Patient Appointments

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In Halaxy, you can run your entire practice just by making appointments in your calendar. Our training video is a great way to learn the basic workflow of making appointments in Halaxy:

In Halaxy, a patient appointment has three parts:

  • appointment details (such as time and location)
  • patient/s
  • fee/s

Based on the fee, the appointment may also display the patient's claim and referral information.

To make an appointment, just click a time on the calendar, and then add a patient and fee. That's it! Invoices, reminders and clinical notes are automatically generated and linked to every appointment, so every aspect of an appointment can be reached with a click of a button from your calendar.

Adding a patient(s)

To make a new appointment with a patient, click the time of the appointment on your calendar. On the Appointment Booking form that appears, start typing a few letters of the patient's name in the Name field and select your patient from the list. If it is a new patient, you can click to add the patient as a new patient.

Appointment_AddPatient.png

If you have entered any patient alerts for the patient, an alert icon appears on the right of the patient's name on the form; hover over the alert icon to read the alert.

Group appointments

Making a group appointment is easy - just click Add Another Patient to add more patients to the appointment. 

Click the Delete (X) icon next to the patient's name to remove them from the group appointment.

Adding a fee(s)

To select a fee for the appointment, start typing a few letters of the fee or funding body in the Fees field. Fees already listed in your Fee List appear, in the following order:

  1. Preferred fees: fees listed in your Fee List that have already been used in the patient's previous appointments with the latest fee listed first - the top five used for this patient are shown;
  2. Other fees in your Fee List: other fees listed in your Fee List that have not already been used in the patient's previous appointments;
  3. Importable fees: fees that appear in the Halaxy fee database but not your Fee List (see below); and
  4. Add new fee: click to add another fee to your Fee List that does not appear in Halaxy's fee database (see below).

If the fee is not in your Fee List, but is already listed in the Halaxy fee database, it is shown in grey and you can 'import' the fee to your own Fee List: to do so, select it from the list that appears and complete the Add Fee form that appears to add the fee to your Fee List.

If the fee is not in your Fee List and not listed in the Halaxy fee database, select that you want to add the fee to your Fee List, and complete the fee details to add the fee to your Fee List.

If the type of appointment and fee changes before or during the appointment or before the invoice is paid, you can change the fees on the Appointment Details form at any time.

Additional fees

You can add additional fees to the appointment (e.g. where you want to charge for equipment or other services in addition to the appointment fee) by clicking Add Another Fee in the Patients and Fees section and selecting the additional fee.

Each fee will show up as a new line in the invoice.

Appointment colours based on fee selected

Patient appointments are shaded blue by default, but you can set different colours for different types of appointments when you add your fees. For example, if you have chosen to shade fee X yellow, all appointments for that fee are shaded yellow on the calendar.

Third party fees and invoices

You can also select fees for invoices to be paid by a third party (e.g. by a school for a pupil's treatment). 

Package invoice and bookings

If a patient has a package invoice and you select a fee covered by the package invoice, the appointment and fee are automatically allocated to the package invoice and the fee is shown listed on the package invoice.

Appointment duration

The appointment duration is set by the fee type that you select in the Fees field. To change the appointment duration, change the appointment fee in the Fees field to a fee with the appropriate duration.

Appointment location

The default appointment location is set by your practice locations and hours, which you set as a part of your profile on the Locations and Practice Hours page, and which is included in your appointment reminders.

You can change the appointment location between your practices listed on your Locations and Practice Hours page using the Locations drop-down menu. The reminder is sent to the practice location that you have just selected from the Locations drop-down menu.

You can also change the appointment location within your practice location to specify rooms and equipment, using the Location drop down menu. Equipment can be selected after you have chosen the room.

Home visits and appointments at other locations

For home visits, you can change the appointment location to be at the patient's home easily on the Locations drop down menu. When you selected the patient's name in the Name field, the patient's address listed on their Patient Profile is automatically listed as a location option. For home visits, select the patient's address as the location.

For appointments at organisations, select the organisation's location in the Locations drop down menu and start typing the name of the organisation in the Organisation field. If the organisation is listed in your Organisations List, the address appears and you can click Save to set it as the location. If the organisation is not listed, add the organisation's address and the Organisation is saved to your Organisation List and set as the appointment location. The appointment address and location is shown on your calendar.

You can set an appointment for another address by clicking Other Address from the Locations drop down menu and entering the address in the form that appears. This is best used for one-off appointment locations at which you do not expect other appointments to be held.

Invoices for appointments not at a practice location listed in your practice locations and hours (i.e. invoices for home visits, appointments at an organisation or appointments at other addresses) display the appointment location on the invoice below your practice location and provider number.

Reminders are sent with the appointment location you have selected from the Locations drop down menu.

 

Adding comments and other details

You can add comments - such as information about lost property or other practical information - to the appointment booking form. Leave comments in the Other Details section, and click the Save button to make the comments accessible on the calendar. Note these comments are not included on reminders sent to patients and are separate to your clinical records.

Making multiple appointments for the one time

You can make multiple appointments at the one time. If you are wanting to add a second, separate appointment to your calendar at the same time as another appointment, click the time of the appointment and complete the appointment information. Both appointments appear on your calendar, with the second appointment next to or overlapping the first appointment. You can add up to 8 appointments at the one time.

Frequently Asked Questions

How do I add a fee for an appointment if I didn't add the fee when I made the appointment?

Click the saved appointment on the calendar, then click Add Fee.

 

How do I cancel or delete an appointment, and what is the difference between them?

Cancelling an appointment keeps a record of the appointment and invoice, and removes any scheduled reminders; deleting an appointment removes the appointment from the calendar, deletes the invoice and removes any scheduled reminders. To cancel or delete an appointment, click the appointment on the calendar and then click the Cancel icon and select your preferred option.

 

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