Your location/s and practice hours are recorded on the Locations page within your Profile, and are used on invoices, directories and patient reminders, as well as in your calendar bookings.
You can create rooms and facilities, which will assist you in managing your practice.
Halaxy also enables you to record multiple locations and multiple practice hours, even on the one day.
Viewing locations, practice hours, directory and online bookings preferences
You can view your locations and practice hours by clicking the Profile tab and selecting Locations. When you are on any page within your Profile section, click the Locations heading to take you to the Locations page. Each location is listed, along with you and any other practitioner who treats patients at that location.
You can view a specific practitioner's practice hours and online bookings preferences at a particular practice location by clicking their name listing next to the practice location details. Their hours and online bookings preferences appear below their name.
You can add as many practice locations as you need with invoices automatically set with the correct practice location based on your practice hours.
Adding a new location
To add a new practice or add a new location to your list of existing practices, click the Add Location button at the top right of the Locations page. Complete the required information on the Add Location page, including practice name, company number and location. You can also select which practitioners or all practitioners practice from this new practice location.
Set a colour for the location (just like you can do for appointments and for the background colour on your account).
Add phone numbers by clicking the Add New Phone button and selecting the type of number (e.g. landline), and adding the phone number. In group practices, you can link a phone number to a particular practitioner by selecting the practitioner's name from the dropdown menu next to the phone number; if no practitioner's name is selected, the phone number is applied to the group practice as a whole.
Setting a main practice location
You can set a practice location as your default main practice location when you set your practice hours. Setting a practice location as your default practice automatically sets the practice as the practice on your appointment, reminder and invoice when an appointment is made outside of your practice hours.
Editing location details
To edit or make changes to a practice location that you have already entered, click the Edit button in the location box, and add or change the information required. You can also use this form to add more phone numbers (including fax numbers) to the location.
Adding a location-specific invoice template
Your invoices and reports will use the default template you set and you can also choose to tailor invoice templates for each location.
To tailor an invoice template to a location, click the Add template button and you can edit your header, footer and also any general notes (e.g. such as payment terms) for your invoices, and also add any logos. You can choose to apply the changes to all invoice templates for the location or just for invoices in the future.
Adding a room or equipment to your location
You have the option of either adding rooms such as Exam Room 1, Exam Room 2 or equipment such as an X-Ray to your practice. You will be able to select these rooms or equipment when you make an appointment in your Calendar.
To add a new room or equipment to your practice, click the + Add a room / equipment button in the Rooms / Equipment section.
If you are adding an existing room/ equipment from another clinic to this location, click the Existing drop-down menu and choose the location. Otherwise select Add new room/equipment . Complete the required information on the Add Room / Equipment at (name of practice) pop-up window, including Room or Equipment Name and Description (if required). You can also select particular practitioners to have access to this room/equipment from this location. If you do not select anyone then all practitioners will have access.
Viewing and removing/archiving practitioners from a particular location in group practices
Practitioners listed on your Users page are shown next to each location.
Where a practitioner in your practice sees patients at one of your practice locations but does not see patients at another of your locations, you can remove a practitioner from the practice location where they do not see patients, which means the location does not appear as a location option on the calendar when an appointment is made for them, on your Locations page for that location or on directory profiles for that location (ensuring that patients cannot make an online booking with the practitioner at that location).
If the practitioner has never seen patients at that location, you can delete them from the location (you cannot undo practitioner-location deletions); if the practitioner has seen patients at the location, you can archive them. Archived or deleted practitioners do not appear on the calendar or online bookings for that particular location.
You can also "unarchive" an archived practitioner from a specific practice location by clicking the cross next to their name at the location, and clicking the Unarchive option. After you save, the practitioner appears on the calendar for that particular location.
Adding practitioner-specific company registration numbers (e.g. ABNs)
As well as adding company registration numbers for practices and practice locations, you can add specific company registration numbers/ABNs for each practitioner, which appear on practitioners' invoices. The ABN in Use field underneath the practitioner's name shows the ABN that appears on practitioners' invoices. Click the Edit icon on the right of the ABN in Use field to add the practitioner's own ABN. After you click the Save button, the practitioner's own ABN is shown on their invoices.
