Getting Started


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

To make Halaxy work for you, all you need to do is enter a few details about your practice and then enter your practice hours. Halaxy will take these details and automatically set up your appointment reminders, patient profiles, invoices and billing, and financial reporting - and it all takes just a few minutes!

For a video guide on how to get started in Halaxy, check out our video below, or click to view our other training videos:

Set up your profile and practice group members (in under 5 minutes!)

Adding your professional and practice details to Halaxy, as well as your practice hours, is the first step to unlocking the power of Halaxy.

Based on the information you enter, your invoices, reminders and appointments are automatically set up. 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 hours and business details:

  1. On the sidebar, click Personal > Locations.

  2. Click the Edit (pencil) icon under the name of your practice location to add your practice address, phone number, and ABN.

    The Edit icon for a location is highlighted
  3. In the Hours, Profile and Booking Preferences section, click the Edit (pencil) icon to set your hours.

    The edit icon next to Add Another Schedule is highlighted under a practitioner
  4. On the sidebar, click Personal > 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 > General. Review your general account set-up preferences (e.g. time and date format).

  6. (Optional) On the sidebar, click Settings > 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. Once you add an appointment, clinical notes and invoices are automatically created for you.

To add an appointment to the calendar:

  1. On the sidebar, click Schedule > Calendar to go to your calendar. You can also click the Halaxy logo in the top-left to jump to the calendar from any screen in Halaxy.

  2. On the calendar, click the time of the appointment. If you want to change the size of each time block (e.g. whether they are 10 minutes, 15 minutes etc.), use the zoom controls at the top of the calendar.

    The user clicks a time on the Calendar. The Appointment Information panel appears.

    Image: Clicking a time to create an appointment (expand image)

  3. The Appointment Information panel will appear on the right, where you can choose a patient and a fee.

    In the Name field, enter the patient's name. If the patient is on your patient list, you'll see the patient's name appear in the drop-down menu. If it's a new patient, click the option to "Add this patient as a new patient" and enter the patient's personal details, address and phone numbers in the form that appears.

    New patients are added to your Patient List so that their details will automatically appear the next time the patient makes a booking.


    Image: Adding a patient and a fee to an appointment (expand image)

  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.

      The fee will be 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.

      The fee will be 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.


    Halaxy automatically sets the appointment location based on your practice hours.

And you're done! Just by managing your calendar as usual, you've added an appointment, a patient and a fee, and clinical notes 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 an appointment on the calendar, you can also bring up an appointment information panel, which allows you to:

The Appointment Information panel on the right shows appointment details and has links to notes and the invoice
  • Click to add referral and claim information

  • Click Notes to add your case notes for the appointment

  • Click Invoice to access the invoice that is automatically created for the appointment (you can also add your provider number here)

  • Click the Reminders (bell) icon to view SMS and email reminders for the appointment

  • Delete appointments by clicking the Delete icon on the appointment details form

You can also click and drag appointments to move them 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.

Learn how to add patients to your Patient List

Learn how to add fees to your Fees List

Import your data

If you have data from another practice management system that you wish to import into Halaxy, email us at 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, including how to use electronic fax messages in Halaxy

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