Set up automatic rebate processing (Medicare, DVA, bulk bill)

Who can do this?

*Credits will only be charged for successful transactions.

Halaxy lets you completely automate your rebate processing so that it occurs at a specific time into each appointment or at a specific time each day. You can configure automatic rebate processing settings for the group, for specific locations or for individual practitioners.


If you need to process rebates in large volumes but without automation, try batch processing instead.

Set up automatic rebates processing

  1. Click Settings > Payments.

  2. Under the Rebate Processing section, next to the Group level, click the Icon-Edit.svg edit icon. (To create settings for a specific location or individual practitioner, click Add New.)

  3. In the pop-up, select one of these options:

    • Automatic after appointment starts: Enter the number of minutes after the appointment start time to process the rebate.

    • Automatic daily: Enter the set time to process rebates each day.

  4. Click Save.

All patient, bulk bill and DVA rebates are now automatically processed and submitted to Medicare according to your settings. Changes will apply to all future invoices.


Settings for specific locations or individual practitioners override their default group settings.

Factors for automatic rebate processing

  • You will only be charged for successful rebate processing. If a rebate claim is rejected, you will not be charged.

  • You must have a positive balance for Halaxy credits. (Tip: Set up auto top-up for your Halaxy credits to ensure you never run out for automatic processing!)

  • Rebates are processed for invoices containing a Medicare or DVA fee where the appointment status is Attended, Arrived, Booked or Confirmed. If the patient does not attend the appointment, no rebate is processed and you are not charged.

  • For Medicare patient rebates, the rebate is only processed if payment is received or the invoice is marked as paid.

  • Make sure patient referrals are up-to-date to successfully process rebates.


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