You can take or mark payments as deposits that are stored on a patient's profile, which can then be used to pay for the patient's future/unpaid invoices. You also can also change an overpayment on an invoice into a deposit. This allows you to keep track of your payments all within Halaxy.
Once you have taken/allocated a deposit from your patient, it will be shown on the patient’s General page in the appointments overview section. You can use deposits on any unpaid or partially paid invoice billed to the patient.
You can take a deposit from your patients by following the steps outlined below:
Navigate to the patient's profile.
In the Appointments Overview section, click the Edit (pencil) icon beside the Fee Balance.
A pop-up will appear showing you the deposit history of this patient. Click Add New.
The Add Deposit pop-up appears. Select the payment method:
Offline payment: for methods processed outside of Halaxy, such as cash or EFTPOS
Auto payment: process the deposit as a payment from the patient's credit card now, using Halaxy's secure payments gateway
Voucher: add credit to the patient's fee balance using a voucher
Complete the form that appears. This form may be different depending on the payment method you selected:
(Optional) Select a clinic and practitioner where the deposit applies. The deposit will only be able to be used on invoices from that clinic and/or with that practitioner. To allow the deposit to be used on the patient's other invoices, do not make a selection (you can also edit the deposit later to remove the specific clinic/practitioner).
RESULT: The deposit is added to the patient's fee balance and can be used on a future invoice.
Once a deposit is added to a patient's account, you can use it to pay the patient's unpaid invoices.
You can use the deposit as payment on any unpaid or partially paid invoice for the patient by clicking the Deposit button on the invoice. This button appears next to the Mark as Paid option on an invoice when the patient has a deposit. The deposit button will be labelled with the available deposit amount:
Once you have clicked the Deposit button on the invoice, the amount field will be pre-populated based on the fee amount and the amount of the deposit. Halaxy will only take the amount owing for that particular invoice from the deposit. The remainder can be used on another invoice.
Click Process. The invoice will be marked as paid (or partially paid if the deposit was not enough to cover the remaining fee balance), and the deposit amount will be deducted from the patient's fee balance.
When processing a payment or marking an invoice as paid, you can convert any excess amount for the invoice into a deposit that can be used to pay for future invoices. This saves you from having to refund the overpayment.
You can convert overpayments into deposits whether the payment was made through Halaxy or simply marked as paid in Halaxy and processed via another method.
To convert the overpayment to a deposit:
Process the payment using Halaxy's secure payments gateway.
Input the payment amount.
The pop-up will change, and Halaxy will ask you if the overpayment is to be added as a deposit.
4. Select Yes and click Save.
RESULT: The overpayment is added as a deposit in the patient's General page and can be used to pay future invoices.
If you have taken a payment processed via Halaxy, you can convert the payment into a deposit that can be used to pay for future invoices. This is a good alternative to refunding the payment.
Once an invoice has been paid, all you have to do is click Refund on the invoice.
In the pop-up, the option to change the payment to a deposit to use on other invoices appears:
Select this option and click Submit.
The deposit is then added to the patient’s General page and can be reused on any other invoice billed to this patient or organisation.
When a patient pays a deposit for a future session, this will be saved on the patient's General page in the Appointments Overview section.
Once the deposit has been applied here, you can refund the deposit by following these steps:
Click the Edit (pencil) icon next to Fee Balance.
A list of deposits appears. Beside the relevant deposit, click the Delete (trash) icon.
In the pop-up, select Refund online payment.
RESULT: The refund will be processed back to the cardholder and recorded in the patient's fee balance.