Electronic Payments Processing

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Halaxy removes your practice administration by enabling you to process payments electronically, either manually or automatically. Electronic payments allows you to separate the financial and clinical relationship with patients and has been shown to help reduce no-shows by giving you increased power to charge for cancellations.

With Halaxy's payments system, payments are completely online and can be processed at your leisure. You do not need to pay EFTPOS terminal rent charges, and you do not need to handle cash payments.

All you need to do is enter your bank details and save your patients' payment 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 by made on an ad hoc basis by the patient through BPAY, secure payment link when emailing an invoice or the patient portal.

Electronic payments processing via Halaxy is currently available for Australian-based practitioners. Practitioners in other countries 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.

How and when you are paid

Fees are processed electronically into the nominated bank account(s) set up in your Payments page under Settings. In group practices, the nominated bank account is set at a group level by default (meaning invoices for all practitioners in your practice group are paid into the one bank account), but practitioners with an appropriate access level can set payments to go into a different account based on the clinic location or the individual practitioner.

Fee payments from patients are processed into the Halaxy merchant account the day after the appointment and are then processed into your account, so you will generally receive the fee payment (minus transaction charges) two business days after the appointment. 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.

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

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).

For more information, please see How to confirm that payments have been transferred to you.

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. Visa and MasterCard credit and debit cards are accepted (most transaction accounts are actually debit cards as well), as are American Express (AMEX) credit cards. Diners Club is not accepted. Add 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, and American Express credit cards (Diners Club is not accepted). Most transaction accounts are in fact debit cards now which means they function like credit cards but use the account holder's own money. You can tell whether a transaction card is a debit card by seeing whether it has a silver coloured chip on it, which most transaction accounts in Australia do now have.

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 configure payments so that they are automatically processed without you needing to do anything.

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.

Electronic Payments Processing Fees

Transaction costs for electronic payments are comparable to bank EFTPOS terminal and transaction charges. Charges are as follows:

You can choose to pass these fees on to your patients, or to pay the fees yourself. If you are passing on the payment processing fee to your patient, they will see on their invoice the exact amount that is being charged to them. The fee is displayed in the Payments section on their invoice.

If you reach the Silver of Gold payment bands, you can also subscribe for a custom name or dedicated number for your SMS reminders free of charge for as long as you remain in the Silver or Gold bands.

How we calculate your payment band

It’s very simple - whenever a payment is processed via Halaxy, the dollar amount is added to the total value of invoices processed in the past 90 days, which is cumulative and refreshed every day.

This calculation considers the total amount of payments processed by your practice group, so all practitioners in your practice can contribute to the total amount processed.

The more payments you process in a 90-day period, the greater your chance to move to the next band and save even more.

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