Every patient health record in Halaxy are stored in clinical notes, which are used to document their medical history and care received over time. With your patient data stored in one place, you can easily track your patient's progress to provide treatment catered to their needs.
GIF: Creating an appointment automatically generates a clinical note (click image to expand)
On Halaxy, a blank clinical note is automatically created for every new appointment and linked to the appointment invoice.
You can also create notes manually and link them to specific appointments or referrals as needed.
Clinical notes can be used to create or store:
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Appointment notes
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Diagnoses, allergies or immunisations records
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Referral letters
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Clinical tools (such as questionnaires, charts and assessments)
Tip
Want to save time? Set up clinical tools and note templates that you can use at every appointment!
You can quickly access a patient’s clinical notes in two ways:
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Patient profile
Open the patient’s profile and click the Clinical Notes tab. Select a clinical note from the list on the left panel to open it.
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Calendar
Open the patient’s appointment on the calendar, then click the Notes link. This opens the clinical note for this specific appointment.
In the Clinical Notes page, you can find the following:
Image: The clinical note page interface (click image to expand)
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Patient name: The full name of the patient.
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Note filters: Handy tools you can use to refine the list of clinical notes. To use filters, click the following icons:
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magnifying glass icon: Filter by keywords.
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funnel icon: Filter by specific category, status, date range, or note author.
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funnel icon: Sort the list chronologically or alphabetically.
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cogwheel icon: Set the notes list preferences.
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Clinical notes list: The full list of all clinical notes of this patient. Next to each note title,
draft or
published icons indicate the status of the note.
Each item in the list is also colour-coded based on the note types below for quick identification:
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Clinical/appointment notes, clinical tools, forms and shared notes from patients
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Prescriptions and clinical orders
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Referral notes
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Files and attachments
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Allergy, diagnosis and immunisation
Tip
You can right-click on the notes from the list to bring up some quick actions! This also gives you the option to pin a note to the top of the list.
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Note information: Key information that is relevant to the clinical note. This includes the date, practitioner, location, linked appointment, linked invoice, and linked referral.
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Note actions: Note-related actions to allow attachment or creation of new records under the selected note.
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Content: The details of the selected clinical note. This contains an editor where you can type up notes, reports, letters, referrals, or assessments. You can import templates for forms, assessments, or questionnaires. You can also attach files to any clinical note.
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Versions: A list of any versions you save for the selected clinical note. (Applicable only to notes. See Guide to clinical note versions)
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Status: The state of the selected clinical note.
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Draft / Published: Applies to notes and prescriptions.
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Assigned / Completed: Applies to clinical tools.
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Option menu: A dropdown menu featuring an additional list of actions you can do with the selected clinical note.
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Quick action toolbar: A readily available selection of actions you can do with the selected clinical note.
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Clinical Sidebar: A quick access to key information of patients, such as appointment history, diagnoses, allergies, immunisations, and more. See Set up your clinical sidebar.
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AI Scribe: An AI‑powered tool that provides live transcription of appointments and instantly generates appointment note summaries. See Guide to Halaxy AI Scribe.
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Open the patient's profile.
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Click the Clinical Notes tab.
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On the top right, click New Clinical Note.
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Fill out the clinical note contents.
This creates a standalone clinical note that is not linked to any other record on Halaxy.
Note
When an administrator creates a clinical note, they must select a practitioner to link to the note because it is not automatically assigned.
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In the clinical note title bar, click the
pencil icon.
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In the pop-up, you can specify the following:
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Title: Enter a label for this clinical note.
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Date: Specify the date for this clinical note. This defaults to the appointment date. For manually created notes, the date defaults to the creation date.
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Appointment: Select an appointment to link to this note.
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Referral: Select a referral to link to this note.
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Link to Clinical Note: Select an existing clinical note that is not linked to any appointment.
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Click Save.
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Save
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Clinical notes are automatically saved as you type.
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To manually save a clinical note, click Save in the top right. When you save, the clinical note remains exactly as you left it when you return to it.
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If your internet connection goes down or slows down, you receive a notification to manually save the note as automatic saving may be affected.
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Whenever you manually save a note, the date and time of your last save is displayed under the clinical note status.
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If you want to track changes for your clinical notes, you can save note versions that you can view or revert back to.
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Publish
When you publish a clinical note:
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The note status changes to Published.
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The dynamic terms in the clinical note convert into the actual personalised words.
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The clinical note locks and cannot be edited or deleted.
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To publish a clinical note, click the down arrow next to the Save button, then click Publish.
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You can revert the note back to Draft status by clicking Revert.
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You can only delete clinical notes that you created. You cannot delete a clinical note created by another practitioner.
Note
Any clinical note in Draft status can be deleted. Publishing a clinical note locks it and prevents it from being edited or deleted. If you need to delete a Published note, you must first revert the note back to Draft status.
To customise the look of your clinical note list, on the top of the list, click on the cogwheel icon.
You can configure the following:
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View: Customise the look of each note in the list.
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Expanded: Shows details of the note, including the note type, status, note title, assigned user and note date.
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Condensed: Shows only the note title and note date.
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Linked Notes: Set whether to show or hide linked notes automatically.
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Expanded: Automatically shows the linked notes sitting under the main note. Click the collapse icon on the left of the main note to manually hide the linked notes.
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Collapsed: Hides the linked notes under the main note. Click the expand icon on the left of the main note to manually show the linked notes.
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Group by: Set a grouping for the notes in the list by note type, year or none.
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Colour Display: Set how you want the colours to be shown in the list.
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Minimal: Shows each note with a colour as an accent.
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Full: Shows each note fully filled with its assigned colour.
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Colour Preference: Set the colour-coding of the notes.
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Default: Use Halaxy's default note colours.
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Match linked appointment type/fee: Matches the custom colour of the appointment type or appointment fee of the linked appointment. If there is no linked appointment or if there is not custom colour, the default Halaxy colours are used.
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Custom by assigned user: Set a custom colour for each users in your group.
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Custom by profession: Set a custom colour for each profession in your group.
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Note
Keep in mind that the any changes made to your notes list preferences is only applicable to your own Halaxy user account.
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