1. Halaxy Help Guide
  2. Patient Management
  3. Clinical Records

Guide to AI Suggested Actions

Suggested Actions help you turn information from a file into records in Halaxy with less manual data entry. After you generate an AI file summary, Halaxy can suggest relevant next steps based on the information it identifies, such as creating clinical records, prescriptions, claims, referrals and more.

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

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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

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

  • Fax messages

  • Secure messages

  • Patient profile attachments

  • Clinical note attachments

  • Organisation files

Note

If a field is prefilled with AI file summary extract, the confidence level shows how certain the AI is that the information is correct. “High” means the data is very likely accurate, but it’s still good practice to quickly review it before confirming.

List of Suggested Actions

Note

Most users currently have access to Create or link patient, Create or link claim and Create or link referral. The remaining are available to early access users.

To request early access, contact Halaxy at community@halaxy.com.

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

Suggested Action

What it does

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

Create Prescription

Creates a prescription using information identified in the summary.

Create Allergy

Adds an allergy to the patient record.

Create Diagnosis

Adds a diagnosis to the patient record.

Create Immunisation

Adds an immunisation to the patient record.

Create Order Request (Pathology or Imaging)

Creates a pathology or imaging order request.

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.

Action is suggested only after a claim has already been created or linked.

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

If Halaxy identifies a possible matching record, you can link to the existing record instead of creating a new one.

Use a Suggested Action to complete tasks

  1. After you generate an AI file summary, Suggested Actions appear when relevant information is identified.

  2. If required, create or link the patient first. (Most other Suggested Actions become available after the patient is linked to the information.)

  3. Click the Suggested Action you want to complete.

  4. In the pop-up, review the identified and prefilled information, which can include:

    • Edit the prefilled information.

    • Link to an existing record if Halaxy identifies a possible match.

    • Create a new record if no existing record applies.

  5. Make your required changes, then 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. Create Referral becomes available only after a claim has been created or linked.

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 only possible from file summaries of organisation attachments, fax messages or secure messages.

    1. Generate a file summary from a file within an organisation attachment, fax message or secure message.

    2. Click Create Patient.

      Suggested-Actions-01.png

    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.

      Suggested-Actions-02.png

      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 will be 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.

      Suggested-Actions-03.png

    5. Click Confirm.

    You have successfully created or linked a patient record.

  • 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.

      Suggested-Actions-04.png

    2. In the pop-up, fill in the required fields with the patient's claim details.

      The fields will be 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.

      Suggested-Actions-05.png

      If a claim already exists, you can link to an existing claim instead. Under the Possible matches, select the matching claim in the list.

      Suggested-Actions-06.png

    3. Click Confirm.

    You have successfully created or linked a claim record for the patient.

  • Referral

    After creating or linking the file to a claim, you may be suggested to create a referral.

    1. Click Create Referral.

      Suggested-Actions-07.png

    2. In the pop-up, fill in the fields with the referral details.

      The fields will be 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.

      Suggested-Actions-08.png

    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.

      Suggested-Actions-12.png

    2. In the pop-up, configure the following:

      Suggested-Actions-13.png

      • 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 will be 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.

    3. (Optional) If Halaxy's AI finds more than one allergy in the document, click Next to review the next allergy and use the Skip this record toggle to skip an allergy.

    4. Click Confirm. Only the records you keep are created, and a summary shows what was created, skipped or failed.

    You have successfully created 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.

      Suggested-Actions-14.png

    2. In the pop-up, configure the following:

      Suggested-Actions-15.png

      • Diagnosis: Enter or select the diagnosis from the dropdown.

      • 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.

      • 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 will be 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. (Optional) If Halaxy's AI finds more than one diagnosis in the document, click Next to review the next diagnosis and use the Skip this record toggle to skip a diagnosis.

    4. Click Confirm. Only the records you keep are created, and a summary shows what was created, skipped or failed.

    You have successfully created a problem or diagnosis record for the patient.

  • 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.

      Suggested-Actions-19.png

    2. In the pop-up, configure the following:

      Suggested-Actions-20.png

      • 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 will be 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, skipped or failed.

    You have successfully created an immunisation record for the patient.

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.

      Suggested-Actions-10.png

    2. In the pop-up, configure the following:

      Suggested-Actions-11.png

      • 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.

    3. (Optional) If Halaxy's AI finds more than one medication in the document, click Next to review the next prescription and use the Skip this record toggle to skip a prescription.

    4. Click Confirm. Only the records you keep are created, and a summary shows what was created, skipped or failed.

    You have successfully created a prescription. You can now 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. Only available to professions with clinical ordering access.

    1. Click Create Pathology Order or Create Clinical Imaging Order.

      Suggested-Actions-16.png

    2. In the pop-up, configure the following:

      Suggested-Actions-17.png
      Suggested-Actions-18.png

      • 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 will be 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.

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