Getting Started

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In Halaxy, everything is integrated so you can run your practice entirely from your calendar.

Just by setting up your Halaxy profile, your practice is ready for appointment scheduling, patient profiles and health records, invoicing and billing, and financial reporting - and it all takes just a few minutes! 

Set up your profile and practice group members (in 2 minutes!)

When you add your professional and practice details to Halaxy, that information is automatically used for your appointments, reminders and invoices sent to funding bodies and patients. This means you only have to record your details once, and the correct information will automatically appear everywhere you need it.

To set up your profile:

  1. On the sidebar, click Personal, then Locations.
  2. Click the Edit (pencil) icon under the name of your practice location to add your practice address, phone number, and ABN.
    Getting_Started_Address.png
  3. In the Hours, Profile and Booking Preferences section, click the Edit (pencil) Icon to set your hours. 
    Getting_Started_Hours.png
  4. On the sidebar, click Personal, then Profile. Your details have already been partially completed for you based on the information you entered when you first signed up to your account. Click Edit at the top right of the page to add your qualifications and areas of focus.
  5. (Optional) On the sidebar, click Settings, then General. Review your general account set-up preferences (e.g. time and date format).
  6. (Optional) On the sidebar, click Settings, then Users. Add any other practitioners or administrative staff in your practice. You can assign them different user access levels for privacy and security.

Your profile is now complete, and your practice is ready to accept appointments through Halaxy!

How to use Halaxy - adding appointments, patients and fees as you go

Halaxy is designed so you can run your entire practice from your calendar, saving you time and getting you up and running quickly. From the calendar, you can set up appointments and add associated patients and fees all in the one step.

To add an appointment to the calendar:

  1. On the sidebar, click Schedule, then Calendar.
  2. On the calendar, click the time of the appointment. You can use the Zoom controls to change the size of the time blocks. 
    RESULT: The appointment details section appears on the right.
  3. In the Name field, enter the patient's name and click to confirm that you want to add them as a new patient. Enter the patient's personal details, address and phone numbers in the form that appears.
    RESULT: The patient is added to your Patients List so that their details will automatically appear the next time the patient makes a booking.
  4. In the Fees field, start typing the name of the fee or funding body.
    • If the fee is already listed in Halaxy's global fee database, it appears in grey and you can import it into your Fees List by clicking on it. You can then add the amount you charge for the service performed.
      RESULT: The fee is added to your Fees List so that the details will automatically appear the next time you use that fee.
    • If the fee is not listed, add the fee as a new fee by clicking to add it as a new fee. The Add New Fee pop-up appears, where you can enter the funding body (if the funding body is listed in the Halaxy database, import it) and add the fee name and details, as well as the fee amount, rebate amount and any tax.
      RESULT: The fee is added to your Fees List so that the details will automatically appear the next time you use that fee.
  5. Click Save and the appointment is added to your calendar.
    (NOTE: The appointment location is pre-selected based on the location and practice hours you added on your profile)

And you're done! Just by managing your calendar as usual, you've added an appointment, a patient and a fee, and an invoice with all those details has been created for you. What's more, the details you added can be automatically imported the next time you need them, saving you even more time.

By clicking appointments on the calendar, you can also:

  • Add referral and claim information
  • Click the Notes button to add your case notes for the appointment
  • Click the Invoice button to access the invoice that is automatically created for the appointment (you can also add your provider number here)
  • Delete appointments by clicking the delete (trash) icon on the appointment details form
  • Click-and-drag to move appointments around your calendar.

Adding all your patients and fees manually

If you would prefer to fully set up your account before accepting appointments, you can opt to add all your patients and fees first. This allows you to instantly import patient details and fee details into appointments when you add them to your calendar.

Add your patients to the Patients List

  1. On the sidebar, click Patients, then Add Patient. The Add Patient form appears.
  2. Add the patient's date of birth and gender, then add their phone number and address, as well as their emergency contact details.
  3. Add their social history, then add any referral and claim information.
  4. Click Save.

Your patient is now added to your Patients List so that their details will auto-populate whenever they make an appointment. You can now view patient profiles in the Patients List, where you can edit contact information, reminder preferences and clinical notes associated with the patient. You can also add alerts for particular patients.

You can add more patients by going to the Add Patient page or going to your Patients List and clicking Add Patient.

Add your fees to the Fees List

Adding fees to your Fees List lets you instantly import fee data into appointments, which will be automatically added to the invoice. You can even associate particular fees with different colours on your calendar so you can easily organise your schedule.

To add a fee:

  1. Under Finances, click Fees.
  2. Click New Fee in the top-right of the page.
  3. Enter the fee name, item code or funding body in the Lookup field. If the fee is listed in Halaxy's global fee database, it appears in grey and you can import it to your Fee List. Add the amount that you charge and click the Save button.
  4. If the fee is not in Halaxy's global fee database, you can add the fee to your Fee List. First add the name of the funding body to ensure your invoices and clinical reports meet the funding body's requirements - if the funding body is in Halaxy's database, it appears in grey and you can import it to your Funders List; if not, add it to your Funders List. Add the fee name and required information, along with the amount you charge for the service. Click Save.

Whenever you make an appointment, you can now instantly add the fee from your Fees List and never have to worry about getting the details wrong - the correct fee details will appear on the appointment and the invoice, every time.

Import your data

If you have data from another practice management system that you wish to import into Halaxy, email us at community@halaxy.com to arrange a data transfer.

What else can I do with Halaxy?

Halaxy lets you manage every aspect of your practice and integrates seamlessly with other platforms. We recommend the following articles to get you started:

  • Set up your practice group - Add new users to your practice group and assign them different access levels according to their needs, whether they are a practitioner or an administrator
  • Online bookings - How to enable or hide your Halaxy profile and allow patients to book online, either through the Halaxy directory or your own website
  • Reminders - How to set up email and SMS reminders for your patients
  • Reports - Create and export reports on everything from your finances to the success of your mail-out campaigns
  • Integrations - How to get Halaxy to automatically sync with your calendar or your accounting package
  • Clinical Templates - Import clinical assessment tools directly into your clinical notes
  • Patients - Patient Profiles, Patient LIsts and how to share information with patients via the patient portal
  • Contacts - Everything you need to know about secure messaging and building a network of practitioners and referrers
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