Your invoices contain all the information you need to track the financial performance of your practice and to provide patients and funding bodies with clarity on the fees owing, while meeting the requirements of funding bodies.
Halaxy automatically creates invoices whenever you make an appointment, saving you time. You can readily update invoices when you need to do so.
Invoices can also be printed and emailed with the click of a button, and they integrate directly into your financial reports.
What invoices contain
Invoices contain three main sets of information:
- 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).
Printed invoices also include your letterhead, logos and other information that you have included in your invoice template, which is found on your Settings page.
In addition to the actual invoice, you can view the invoice summary by going to the invoice and clicking the invoice summary icon at the top right of the screen. On the invoice summary pop-up, you can:
- View and change the date of the invoice;
- Change the invoice template if the invoice template used is incorrect;
- Swap a quote to an invoice and vice versa;
- Change the status of an invoice (from active to issued to deleted and vice versa); and
- View voided fees.
TIP: Changing the status to "issued" helps prevent future fees from appearing on invoices that haven't been paid yet.
Accessing and viewing an invoice
You can access and view a particular invoice in three ways:
- From your calendar: click the appointment, and then click the Invoice button on the appointment details form;
- On your Invoices List: go to your Invoices List by clicking the Finances tab then Invoices, and finding the invoice you are looking for; and
- From a patient's profile: go to the patient's profile by clicking the Patients tab then Patient List, and finding the patient and clicking the History page.
Invoices for appointments are automatically created whenever you make an appointment, saving you significant time and streamlining your practice. When required, you can also create manual invoices not linked to a diary appointment for patients and for organisations. You can also create third party invoices.
All invoices are listed in your Invoices List regardless of whether they were created automatically or manually. Patient-related invoices are also listed on patient's History page, and organisation invoices are listed on the organisation's profile.
Editing and updating patient invoices
You can edit, change and update invoices by clicking the Edit icon in the relevant section of the invoice and making the changes you need. Click Submit to complete the changes. Information you can edit and update is specific to the funding body and can include:
- Your own name and address details;
- Your identifications, such as provider numbers or national provider identifiers;
- Patient name and address;
- Patient claiming information, such as card numbers, access and eligibility levels, etc;
- Referral information, including referring practitioner details, type of referral, length of referral, and number of appointments covered by the referral; and
- Fees, including adding and removing fees on the invoice, as well as amalgamating past unpaid fees onto the current invoice, and applying discounts to the invoice total that the patient (or funding body) is required to pay.
Switching claim details on an invoice
You can switch patients' claiming details on their invoice, if the patient has two different sets of claiming details listed on their Funding page. This is relevant where:
- The patient has a new funding body card with different claiming details and the appointment was created before the patient had the new funding body card; or
- A rebate is claimed by two different claimants, one one week and one the other week so the claims need to be switched each week.
Click the edit button in the claiming area on the invoice, and then select your preferred claim from the Claim drop-down menu, and click Save. Your preferred claiming information is now shown on the invoice.
Taking patient deposits/prepayments and managing vouchers
You can take a deposit or prepayment from a patient which can then applied to any future invoice. On the General page of the patient's profile, click the Edit button next to the Fee Balance field, and click the Add New button. You can take the prepayment either offline (e.g. through cash or eftpos) or through Auto Payments, in the same way that you would for a fully or partially paid invoice. Enter the amount (for Auto payments and offline payments), as well as the payment method and date (for offline payments). You can select a specific practitioner if the deposit applies only to appointments with a specific practitioner.
The deposit amount is included as income in your financial reports. You can run a deposit report to see a list of patients who have made a deposit or prepayment.
Invoice over payments can be treated as deposits (see below).
You can manage vouchers in the same way as managing deposits. Vouchers can be applied to any future invoice. On the General page of the patient's profile, click the Edit button next to the Fee Balance field, and click the Add New button and select Voucher. Enter the amount, the payment method and the date. You can select a specific practitioner if the voucher applies only to appointments with a specific practitioner.
