Electronic Payments Processing

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Halaxy removes your practice administration by enabling you to process payments electronically, either manually or automatically. Because you don't need to handle cash or rent an EFTPOS terminal, electronic payments allow you to separate the financial and clinical relationship with patients.

Electronic payments also help reduce your no-shows by giving you increased power to charge for cancellations. Payments are completely online and can be processed at your leisure or at your patients' leisure.

All you need to do is enter your bank details and your patients' card details. No matter whether you see the patient once or 20 times, the payment can be automatically processed for you, so you can focus solely on treating patients.

Electronic payments can also be made at your patients' leisure via BPAY (Australia only), via secure payment link when emailing an invoice, or via the patient portal.

Electronic payments processing via Halaxy is currently available for practitioners in Australia and in all countries that use the Euro as currency. Practitioners in other areas can mark their invoices as paid to reconcile their finances in Halaxy's finance reports.

Electronic payments processing fees are automatically deducted from payments. You can choose to pass these fees on to patients or to bear the costs yourself.

Payments for Australian-based practitioners

To process a payment in Halaxy as an Australian-based practitioner, all you need to do is add your bank deposit details and add your patient's card details. Then just click Process Now on an invoice. That's all there is to it!

Alternatively, you can use BPAY to receive payments, as well as provide a secure link to invoices for patients to pay via email. You can also automate payments for a completely hands-off experience.

Payments will reach your nominated deposit account in 2-3 business days. Note that payments processed after 9.00 P.M. AEST/AEDT are processed into the Halaxy merchant account the day after they are paid, so these will appear in your account one day later than usual.

Payments for EU-based practitioners

Payments for EU-based practitioners is available in all countries that use the Euro as currency.

EU-based practitioners must register with Hyperwallet via Halaxy before they can process payments. For more information, please see Electronics Payments Processing - Hyperwallet Registration (EU).

After registering with Hyperwallet, you can process payments from any invoice by clicking Process Now, as well as provide a secure link to invoices for patients to pay via email. You can also automate payments for a completely hands-off experience.

Payments will reach your nominated bank or PayPal account within 7 business days. Please note that you may be required to verify your identify with Hyperwallet to receive payments; please see Electronics Payments Processing - Hyperwallet Registration (EU) for more details.

How and when you are paid

Fees are processed electronically into the nominated bank account(s) set up in the Deposits section of your Settings > Payments page. EU-based practitioners can nominate a PayPal account instead of a bank account. Australian-based practitioners with an appropriate access level can nominate different bank accounts for individual clinics or practitioners.

For Australia, payments typically reach your bank account in 2-3 business days. EU-based practitioners should allow up to 7 business days to receive payments into their account.

Payments from the Halaxy merchant account will appear in your statement as "HX-[Invoice Number]" for invoice payments. For deposit payments, the payment will appear in your statement as "HX-[Patient ID]", where the patient ID is the number in the URL of the patient's profile (i.e. https://www.halaxy.com/a/pr/patient/xxxxxxxx).

You will also receive quarterly statements detailing payments processed in your practice and can run finance reports at any time.

For more information, please see Confirming that you have Received Payments.

Adding patients' payment details

You can add your patient's payment details quickly and easily in two ways:

  1. Via their patient profile: go to the patient's profile, selecting the Funding page and clicking Add Card in the Payment Details - Credit Card section. You can store the patient's payment details here to enable electronic processing of future fee payments.

  2. On their invoice: From an invoice, click Add Payment Details in the Payments section. You can process the payment immediately and either store the payment details for electronic processing of future fee payments by ticking the tick box (note the CCV is not stored), or not store the card details and continue having future fee payments paid by other means. When you make other appointments in the future with this patient, the patient's card details will not be available and so if you process their payment electronically in the future, you will need to enter their card details again.

In the Name field, add the name on the card - if the patient is a child, a parent's card is permissible. Add the 16-digit card number in the Number field, and select the type of credit card. and the card expiry date in the expiry fields. If you are adding the payment details from an invoice, you can also enter the CCV number, although this is optional. Read and accept the terms and conditions and click Submit.

