Actions can create a new immunisation record, but they can't update an existing one. To change an existing immunisation, edit it in the patient record.

Clinical orders

Prescription

Create Prescription is available once a patient is linked or created from the file summary. This is also available if the file is already within the patient's clinical notes.
1. Click Create Prescription.
2. In the pop-up, enter the following:
  - Medication: Enter or select the drug from the results list.
  - Dosage instructions: Enter the directions for administration.
  - Repeats and dispense quantity: Enter any repeats or quantity if necessary.
  - Note to pharmacy: Enter any notes for the pharmacy.
  If the patient already has a published prescription for the same medication, the pop-up shows how many existing prescriptions were found, for example 1 Existing Prescription Found. Use the buttons below it to choose what to do:
  - Create new prescription: Creates a new prescription from the document details only. Nothing is carried over from the existing prescription.
  - Re-prescribe: Creates a new prescription for the same medication, keeping the details of an earlier prescription and applying the values from the document over the top. Select the prescription to re-prescribe from. Its repeats, dispense quantity and the date it was prescribed are shown. The earlier prescription isn't changed.
  A banner below the buttons explains what will happen when you confirm. To check an existing record first, click the icon next to its name to open it in a new tab.
3. (Optional) If Halaxy's AI finds more than one medication in the document, they are grouped into one Create Prescriptions action. Review each prescription in turn, clicking Next to move to the next one or Back to return. The heading of each prescription shows a label for the mode you selected, such as New record or Re-prescribe. Use the Skip this record toggle to leave a prescription out.
4. Click Confirm. Only the records you keep are created, and a summary shows what was created or skipped.
You have successfully created a draft prescription. Open it from the patient's clinical notes to complete the remaining details, then publish it as a paper, electronic, or barcode prescription.
Clinical Order (Pathology or Imaging)

Create Pathology Order and Create Clinical Imaging Order are available if a patient exists, and they are only available to professions with clinical ordering access.

If the file or order result contains pathology test results, see the Pathology results tab.
1. Click Create Pathology Order or Create Clinical Imaging Order.
2. In the pop-up, enter the following:
  - Ordering Practitioner: Enter the ordering practitioner.
  - Order Date and Time: Enter the date and time.
  - Ordering Tests: Enter the tests for the order.
  The fields are prefilled with information extracted from the AI file summary. You can edit the fields as necessary. When you do, click Use this to switch back to the AI extract. The Diagnosis field lets you search and select a match from Halaxy's medical dictionary.
3. Click Confirm.
You have successfully created a pathology or imaging order for the patient as a draft. Open it from the patient's clinical notes to complete and publish it.
Pathology results

When results come back from the lab, Create Pathology Order brings the test results across as observations, so you don't have to enter each value by hand. You can record them on the order you sent to the lab, or on a new pathology order.

This is available when:
- You open an order result received through Sonic Labs.
- You generate an AI file summary of pathology results in a fax message, secure message or uploaded file.
The result must be linked to a patient, and you need clinical ordering access.
1. In Contacts > Order Results, open the order result, then click Create Pathology Order. For a fax message, secure message or file, generate an AI file summary first, then click Create Pathology Order.
2. In the pop-up, choose where to record the results:
  - Create new order: Creates a new pathology order for the results. Review the Ordering Practitioner, Order Date and Time and Ordering Tests fields.
  - Link existing order: Records the results on a published pathology order the patient already has. Select the order the results belong to. The order itself isn't changed, and no tests are added to it.
3. Under Observations, review the results for each test. Each test has its own card showing the value, units and reference range of each observation. Values the lab flagged, such as High or Low, show a label. You can:
  - Untick an observation to leave it out.
  - Click Edit to review or change an observation's details.
  - Under Coded test, select which test on the order the card is recorded against. A card that doesn't match a test on the selected order isn't recorded unless you select one.
  - Check the Coded observation. If the lab didn't send a code, Halaxy's AI suggests one and shows a confidence level. You can select a different one, or click Use this to switch back to the suggestion.
4. Click Confirm.
You have successfully recorded the pathology results:
- If you linked an existing order, the observations are added to its tests and the order result is linked to it.
- If you created a new order, it's saved as a draft with the results attached. Open it from the patient's clinical notes to complete and publish it.
Choosing an order
- The pop-up shows how many matching orders were found, for example 1 Existing Order Found.
- Each existing order shows its tests and how many of the result's tests it covers, with the closest match first. If only one order covers every test in the result, it's selected for you.
- A banner below the buttons explains what will happen when you confirm.
- To check an existing order first, click the icon next to its name to open it in a new tab.
- If the test in the result can't be identified, select it under Ordering Tests first. The search for existing orders starts once a test is selected.
Note

If no existing order matches, Link existing order isn't available.

Results that arrive in parts

Labs sometimes send results for the same order in parts. When more results arrive for an order result you've already recorded:
- Create Pathology Order becomes available again and opens on the linked order, marked Already linked.
- Observations already on the order are marked Recorded and can't be selected, so only the new results are added.
- To use a different order instead, click the link below the order summary. Observations already recorded stay on the previous order.
Note

These labels only appear for order results, not for fax messages, secure messages or files. If you record the same fax message, secure message or file again, its results are added again.

Tip

You can also link results to an order manually from the order result. See Manage and view clinical order results.