Adding practice hours
You can add practice hours for a specific location and for a specific practitioner by clicking the Edit icon that appears in the Hours box next to the practice location on the Locations page. Default opening hours are set as Monday to Friday, 9am to 5pm.
You can add your practice hours on a weekly, fortnightly, three-weekly or four-weekly basis per practice location. For example, if you use a weekly schedule and select hours for Tuesdays, you are at the same practice location and for the same practice hours each Tuesday; if you use a fortnightly schedule to manage your practice hours and locations for Tuesdays, you have different practice locations and/or practice hours on Tuesdays with your schedule alternating fortnightly.
Select the frequency from the drop down menu and the start date. Click the Add New button and select the day of the week, the earliest time that you see patients and then the time that you stop seeing patients, or have a break where you do not see patients. For example, if you see patients from 9 to 5pm with no break for lunch, select 9am as the opening time, and 5pm as the closing time; if you see patients between 9am and 12 noon, and then again between 2pm and 5pm, click 9am as the opening time and 12 noon as the closing time, then select 2pm as the opening time and 5pm as the closing time. You can also use this method to have opening hours in different locations on the same day - add the first opening hours at the first practice, and then the second opening hours at the second practice.
If you have selected fortnightly, three-weekly or four-weekly frequency, add your practice hours for the other weeks in the same way.
Tick the Default practice box if this practice is your main practice.
Save the practice hours by clicking the Save button.
Changing practice hours
To change your practice hours, click the Edit icon that appears in the Hours box next to the location on the Locations page, and make the changes required. Click the Save button to save the new hours to your account.
You can select whether your profile is visible on your Personal page and whether your profile is public for each practice location on your Locations page. When you make a practice location public and visible on your profile, you can select the level of information you want shown on your profile.
Online bookings preferences
Your patients can make bookings online with you using Halaxy, either through the Halaxy directory or from your website.
Online bookings preferences are set by each practitioner and by each practice location, so you can have different online bookings preferences for each location and even different online bookings preferences for each practitioner in each location. For each practitioner, you can set the directory profile to public, and then set whether you want online bookings enabled or disabled. If you have online bookings enabled, you can set the type of online booking process you prefer.
Online booking practitioner notifications
Whenever you have an online booking request, the green Notifications button appears on your calendar and dashboard next to the login toggle, and you can also set your preferences so that you receive an email or an SMS whenever an online booking request is sent through to you. Tick the email box to receive email notifications and tick the SMS box to receive SMS notifications (tick both if you want to receive both SMS and email notifications). SMS notifications cost 1 Halaxy credit each.
Setting online booking preferences
There are two types of online bookings:
- Time-specific, where the patient is shown which specific times are available on which specific days and selects their preferred time; and
- Request-based, where the patient selects their preference (e.g. 1 April, morning) and the request is sent through to you for you to confirm.
Halaxy gives you the flexibility to set different online booking preferences for existing patients and for new patients.
To add or change your online bookings preferences for a particular location, click on your name under Hours, Profile and Booking Preferences for the location - your online booking preference options are shown below your practice hours. Click the Edit icon next to Online Bookings and Profile Preferences, and set your preferences. There are numerous online booking and directory preferences from which you can choose, shown in the table below.
