The Settings page controls how your Halaxy account is set up, including timezone and currency as well as date and time format. You can also update and add default invoice and clinical report templates for your practice so your practice information, along with any logos and letterheads that you upload, appears on your invoices and clinical reports.

Accessing and updating your general settings

You can view your settings by clicking the Profile tab and selecting Settings. When you are on any page within your Profile section, click the Settings heading to take you to the Settings page.

Your timezone and currency settings are set as a default on the Settings page based on the country you selected when you first signed up for a Halaxy account. Using the drop-down menus, you can change:

  • Default state (which means that patient addresses are automatically populated with the default state so that you do not have to select the state every time you add a new patient; the default state is automatically set for you when you enter the address of your first location) - you cannot change your country, which is set when you sign up to Halaxy;
  • Your currency (which is important for ensuring your invoices are correct);
  • Your timezone (which is important for managing your calendar and reminders);
  • Your default tax rate (which is automatically set based on your country and state location);
  • Date format (e.g. Month first or date first);
  • Time format (e.g. 24 hour versus 12 hour AM/PM clock); and
  • Background colour.

 When you have made the changes required, click the Save button to save the information to your account.

You can always edit any of the information in this section by clicking the Edit (pencil) icon at the right side of the screen and making the changes necessary, then clicking Save.

Setting your background colour

You can change and set a new background colour for our Halaxy software on the Settings page. Click the Edit button in the General Settings section, and go to the Background section. You can select a background colour in one of two ways:

  1. From one of the 16 colour swatches below the Background field; or
  2. by clicking in the Background field and selecting the colour from the colour picker.

The colour is displayed as your background; if you want to keep the colour as your background colour, click the Save button. If you do not want to keep the colour as your background colour, either click another colour, click the cross or click the Cancel button.

Accessing and updating your patient settings

These settings help you establish your patient profiles.

  • Patient Number Settings: You can choose between Halaxy's default setting or choose your own;
  • Patient terminology, i.e. whether you want your patients to be called patients, clients, residents, supervisees or customers on their patient profile and invoices - you can change what an individual patient is called on their patient profile; and
  • Introduction Sources (you can add new ones and deselect those you don't want to see).

Setting your patient portal invitation and note sharing preferences

With Halaxy, you can invite your patients on their patient profile to create a patient portal that is linked to your practice, and you can also share specific case notes with a patient or with other practitioners in your practice who would not otherwise have access to the record. Inviting your patients to create patient portals can help remove your administration as updates they make to their contact and payment details can appear automatically in their patient profiles in your Halaxy (depending on your preferences). Sharing specific case notes with other practitioners in your practice can help improve patients' treatment, including when they need to see another practitioner unexpectedly.

Patient portal invitations and note sharing preferences are enabled by default. You can change your preferences by clicking the Edit icon in the Patient and clinical sharing section and selecting from the following options:

Patient portal and notes sharing preference options
Preference  Options available Description
Patient Invite Disabled or Enabled If Enabled, you can invite specific patients to create patient portal linked to your Halaxy; if disabled, you cannot invite patients to create patient portal linked to your Halaxy.
Patients' Updates Disabled, Notify or Update automatically  Select your preferences for what should happen when patients update their contact and other details in their patient profile. If Disabled, updates made by patients in their patient portal do not appear in your Halaxy; if Notify, you receive a notification about updates made to patients' details in their patient portal so you can decide whether to add them yourself in their patient profile; if Update automatically, updates that patients make to their details are automatically imported into their patient profile in Halaxy.
Notes Sharing Disabled or Enabled If Enabled, you can share specific patient case notes with other practitioners in your practice; if disabled, you cannot share specific patient case notes with other practitioners in your practice.

Setting your default invoice and report template

On your Settings page, you can set up a default header and footer template with your information, letterhead and logos that automatically appear on your invoices as well as your clinical reports that you send to funding bodies and/or other doctors and health practitioners.

Halaxy automatically sets a default header when you first create your Halaxy account, and you can update this header yourself at any time.

Viewing your default template

You can view your default invoice and clinical report template at any time by clicking the View icon (which looks like a magnifying glass) in the templates section of your Settings page. The template appears in a popup view in your browser.

Editing and updating your default template

You can edit your default invoice and clinical report template at any time by clicking the Edit icon (which looks like a pencil) in the Templates section of your Settings page, where you will be taken to the Template Editor.