When you make an appointment with a patient who has a credit card stored on Halaxy, their payment method is shown as Stored Credit Card on the appointment listing on your calendar (if there is no stored credit card, the payment method is listed as manual payments) so you can easily see that you can process payments electronically for their appointment.

How to tell whether a patient's card can be used for payments processing

You can use Halaxy to process payments from Visa and MasterCard credit cards and debit cards, including debit accounts. American Express credit cards are also accepted. Some Maestro debit cards are not accepted. Diners Club is not accepted.

Most transaction accounts in Australia can also be used as debit cards. You can tell whether a transaction card is a debit card by seeing whether it has a silver coloured chip on it.

Capturing payment details

You can use the Halaxy Medicare Rebates Claiming and Payments Authority Form to enable patients to complete their Medicare and payments details. Payment information can also be captured via the patient intake form feature. You can also use these forms to provide patients with information about payments processing and rebates processing, as well as other practice policies (such as confidentiality and cancellations).

How to process an electronic payment

You can process a payment electronically in three ways:

  • Manually by clicking Process Payment on each invoice

  • Automatically at a set time each day or a set time into the appointment

  • Asking the patient to pay invoices directly via BPAY, secure link or through the patient portal

Individual patients' preferences can be set on their Funding page.

Processing payments manually

Manual payments processing is the default setting in Halaxy.

Once a patient's payment details have been added to Halaxy (if their payment details have not been added, you can add their payment details from the invoice), go to the payments section near the bottom of the invoice. Click Process Now and confirm that you want to process the payment for the amount shown.

Invoice_ProcessNow.png

You are notified that the payment has been processed (successfully or unsuccessfully). If successful, the payment is documented on the invoice in the payments section; if unsuccessful, the status code is given and you should contact the patient directly to re-arrange payment. Once the payment is processed, you cannot delete the appointment or the invoice.

Processing payments automatically

You can set up automatic payments processing so that payments are processed without you needing to do anything. Depending on your preferences, payments can be automatically processed a certain time into the appointment or at a certain time each day.

Automatic payments processing applies only to appointments with an appointment status of Arrived, Attended, Booked or Confirmed. Note that by default, Halaxy automatically sets the appointment status to Attended at the time of the appointment if you do not use two-way SMS reminders, or if the patient confirms the appointment via two-way SMS. You can change your Appointment Settings in Settings > General so that appointments are not automatically marked as Attended.

If you do not wish a payment to be automatically processed, ensure you cancel the appointment, change the appointment status manually in the Appointment Information panel, or cancel the scheduled payment from the invoice.

To configure automatic payments:

  1. Click Settings > Payments.

  2. In the Scheduled Payment Processing section, click the Edit (pencil) icon next to to group you want to set automatic payments for (you can add individual clinics or individual practitioners by clicking Add New).

    Payments_ScheduledEdit.png
  3. The Edit Auto Payment Settings pop-up appears. Select whether you want to process payments automatically a set time into the appointment, or automatically at a specific time each day.

    Payments_Automatic.png

Note

If you are processing payments a certain time into the appointment, note that creating an appointment for earlier today may trigger automatic payments processing. Payments will not be triggered for appointments dated yesterday and earlier.

Tip

If you are scheduling payments processing at a set time each day, it is recommended you choose a time at least 30 minutes before 9:00 PM AEST, as this is the banks' payment cut-off time. Payments processed after 9:00 PM AEST reach Halaxy's merchant account on the next business day, causing you to receive payments one business day later than usual.

Asking the patient to pay invoices directly

Patients can pay invoices directly on an ad hoc basis through a variety of methods. Please see our articles on BPAY, secure link and the patient portal for more information.

Cancelling an individual scheduled payment

If you have configured automatic payments processing, you can cancel a scheduled payment from the invoice by clicking the blue Scheduled link in the status column of the invoice, then clicking the X icon. You can also change the scheduled time and date for processing the payment.

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