Invoice Format

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Your invoice contains all the information needed to manage your practice, track the financial performance of your practice and provide patients and funding bodies with clarity about the fees owing, while meeting the requirements of funding bodies. Invoices contain information about:

  • About you, your practice details and your professional registration based on what you entered in your profile;
  • The patient (based on their profile), appointment information and any referral information; and
  • Fees (based on the fee you selected when you made the appointment), claims and billing, payments and invoice status (e.g. paid, not yet paid, etc).

When printed, invoices automatically include headers and footers with your letterhead and logo, if you have added them to your invoice template. You can add and tailor your invoice header and footer by going to your Profile and then the Settings page.

Invoices are separated into sections described in depth below.

Invoice status, name and number

Printed and emailed invoices are automatically called:

  • Tax Invoices if the invoice fees contain tax; or
  • Invoices if the invoice fees do not contain tax.

Invoice numbers are set automatically, but you can custom-set invoice numbers on the Payments page.

The invoice status confirms whether the invoice has been paid or not. There are three invoice statuses: Fully Paid, Not Yet Paid and Partially Paid. The invoice status automatically changes when an electronic payment is made through Halaxy or when you click the Mark as Paid button at the bottom of the invoice to document that a payment has been made.

Practitioner and identification information

Invoices automatically include your name as well as your practice name, location, and practice identification (e.g. practice or company registration numbers). To edit your practice information on the invoice, click the Edit icon in the Practitioner section and make and save the changes required. This also changes the practice information on your profile.

Invoices also automatically include your professional registration (if required for your profession in your country) and provider numbers or identifiers, which provide proof of your professional status and your eligibility for claims and rebates from funding bodies. To edit your professional registration and provider eligibility identifiers (e.g. provider numbers), click the Edit icon next to the Identification section, and make and save the changes required. This also updates your identification information in your Identifications page.

Locations for appointments held at locations other than your practice locations (e.g. home visits or appointments at organisations or other addresses) are recorded automatically below your provider numbers.

You can also add logos and letterheads to your invoices, on your Settings page of your profile.

Patient information

Invoices include key information about the patient who you treated during the appointment, including his/her name and address. If a patient's preferred name differs to their formal given name, their formal given name is used on their invoices (whereas their given name is used on their appointments, reminders and patient profile).

To edit the patient's information, click the patient's name on the invoice and make and save the changes required. This also updates information in the patient's profile.

Claim and referral information

Invoices include a patient's claiming information for the funding body associated with the fee for the invoice. The fields are determined by the type of appointment and referral that you entered on the patient's Funding page of their profile. The information in those fields (e.g. their membership number) is determined by what is entered in the fields on the patient's Funding page of their profile.

You can edit the claiming information by clicking the Edit icon next to the claim fields, and making and submitting the changes. Updating this information also updates the patient's claiming information on the patient's Funding page of their profile.

Referral information is also listed in this section of the invoice, based on the referral information contained on the patient's Funding page of their profile. You can update this information by clicking the Edit icon next to the Referral fields, and then updating and saving the information. Changing this information on the invoice also updates the patient's referral information on the patient's Funding page of their profile.

Fees information

Invoices include the date of the appointment, along with the fee name, item code and amount, along with any tax charged. You can remove a fee from an invoice by clicking the Delete icon next to the fee (you can also delete the whole invoice). You can edit any fee details specifically for this appointment by clicking the Edit button, and making the changes required to fee name, amount, tax or date (the total fee is automatically updated whenever you make changes to amount or tax); you can see this in this mini-video.

Making changes only updates information for this particular invoice and not to the fee on your Fee List. Therefore changing the fee information in this way is particularly helpful where you wish to increase or decrease the fee on a one off basis for this particular patient.

Adding additional fees

You can add another fee to the invoice by clicking the Add Another Fee button and selecting the fee. If the fee is not in your Fee List, you can add the fee to your Fee List by importing it from the Halaxy fee database or by adding all the fee information yourself to add the fee to your Fee List.

Amalgamating and grouping past unpaid fees onto the current invoice

You can add past unpaid fees onto the current invoice or you can combine paid and unpaid fees onto the one invoice, by clicking the amalgamation icon in the Fees & Charges section next to the Fees Total. Select either Unpaid invoices or All invoices. Depending on what you picked, a list of fees appears, from which you can select the fees that you want to add onto the current invoice. Click Save to add the fees onto the invoice.

For partially paid or partially pending claims (such as bulk billing claims) these claims will appear in the All invoices list.

