Adding New Patients


Adding a new patient to your records is quick and easy, and can be done:

  1. via your calendar, which allows you to add essential information that you can add to on the Patient Profile; or
  2. by completing the Add Patient form that is accessible from your Patients List or via the Patients tab.

You can add general and contact information, as well as emergency contact information, when you add patients. You can also add further information about patients' social and clinical histories to their Patient Profiles, which automatically include appointments and invoices made in Halaxy.

Adding new patients via your calendar

You can add new patients when you first make an appointment with them on your calendar. Click on the calendar at the time of the appointment, then type the new patient's name in the Name field.

Confirm that you want to add the patient to your Patients List, and then complete the shortened New Patient form, including their name, date of birth and email address (only name is mandatory). Click the Add New Address button to add the patient's address to their profile, and click the Add New Phone to add their phone number. Click Submit to add the patient to your Patients List, and continue making the appointment with them.

The form to add new patients does not include emergency contact information, general notes or introduction/referral source details (unlike adding a patient from your Patients List or via the Patients tab). You can always add these and other details to their profile later on by going to their patient profile.

Even if you change or delete the appointment, the patient remains on your Patients List.

Adding new patients from your Patients List and the Patients tab

You can add new patients by completing the Add Patient page, which is accessible from either:

  • Your Patients List - click the Add Patient button at the top right of the page; or
  • The Patients tab - click Add Patient.

These methods are most helpful when you are adding patient information from an already completed patient intake form with all the information that you want to add, or when you do not need to schedule an appointment with the patient.

First enter the patient's name. You can enter their given name and surname, as well as their middle name and preferred name (only their given name and surname appears on invoices, referrals and reports, etc). You must also add their date of birth and gender (Male, Female or Other).

You are also able to enter general notes about the patient, as well as how they heard about your practice, which you can select from the drop-down menu. You can add further information in the comments field. If the introduction source is not listed in the drop-down menu, select "Other" and then add the details in the field that appears.

You can also add as many addresses and phone numbers as required (patients' states are set by default based on your default state shown on your Settings page, so you do not need to select the state every time you enter a patient address). Click Add New Address and include all the relevant address information. Note that suburb, town, village, etc. should be entered in the locality line, and not Address 2 field, as this field is for when an address has two lines in it (typically separated by a comma or line break - e.g. Level 1, Smith St). Click Add New Address to add another address, or Click New Phone to add phone numbers (e.g. landlines, mobile/cell phones or fax numbers).

You can also add a patient's emergency contact details, including the contact's name, relationship to the patient, and contact details.

Click Save to confirm that you want to add the patient to your Patients List, where you can access and edit the patient's profile.

Adding further information to a patient's profile

Access a patient's profile from your Patients List to add their personal details and clinical notes, as well as their referrals and payment details. You can also view their invoices and appointments on their patient profile, which are both automatically updated on their profile whenever an appointment is made.

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