The Payments page is where you can add your Auto Payments settings, as well as your payment and deposit accounts to enable payments processing and other add-on services (such as text reminders).
In group practices, settings can be configured as a group level, a clinic level or at an individual practitioner level, which means different practitioners in your group can have different deposit accounts and therefore receive Auto Payments into their own individual accounts.
You can custom-set your invoice numbers by clicking the Edit button next to Invoice numbers, and then selecting Custom Invoice Numbering. You can then set:
- Invoice prefix: any numbers and/or letters that you want to appear before all invoice numbers;
- Next available number: the first number that you want to use (for example, if you have migrated from another software package in which the last invoice created was numbered 11122, you set the next available number as 11123; and
- Invoice suffix: any numbers and/or letters that you want to appear after all invoice numbers.
You can choose to have invoices automatically emailed to either the patient’s or the organisation’s email when the invoice is paid in full.
In group practices, Email Automation is set by default at a group level, so preferences are the same for every practitioner in the group.
Practitioners with Owner level access are able to see each practitioner's preferences.
To change the Email Automation settings so that they are set at the clinic level or individually, instead of the group default, click the Add New button. For clinic level, select Clinic and choose the required clinic(s). For individual practitioners, select Individual. You can then choose All clinics or Selected clinics and which practitioners these settings apply to. Choose whether you want emails sent automatically or manually, then click the Save button.
Auto Payments settings
In group practices, Auto Payments preferences and Auto Payments deposit accounts are set by default at a group level, so all preferences are the same for every practitioner in the group and all payments are deposited into the one account.
Practitioners with Owner level access are able to see each practitioner's preferences.
To change the Auto Payments preferences so that they are set at the clinic level or individually, instead of the group default, and enable payments to be paid into the clinics’ account or individual practitioners' accounts, click the Add New button. For clinic level, select Clinic and choose the required clinic(s). For individual practitioners, select Individual. You can then choose All clinics or Selected clinics and which practitioners these settings apply to. Then click the Save button.
You can set your Auto payments preferences to process each Auto Payment individually, process them all automatically at a set time each day, or at a set time after the start of each appointment. Individual patients' preferences can be set on their Funding page.
Adding deposit account details
When you use Halaxy to electronically process fee payments from patients, you can add the details of the account into which you would like fee payments to be deposited. In group practices, the default setting is at the group level. To add your preferred deposit account, click the Add New button. For payments at the clinic level, select Clinic and choose the required clinic(s). For payments to individual practitioners, select Individual. You can then choose All clinics or Selected clinics and which clinic(s) and practitioner(s) these settings apply to. Then click the Save button. Enter the account name, branch location and account number.
You can choose how you want to receive your payments, as a batched payment, whereby you receive one total payment or separate payments each recorded as a separate transaction.
Deposit account details can be updated at any time on the Settings page by editing the relevant fields.
Choosing how the payment processing fees are paid
When you use Halaxy to process fee payments electronically, you have three choices for payment of the processing fees:
- You can choose to never pass on the fee;
- You can choose Optional, which means you decide when the invoice is being processed; or
- You can choose to always pass on the fee.
If you choose Optional, each time you click the Add Payment Details (or Process) button on an invoice, you are given the option to assign the credit card fees to the patient. By clicking yes, you can see how much the fees cost. The fees are displayed on the invoice in the Payments section.
You can change these settings at any time.
Adding your practice name as the statement descriptor on patients' bank statements
You can add your own practice’s name as the statement descriptor, so that your practice name and not the Halaxy name appears on patients’ bank account statements, which helps patients track their payments better and reduces your chargebacks.
You can add your statement descriptor on your Payments page under the Profile tab. Your statement descriptor can be set at a Group practice level or an individual practitioner level, if you have individual Finance and Payments Settings enabled.
If the bank account has already been set up, click the Edit icon in the Deposits section within Auto Payment Settings, and select Statement Descriptor and add your practice’s name, and your phone number. Your practice name now appears on patients’ bank statements when you use Halaxy’s auto payments.
Adding payment details
When you purchase add-on products and services such as text/SMS reminders or electronic payments processing, your payment details are added on the Settings page (and shown in encrypted form). Payment details can be updated at any time on the Settings page by editing the relevant fields. You can also add a new credit card by clicking the Add New button.
You can edit or update information by making the relevant changes in payment account fields and clicking Save.
Offline payment settings
If you take payments using a method other than Halaxy's payment portal, you can manually mark invoices as paid and record the payment method for your records. This can be done by clicking Mark as Paid on the invoice and selecting the payment method from the drop-down menu.
The Offline Payment Settings section allow you to customise the list of available payment methods that you can use to mark an invoice as paid. You can also rearrange and add your own payment methods to the list by clicking Edit beside Offline Payment Settings.
In the pop-up, you will then have the option to rearrange the sequence in which the payment methods appear in the drop-down menu. You also have the option to add your own payment methods. Payment methods marked as Active will appear when selecting a payment method to mark an invoice as paid.
You can sync your Halaxy with accounting packages on your Payments page so that invoices you create in Halaxy automatically appear in your Xero, Reckon or QuickBooks account.
With BPAY enabled, the BPAY logo will display on all your invoices. If you do not want the BPAY logo to appear, click the Disabled link.
Individual practitioners within a group can choose to enable or disable BPAY on their invoices.
Halaxy Credit Settings
Some of Halaxy's optional products (including SMS reminders, Medicare and DVA rebates, LanternPay claiming and Secure Message Delivery) are paid for using Halaxy credits. Your Halaxy credits are set at the Group practice level by default.
To change to an individual practitioner, click the Add New button, select Individual and choose the practitioner. You can also choose to set up automatic topups so that you never run out of credits. Auto top up is initially disabled. Select Enabled and enter the value of Halaxy credits that you would like to purchase. Enter the credit card details, which are stored in encrypted form for future use and click Submit to confirm purchase.
Buying Halaxy Credits
To purchase Halaxy credits, click on the Buy Credits link on the Payments page and enter the amount you are spending. The number of credits that can be purchased for that credit amount is displayed (for example $30 gets you $137 credits). The stored credit card details are used for the payment.
Halaxy credits are cheaper and more cost efficient the more you use them. You can buy or top up credits in bulk and save, whilst improving your practice.
These rates are inclusive of GST.
Transferring Halaxy credits
In addition to purchasing credits, you can also transfer credits between practitioners within your group. Click the Transfer Credits icon, choose who the credits are coming from, who they are going to and the amount of the credits to be transferred. Then click Save.
Frequently Asked Questions
What are Halaxy credits and how do I buy them?
Halaxy credits are the form of currency used in Halaxy. You can purchase credits whenever you need by either going to your Payments Page under your Settings tab and clicking Buy Credits or wherever you see the Buy Credits link.
How do I make my practice name appear on patients' bank statements when I process payments (payments descriptor)?
You can add your own practice’s name as the payments descriptor on the Payments page, so that your practice name and not the Halaxy name appears on patients’ bank account statements, which helps patients track their payments better and reduces your chargebacks.
Different people in my practice want payments processed to different accounts. How do I allow different people in my practice to have different deposit accounts and payments preferences?
You can set payments processing preferences to Individual on your Payments page so that different people in your practice can have different payments processing preferences and deposit accounts.