Adding invoice discounts

You can easily add a discount to any invoice, which reduces the amount that the patient (or funding body) is required to pay for the invoice. The discount is applied to the whole invoice.

Click the Mark as Paid button on the invoice, then click the payment Method drop-down menu. Scroll through the drop-down menu and select Add a discount. You can then apply a discount either as:

  • An amount - e.g. typing $25 subtracts $25 from the invoice total; or
  • A percentage of the fees - e.g. typing 25% reduces a total fee of $100 by 25% to be $75.

After you click the Process button, the discount is applied to the Total fee of the invoice, with discounts recorded in your financial reports.

Deleting and voiding fees

You can remove fees from an invoice before the invoice has been paid. Click the delete icon (which looks like a cross) and choose whether you want to:

  • Void the fee: which hides the fee from the invoice but keeps a record of the fee having been on the invoice in the Invoice summary - this is relevant when you need to keep a record of the fee for auditing purposes but do not want it to be shown on the invoice;
  • Delete the fee: which removes the fee completely from the invoice; or
  • Move the fee: which moves the fee to another invoice. You can also move the fee to a new invoice.

Payments information

The payments section documents (a) which payments have been made to you, (b) by which payment method and (c) when they have been made. It is also where you can process patient fee payments electronically in one click, process rebates paid to you electronically and bill funding bodies for your services.

Payments made

The payments section documents how an invoice has been paid based on payment method and amount, for both full and partial invoice payments. For example, if an appointment's fee amount is $221.25 and $100 has been paid in cash today for the appointment, the invoice lists the date of the payment, the payment method (cash) and the amount paid ($100), with the outstanding amount listed below. To add a payment made, click Mark as Paid, select the payment method and amount, and click Save. Note that payments processed electronically through Halaxy are automatically recorded in the Payments made section for you, so you do not need to record the payment yourself.

Payments processing

Australian-based practitioners can process payments electronically through Halaxy in one click, saving your practice significant time and effort. If the patient's payment details have been added, click the Process Payment button to process the payment in one click; if the patient's payment details have not been added, click the Add Payment Details button to add their payment details, and then process the fee payment automatically.

Bill funding bodies

When you provide treatment or assessment services for patients and the fees are directly billed to a funding body, you can click the Bill Funding Body button to enable the invoice to be billed to the funding body.

For Medicare or DVA claims in Australia, you can process rebate claims electronically by clicking the Process Bulk Bill button, for the rebate to be provided to you by Medicare overnight - this is how you process bulk bill claims.

Mark as Paid

Click the Mark as Paid button to manually mark an invoice as having had a payment made for it, and change the status of the invoice to reflect a payment has been made - for example from Not Yet Paid to Fully Paid, or from Not Yet Paid to Partially Paid. Click Mark as Paid, record the payment method and the payment amount. The payment method and amount is recorded in the Payments made section of the invoice.

Patient claim processing

Main article: Online Medicare rebates claiming

For invoices covered by Medicare or DVA in Australia, you can process rebates online for your patients by clicking the process Medicare Rebate button, with Medicare providing their rebates to them overnight.

Notes

You can add notes to a particular invoice - e.g. further patient information or your account details - in the Notes section. Click the Edit button and type in your notes (which you can format by making some or all of the text bold, italics or underlined). The Notes then appear on the invoice when printed or emailed.

How do I change the number of appointments available under a referral? (e.g. appointment limit)

You can change the number of appointments available under a referral when you add or edit the referral (on the appointment, invoice or the patient's funding page); change the number of appointments available in the Appointments Limit field.

Why is my appointment not showing the referral/ why is the referral displaying as invalid?

There are a number of reasons why the referral may be invalid or not showing. This includes the patient may have exceeded their appointment limit, or the expiry date may have passed, or there is a problem with who the referral has been assigned to. You can change these when you add or edit the referral (on the appointment, invoice or the patient's funding page).

How do I group existing fees and invoices for a patient onto the one invoice?

Click the group icon below the fee on an invoice to group fees and invoices onto this invoice.

How do I change the fee amount that I charge on an invoice on a one-off basis (i.e. only on this invoice)?

Click the Edit icon next to the fee on the invoice and change the fee amount for this invoice (the fee is only changed on this invoice, and not on your Fee List or on other invoices).

How can I apply a discount to a payment for an invoice/appointment?

You can apply a discount for patients by clicking the Mark as Paid button in the Payments section of the invoice and then clicking the payment Method drop-down menu.

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