Locations and Practice Hours

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Setting up your locations and hours is the first step to successfully using Halaxy. Based on your hours at each location, Halaxy automatically determines the location where an appointment is taking place and chooses the right invoice and reminder templates, so it's important to set your hours at each location where you work.

You can see a video which demonstrates how to add a location and its practice hours here:

The background of your calendar is colour coded by location, so you can tell at a glance exactly where each of your appointments is scheduled.

Calendar_LocationColours.png

Your locations

You can view your locations and practice hours by clicking Personal > Locations. When you first set up Halaxy, you'll need to create at least one practice location.

Locations_Page.png

Each location is listed as a separate "card" that can be expanded or collapsed. Within each location, all the practitioners who have been added to that location are also shown, along with their practice hours.

You can set a location-specific invoice template for each location, and you can add rooms and equipment to each location from the Locations page.

You can select whether your directory profile is public, hidden or enabled but not searchable in the Halaxy directory for each practice location and specify what information is displayed, including street address, phone numbers and email addresses.

Adding a new location

To add a new practice location to your list of existing practices/clinics:

  1. Click Personal > Locations.

  2. Click Add Location at the top-right of the page.

  3. The Add Location pop-up appears. Complete the form, including practice name, ABN or company number, street address, time zone, and phone numbers for each practitioner at that location (if no practitioner is selected when adding a phone number, the phone number is applied to the location as a whole).

    Locations_Add.png
  4. Add practitioners who will practice at this location by clicking the Practitioners field and selecting practitioners .

  5. Set a colour for the location by clicking the Open Hours Colour field. This will colour code your hours at this location on your calendar:

    Location_Colour.png

You should also add any relevant identifications and provider numbers for the new location so that they display on invoices and can be used for claiming. Follow the steps below:

  1. Click Finances > Fees, then click the Identifications tab.

  2. Click Edit at the top-right of the page.

  3. The new Location will be shown in a new column. Add the Provider Number for the relevant Funder under the relevant Location column.

  4. Click Save Identifications at the bottom of the page.

 

Adding a clinic description and logo for the online directory

Once you are verified, your clinics are added to Halaxy's online directory. You can add a description and a logo to your clinic(s) by following the steps below:

  1. Click Personal > Locations.

  2. For the location you wish to edit, find the Online Directory section.

    Locations_OnlineDirectory.png
  3. To add a description, click the Edit (pencil) icon in the top-right of the Online Directory section. Add a description and click Save.

    The Update Online Directory Information pop-up, with fields for adding a description and analytics tracking.
  4. To add a logo, click the Logo icon. You will be asked to upload a file from your computer, then click Save. It is recommended that your logo dimensions are square (e.g. 300x300px, 500x500px).

    Locations_LogoAdd.png

RESULT: Your online directory listing will now include your description and logo. You can visit your online directory listing by clicking the link in the top-right of the Online Directory section.

Locations_ViewProfile.png
 

Adding a location-specific invoice template

You can set a location-specific invoice template that overrides the default header and footer you set in the General Settings page. Your default header and footer will be used on clinical notes and reports, as well as for locations you have not set a location-specific template for.

 
 

Practice hours

Setting practice hours

You can set practice hours for a specific practitioner at a specific location by clicking the Edit (pencil) icon that appears to the right of Add Another Schedule:

Locations_HoursEdit.png

The Practice Hours pop-up appears:

Hours_EditScreen.png

Set the frequency of your schedule (Weekly, Fortnightly, 3 weeks or 4 weeks).

You can optionally set a starting date for the schedule as well as an ending date - this is useful if you have a period of time where you work different hours.

To add days of the week to your schedule, click Add New at the bottom of the form and set starting times and ending times. You can add breaks by adding the same day twice with a break in-between - for example, you can set Monday hours from 9 AM to 12 PM, then on an additional line you can set further Monday hours from 1 PM to 5 PM.

Hours_ScheduledLunch.png

Image: A schedule which has a lunch break from 12 PM to 1 PM (expand image)

You can remove a day by clicking the red X icon to the right of each line on your schedule.

Click Save when done.

If you set up Online Bookings, patients will only be able to book time slots based on the hours you have set.

Tip

The background of your calendar is colour coded according to your practice hours at each location. Set a different colour for each location to make organising your day easier.

Note

To avoid confusion when working across multiple time zones, your calendar and hours are always shown in your practice group's time zone, not the clinic's time zone. if the clinic's time zone is different to the practice group's time zone, a warning will be displayed.

 

Setting a default Appointment Location Type (in-clinic, phone, online, home visit)

In the Appointment Location Type drop-down menu, select whether you want appointments created within these hours to default to an in-clinic appointment, a phone consultation, an online consultation or a home visit. This will automatically set the location of appointments created within the hours specified by this schedule:

Hours_ConsultationType.png

Note that you can also set an Appointment Location Type for specific fees or appointment types. If a patient makes an online booking and selects that fee or appointment type, the location is set based on the Appointment Location Type of the fee or appointment type instead of the default Appointment Location Type set in your schedule. This allows patients to specifically book an in-clinic, phone, online or home visit consultation when making online bookings.

 

Setting a default practice

When adding or changing practice hours, tick the "Default practice" checkbox to set this practice location as your default practice. Your default practice's information is used for appointments, reminders and invoices that are scheduled outside of your specified practice hours at each location.

 
 
 
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