Calendar

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Your calendar is the heart of your practice in Halaxy. Halaxy is designed so that you can run your entire practice simply by making appointments in your calendar, without needing to leave the calendar screen.

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From your calendar, you can:

  • add appointments by clicking a time on the calendar (which automatically creates an invoice and schedules reminders)

  • move appointments around your calendar by clicking-and-dragging them

  • view and modify appointment details, including patients, fees, referrals and claiming information

  • quickly access the linked invoice, clinical notes and reminders

  • see your practice hours at each of your clinic locations a glance

  • create personal appointments so that patients cannot book you during those times

  • delete or cancel appointments

  • set up tasks for your to-do list

  • add one-off custom availability to your calendar for a single day

To view your calendar, click Schedule > Calendar on the sidebar. You can also click the Halaxy logo at the top of the sidebar to go to your calendar from any screen.

Customising your calendar view

At the top of your calendar, you will see a control bar where you can customise your calendar view:

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You can:

  • click the calendar icon on the left to jump to a specific date;

  • click Today or This Week to jump to today or this week;

  • click Day, Week or Month to view the calendar in Day, Week or Month view;

  • click the left and right arrows to move through your calendar on a daily, weekly or monthly basis;

  • click the Zoom (magnifying glass) icons to change the duration of your time blocks (the minimum time block is 5 minutes and the maximum is 90 minutes);

  • click the Waiting List icon to add a patient to your waiting list

A thin blue line across the calendar shows the current time in your timezone.

Your practice opening hours are shown in in the background, colour coded for each location.

Patient appointments are shaded blue by default. Appointments made via Online Booking are shaded green by default. You can set different appointment colours based on fee or Appointment Type.

Personal appointments are shaded dark grey.

Cancelled and non-attended appointments are shown with the appointment time struck through and the appointment colour slightly dimmed.

Hover over the appointment time label to view the details of the appointment, including the time it was created and last modified:

Appointment_ToolTip.png

Image: An appointment tooltip that appears when hovering over the appointment time label

Calendar view preferences

Click the Cogwheel icon in the top-right of the calendar screen to edit your Calendar Preferences.

Viewing multiple practitioners' calendars at the same time in group practices

If you are in a group practice and have an access level that lets you view others' calendars, you can view multiple practitioners' calendars all together in the Day or Week view of your calendar, which makes appointment and practice scheduling easier and simpler.

To view multiple practitioner's calendars in the one view, click the Practitioner button in the top-right and tick the checkboxes next to the practitioners you wish to view the calendars of (ensure you click the checkbox, not the practitioner's name):

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Click a practitioner's name (not the checkbox) to clear all the checkboxes and view only that practitioner's calendar.

Note

You cannot view multiple practitioner's calendars in Month view. Icons on appointments will not be shown in Week view if you have multiple practitioners selected.

Syncing your calendar with your iPhone, Google Calendar and Outlook Calendar

You can sync your Halaxy calendar so that your appointments created in Halaxy are also shown on your iPhone, Google Calendar or Outlook calendar via one-way syncing or two-way syncing.

Two-way syncing supports iCloud, Google, Outlook, Exchange and Office 365.

Appointment search

The appointment search button in the top-right of the calendar screen allows you to search for the next available appointment so you do not need to manually scroll through your calendar.

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You can filter by locations, practitioners, date ranges, time of day and appointment duration. The next available appointments are then displayed.

Printing your calendar

You can print your calendar by clicking the Print button at the top-right of the screen. You can print your calendar in day, week and month view, with the printed version of your day and week view calendars reflecting your calendar view preferences.

Rooms and equipment booking

Halaxy allows you to add rooms and equipment to your practice locations which can be managed on your calendar or assigned to a particular practitioner.

To create an appointment in a particular room, select the room from the Locations drop-down menu (the room will be linked to the practice location) when creating the appointment.

For appointments requiring particular equipment, such as an X-Ray machine or psychometric testing, you will first need to select the Location. You can then select the Equipment drop-down menu.

Room calendars

You can switch between viewing practitioner calendars or room calendars at any time.

To view a room calendar, click Room and select the room whose calendar you wish to view:

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The calendar screen will switch to the Room calendar.

Once you are in Room view, you have the option to view multiple room calendars in the one view (available only in Day view).

To view multiple room calendars in the one view, click the Room button in the top-right and tick the checkboxes next to the rooms you wish to view the calendars of (ensure you click the checkbox, not the room name):

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Click a room name (not the checkbox) to clear all the checkboxes and view only that room's calendar.

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