To update your default header, click inside the Header box (you can also make the same changes to the footer by clicking inside the Footer box). You can add logos by clicking the Add image icon, and you can also add dynamic terms to your header. For example, if you treat patients across multiple locations, go to the Dynamic Terms selector and add Location to your Header; Halaxy will automatically select the correct location for the invoice based on the appointment location and your practice hours, so you do not need to type out each specific location on your header. You can use the different formatting options to tailor text in the header to your needs, for example by making it bold or italic, or by increasing the font size of particular text. Click the Save button when you are finished.

You have completed your default invoice and report template, and can now tailor the default template to your specific locations on the Locations page.

Preset clinical templates and creating your own templates

As well as creating your own case notes, letters and clinical report templates, you can also use Halaxy's preset templates which are set up on the basis of your profession and the fee, funding body and referral used for the appointment. This way your templates can be used for almost any situation.

Adding and creating questions for your templates

You can either use Halaxy's preset questions on your clinical templates, or you can create your own.

Creating clinical template groups

You can create groups of templates which appear by default alongside a patient’s Clinical page. You can use these groups for the templates that you use most often; you can search for the templates and then group them once, saving you more time in your practice.

Creating clinical dashboard templates

The Clinical Dashboard page provides you with a summary of your patient history, similar to a dashboard. This is based on templates that you have set up previously on your Settings page, with data entered on your patient’s Clinical page. You can create a clinical dashboard template to display the information you regularly record for your patients, for example, weight, blood pressure or blood glucose levels; as well as including templates such as a pain management diary which you can use to chart a patient’s results.

Creating Patient additional information

The Social History page is where you can record all the demographic and background information about your patient and their family. This can include education, ethnic background, children's details etc. This information can be helpful in treating your patient. The form is preset for you; however, you can adjust it to suit your needs.

Enabling clinical integrations

Halaxy integrates with other clinical services. Some of these clinical services are listed below.


Halaxy integrates with Physitrack, an exercise prescription platform for physical therapists (e.g. physiotherapists, chiropractors, osteopaths and exercise physiologists) to prescribe exercises to patients between appointments, and help patients remember how to complete prescribed exercises.

Physical therapists can link their Halaxy and Physitrack accounts on their Settings page by:

  1. Clicking the Add New button next to the Physitrack option, then clicking the Get API Key next to their name (in group practices, each practitioner has their own API Key);
  2. Clicking the email icon to email the API key to the email address that they use to login.

After you have linked your Halaxy and Physitrack accounts, your patients' name and contact details in Halaxy appear in your Physitrack account, which saves you and your patients time and effort.

Coviu online video consultations

Halaxy integrates with Coviu so you can see and treat your patients online, as well as face to face. After you sign up to Coviu for a Professional account, you can integrate your Coviu account and your Halaxy on the Settings page. When you make an appointment and select that the appointment is an online consultation in the Location drop-down menu, you can click the Online Consultation link to enter the Coviu appointment session. You can email the patient the link to the Coviu appointment session if the patient's email address is listed on the General page of their profile. Your Halaxy can process patient appointment fee payments automatically at the time of the appointment, create invoices automatically and send reminders for online consultations in the same way as for traditional appointments.

Secure Messaging Services

Halaxy integrates with two Secure Messaging Services, ReferralNet and Argus, so you can safely send email correspondence to other health practitioners, who also have accounts with ReferralNet or Argus, minimising the risk of privacy breeches.

Frequently Asked Questions

How do I change my background colour in Halaxy?

You can personalise your background colour on your Settings page, under your Profile tab.

How do I change my timezone in Halaxy?

Your timezone is automatically set for you based on your location when you sign up to Halaxy. You can change it on your Settings page under your Profile tab if your timezone is incorrect or if you move timezones.

How do I change my time format in Halaxy from 12 to 24 hour and vice versa?

You can change your time format on your Settings page, under your Profile tab.

How do I change the default location state in my Halaxy?

Your default state is set for you based on your location. The default state is pre-selected when you add a patient's address so you do not need to select the state every time you enter a patient's address. You can change your default state on your Settings page, under your Profile tab.

I call my patients "clients" and sometimes I see supervisees. How do I change the terminology I use to describe the people I see?

You can select whether your patients are by default called patients, clients, supervisees, residents or customers on your Settings page under your Profile tab; you can also select the correct terminology for individual patients on their Patient Profile.

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