Referral Types

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Referral Types are a fantastic time-saving feature in Halaxy that allows you to automatically manage your referrals. In Halaxy, referrals can be optionally set a Referral Type, which dictates the expiry date and length, the appointment limit, coverage limits, and fees and clinical templates that apply to the referral.

Using Referral Types, you can automatically link a referral to an appointment based on the fee, which means you can automatically add the patient's referral information to an appointment just by adding the fee. Referral Types also automatically set the correct appointment limit and expiry date, and by linking clinical templates to Referral Types, you can automatically generate relevant paperwork directly into your patient's clinical notes, such as referral acceptance letters.

Referral Types will also appear on Referral Reports, allowing you to filter your referral reports by type.

If a referral has no referral type, Halaxy will apply the referral to any appointment that uses a fee under that funder. Referral types allows you to specify exactly which fees should be used for a particular referral rather than just any fee under the funder.

Using Referral Types

Whenever you add a referral to an appointment or to a patient's claiming information in Halaxy, you can set the Referral Type by typing part of the referral name in the Referral Type field and selecting the Referral Type from the drop-down menu that appears.

Setting the Referral Type will automatically set the appointment limit, funding limit (if applicable) and expiry date (based on what you select as the referral date).

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Halaxy's global database contains a broad range of preconfigured Referral Types based on different funding bodies and your profession. You can manage and create Referral Types in your Referral Types list (click Finances > Fees, then click the Referral Types tab).

Adding a new Referral Type

There are two ways for a user to add new Referral Types: through the Referral Type list, or by adding it via the Referral pop-up when adding a referral to an appointment.

Adding a new Referral Type through the Referral Type list

To add a new Referral Type through the Referral Type list:

  1. Click Finances > Fees, then click the Referral Types tab.

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  2. Click Add Referral Type at the top-right of the page. The Add Referral Type screen will appear.

  3. Enter the name of the Referral Type in to the "Referral Type lookup" to see if the Referral Type has previously been added to your account or already exists in the Halaxy database. A list of all the similar Referral Types will appear in a drop-down list. If the Referral Type is here, select it from the drop-down list; if not, proceed with the rest of the form.

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  4. If the Referral Type is not in the Halaxy database, add the Funder in the Funder field. If the Patient is paying the full amount themselves, the funder should be "Private".

  5. In the "Name" Field, enter the name of the Referral Type.

  6. In the Length field, select whether the Referral has an indefinite length or set the number of days, months or years the referral is valid for.

  7. In the Limit section, enter a number in the left-hand text field and select an option in the right-hand drop-down menu (for example, 12 appointments). Ensure you select the correct option in the drop-down menu (possible choices are Appointments, Hours and Minutes).

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  8. If applicable, enter the funding limit covered by the referral in the Value Limit Coverage field.

  9. Click Save.

RESULT: The Referral Type has now been added to the Referral Type list and can be selected when adding a referral.

Adding a new Referral Type when adding a referral

When you add a referral to an appointment or a patient's claiming information, you can also select to add what you enter in the Referral Type field as a new Referral Type:

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To set up the new Referral Type details:

  1. Click "Add [ReferralName] as a new Referral Type" in the Add Referral pop-up (pictured above). The Edit Referral Type pop-up appears.

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  2. Add the name of the Referral Type in the "Name" field.

  3. Add the appointment limit if required.

  4. In the Length field, enter the duration of the referral (how long before it expires).

  5. If applicable, enter a funding limit.

  6. Click Submit.

RESULT: The Referral Type has now been added to this referral and has also been added to the Referral Type list for future use. If you wish to edit the Referral Type, follow the steps below.

Editing a Referral Type

A Referral Type can be edited at any time by clicking the Referral Type in the Referral Type list. To edit a Referral Type:

  1. Click Finances > Fees, then click the Referral Types tab.

  2. Click the Referral Type that you would like to edit.

  3. Make the relevant edits.

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  4. Click Save.

RESULT: New referrals that use this referral type will use the updated details. Existing referrals are unaffected.

Deleting a Referral Type

You can delete a Referral Type by following the steps below:

  1. Click Finances > Fees, then click the Referral Types tab.

  2. Click the Referral Type that you would like to delete.

  3. Click Delete Referral Type from the top-right of the screen.

  4. Once selected, the "Delete Referral Type" pop-up will appear. To confirm the deletion of the Referral Type, click Delete.

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WARNING: If a Referral Type is deleted, it will be removed completely, and you will not be notified whether it has been linked to existing referrals or not.

RESULT: This Referral Type has now been deleted and can no longer be used. If you wish to use the Referral Type, you will need to re-import it or re-create it.

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