|Directory and online preferences|
|Directory profile||Public and hidden||Set on your Personal page, you can set your profile public when you are accepting new patients and you can set your profile hidden when you are not accepting new patients.|
|Phone||Public and hidden||Set on your Personal page, you can include your phone number on your profile to enable new and existing patients to call you.|
|Street Address||Public and hidden||Set on your Personal page, you can choose to show just your suburb or your full address.|
|Public and hidden||Set on your Personal page, you can set your email to public to show your email address.|
|Contact Button||By ticking this option, emails can be sent directly from your profile without any need to show your email address.|
|Practice Hours||Public and hidden||Set on your Locations page, you can show your practice hours at this address by setting as public.|
|Fees||Public and hidden||Set on your Fees page, you can set your fees public to show your charges. You can also choose which fees you want to show and customise the fee name. Fees with $0 are also shown.|
|Online Bookings||Enabled and Disabled||Set as Enabled if you want patients to be able to make online bookings from your directory profile (the Book Now button appears on your directory profile); set as Disabled if you do not want patients to be able to make online bookings from your directory profile (the Book Now button does not appear on your directory profile).|
|Notifications||Email and SMS||Select how you wish to be notified when a new booking is made. SMS notifications are 1 Halaxy credit each.|
|Clients||All Clients and Existing Clients||Select if online bookings are to be available for all clients or only for existing clients. A message displays on screen asking new clients to contact the practice.|
|Appointment Lead Time||Anytime and Time-specific||Set the lead time needed for appointments to be made. Enter the number of hours. This helps you avoid last minute walk-ins.|
|Booking process||Anytime and Time-specific||Many people prefer time-specific online bookings for existing patients. Practices may want to choose the more private request-based booking option for new patients.|
|Appointment Scheduling||Static and Dynamic||Static scheduling means the times are fixed and do not allow for flexibility in appointment times; Dynamic scheduling takes existing appointments into account and will find the next available timeslot.|
|Appointment status||Booked, pending and waiting list||Sets how you want the status of online booking appointments to be shown on your calendar. You many want to select pending or waiting list for request-based bookings.|
|Minimum appointment time||Set in minutes||Set the minimum appointment time in order to limit and determine the time slots that are available for online bookings in your diary. You can set minimum appointment slots of under 10 minutes.|
|+ Buffer time||Set in minutes||Set the buffer time to reduce appointments overlapping.|
Online bookings deposit payment processing preferences
Halaxy can process payments electronically for you when patients make an online booking with you. Taking payments and deposits or capturing patients' card details can reduce online booking no-shows. There are four options:
|Online bookings payments processing options|
|No deposit/payment||You do not require patients to provide payment or card details at the time of the appointment.|
|Full payment required||You require patients to pay the full amount for the appointment at the time that they make the online booking with you.|
|Deposit required||You require patients to pay a deposit for the appointment at the time that they make the online booking with you. You can set the percentage of the deposit required (e.g. 20%) when you select the Deposit required option.|
|Card capture||You require patients to enter their card payment details when they make the online booking with you, and no payment or deposit is processed at the time. Capturing patients' card details allows you to process payments electronically at the time of the actual appointment.|
If you don't require payments, deposits or card capture when patients make an online booking with you, patients select or request the time of the appointment and are verified (if they have not made an online booking with you previously) before the online booking or request is sent to you. If you do require payments, deposit or card capture when patients make an online booking with you, there is an additional step of the patient selecting the fee and entering their payment details before the online booking or request is sent to you.
Setting online booking preferences for multiple locations and in group practices
Halaxy online bookings preferences are set separately for each practice location and practitioner. If applicable, select that you want the online bookings preferences you have made to apply:
- For all your locations;
- For all practitioners at the particular practice location; or
- For all practitioners in your practice group.
Frequently Asked Questions
How do I remove a practitioner from a particular location? How do I "un-archive" a practitioner from a particular location?
You can remove a practitioner from a particular location on the Locations page by clicking the Cancel icon next to their name on the location listing.
How do I add additional one-off availability to my calendar?
Click the settings cog next to the relevant day on the calendar and enter the additional availability.
How do I add a room or equipment to my practice?
You can add a room or equipment to a particular location on the Locations page by clicking the + Add a room / equipment button under the location listing.
How do I make my mobile number visible on my profile?
From the Locations page, click on your name in the Preferences area on the right. Click the Edit icon next to Online Bookings and Profile Preferences and select that you want your mobile phone number to be public.
How do I set up individual ABNs for practitioners within my group practice?
On the Locations page, click the name of the practitioner for the specific location and then add their specific ABN - both the group practice and the practitioner's ABN now appears on their invoices.