Fees, Invoicing, Payments Processing and Billing

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Halaxy seamlessly integrates appointments and invoices into the one action to save you time and streamline your practice. Whenever you make appointments with patients in your calendar, invoices are automatically created with the correct information based on the patient(s) and fee(s) you enter, including any third-party billing arrangements based on the fee and patient funding information.

You can even process payments from patients electronically so you do not need to handle cash payments in your practice and can separate your practice's financial and clinical relationship with patients. You can even set up payments processing (and rebates processing for Medicare and DVA) to be completely automatic, so you only have to discuss payments with your patients once.

To learn about invoices and how to set up automatic payments and rebates processing, have a look at our training video:

Adding, viewing and editing fees in your Fee List

The fees on your invoices are listed on your Fee List. You can search and filter columns in your Fee List to find the fee you need, and also change the view to suit your preferences (e.g. by choosing the columns to display and determining the number of records per page).

You can add fees in three ways - when you make an appointment, on an invoice or by clicking the Add Fee button on your Fee List. Start typing the fee name in the Fee field when making an appointment or in the Lookup field when adding a new fee directly. If the new fee is listed in Halaxy's global fee database, it is shown in grey and you can import it to your own Fee List. If the fee is not listed in the global fee database, you can quickly add the fee yourself noting the funding body for which the fee is applicable - adding the correct funding body is important because it helps to ensure your invoices, fees and clinical reports meet the funding body's requirements.

You can edit and update a fee by selecting the fee on the Fee List, making the changes required and then clicking the Save Fee button at the bottom of the page. You can also delete and archive fees.

You can also add the identifications by which the funding body identifies you (e.g. provider numbers or national provider identifiers) by clicking the Edit button on the Identifications page. The identifications then appear on your invoices for fees associated with that funding body.

Creating, viewing, editing and deleting invoices

Your invoices are found in your Invoice List. Invoices contain all the information you need to track the financial performance of your practice and to provide patients and funding bodies with clarity about the fees owing, while meeting the requirements of the various funding bodies. They also present your practice's image to patients, funding bodies and other parties, and so can include your practice letterhead and/or logo in the invoice header and footer. You can edit invoices to make necessary changes to invoices, and you can also delete invoices where appropriate.

Halaxy automatically creates invoices whenever you make an appointment, saving you time, and you can readily update invoices when you need to do so. You can also create manual invoices that are not linked to appointments, as well as third party invoices and package invoices. All invoices also integrate and are automatically included in your financial reports.

Invoices can also be printed and emailed, and printed emails automatically include your letterhead, logos and information that you have added to your invoice template, which is found on your Settings page.

Electronic payments processing

Automatic Payments

Processing payments electronically can be done manually or entirely automatically, completely removing your practice administration. By setting up automatic payments, you never have to handle payments again, thus separating the financial and clinical relationship with patients and helping to reduce your no-shows. All you need to do is enter the patient's payment details on their profile. No matter whether you see the patient once or 20 times, the payment can be automatically processed for you so you and your practice can focus solely on treating patients.

BPAY

You can accept payments via BPAY, which provides your patients with more payment options.

To enable BPAY, click Settings, then Payments. Scroll down to the BPAY section and click Enable. You can click Add New to add BPAY settings for specific individual practitioners or specific practice locations.

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When BPAY is enabled, a BPAY logo will appear on your invoices, with your Biller Code and Reference number. Patients can use the Biller Code and Reference number to pay through BPAY.

The cost for using BPAY starts at $1 + 1.9% of the invoice fee and becomes lower as you process greater volumes of payments, in line with our electronic payments processing fees.

Payments made through BPAY are usually received into your bank account within one to three business days.

Billing funding bodies, third parties/organisations and claiming rebates

Halaxy enables you to create invoices for third parties and funding bodies. Invoices can be sent to third parties and funding bodies by mail and email, and - for some funding bodies (such as Medicare and DVA in Australia) - electronically.

Managing stock and inventory

On the Products area on the Fees page, you can manage your stock and inventory for clinical and non-clinical items in your practice, with sales of clinical items automatically linked to your stock and inventory management. With Halaxy, you can manage your stock and inventory for clinical items (e.g. bandages, syringes etc) and non-clinical items (e.g. paperclips). Stock and inventory can be linked to your expenses and it can also be sold to patients with stock sold to patients automatically tracked for you. You can access your stock and inventory management on the Products page within your Fees area under the Finances tab.

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