The voucher is then listed in the Payments section of future invoices and can then applied to any future invoice, automatically reducing the Total to be paid for the invoice. Watch this mini video for more information.
Voucher amounts are not included as income in your financial reports.
Taking payments manually and updating the payment status
If only part of the invoice is paid, note the amount paid when adding the payment method, and the invoice status is changed from Not Yet Paid to Partially Paid.
If the invoice is overpaid because the amount that you mark as paid is greater than the amount owing, you can add the overpaid amount as a deposit for future invoices. For example, if you mark the invoice that the patient paid $160 and the amount owed was $120, the overpaid amount of $40 can be used as a deposit for future invoices.
The Mark as Paid button is also where you apply invoice discounts.
If you have marked an invoice as paid and need to remove the payment, click the Cancel icon next to the payment to remove the payment. The invoice status reverts to Not Yet Paid.
You can delete (or cancel) invoices in most instances. To delete an invoice, go to the invoice either through the Invoice List or through the appointment to which the invoice relates. Click the Delete button, which is located at the top right of your screen next to the access button (with your name on it), and confirm that you want to delete the invoice (or if not, click cancel).
Invoices are also deleted when you delete an appointment, but not when you merely cancel an appointment.
You cannot delete invoices where:
- An electronic payment has been processed through Halaxy for the invoice; or
- Where an electronic rebate has been processed through Halaxy for the invoice (see for example, online Medicare rebates claiming in Australia).
Printing and emailing invoices manually
You can use the icons on the top right of the screen next to the login button to print and email invoices. Click the Print icon to print the invoice on your screen using your connected printer; the invoice will be printed with your logos, letterhead and practice information in its header, if you have added them to your invoice template (which you can do on the Settings page).
You can email an invoice to a patient (or funding body or another relevant party) by clicking the Email icon at the top right of the screen. The pro forma invoice emailing text appears, which you can tailor to your practice's needs on the Reminders page. Click the Submit button to send the invoice in the email. If the patient's email address is recorded on their General page, the email is sent to this email address - you can change the recipient email address manually to another email address in the email field. If the patient's email address is not recorded on their General page, enter it here to email the invoice to them and add the email address on the patient's General page. You can always confirm that the email has been sent by clicking on the email icon - the date and time the invoice was emailed is recorded on the popup.
If you ever want to confirm that a particular email that you have sent was in fact sent and did not "bounce", click the email icon to see the email history of the email (you can also run an email report to see the sending status of all your emails). You can also hover your mouse over the question mark next to the status to see the full text of the email you sent.
Emailing invoices automatically
Invoices that are paid in full can be set to be emailed automatically to the patient’s or the funding organisation’s email address, which reduces your administration and saves you time. You can set up the automated process on your Payments page and you can tailor the words that you want to appear in the email on your Reminders page.
I have marked an invoice as paid, but have realised that I made a mistake. How do I remove or change a payment on an invoice?
Click the Edit icon next to the Payment on the invoice and remove the payment; the invoice status reverts to Not Yet Paid.
I have marked an invoice as paid by credit card rather than processed through electronic payment processing. How do I process the payment again? And if I don't know which payments were affected, how can I find out?
Click the Cancel icon next to the Payment on the invoice, and remove the payment; click Add Payment details and enter the credit card details; now you can now reprocess the claim. To see which invoices were marked as paid by credit card, create a new income report, with a Payment Method of credit card.
How do I add a fee to an invoice when an item number is missing and I get an error message from Medicare?
Click the Edit icon next to the fee and select the correct item number for the fee. Click Save and you can then reprocess the claim. Or from the Finances page, select Fees, select the fee without an item number, enter the item number and then Save.
How do I take a deposit in Halaxy and how do I use the deposit as payment for an invoice/appointment?
You can take a deposit from patients by clicking the Edit button next to the Fee Balance field on the patient's General page and adding the deposit.
How can I apply a voucher in Halaxy and how do I use the voucher as payment for an invoice/appointment?
You can apply a voucher from patients by clicking the Edit button next to the Fee Balance field on the patient's General page and applying the voucher.