Creating Your Own Clinical Tools


Halaxy gives you the flexibility to create your own clinical tools and import them into a patient's record as clinical notes.

To create your own clinical tool:

  1. Click Settings > Clinical, then click New Template at the top-right of the page.

  2. Click New tools template on the left-hand side of the screen.

    In the Clinical Tools and Templates pop-up, "New notes template" and "New tools template" are shown
  3. Complete the fields below:

Fields to complete



More Details

Template Name

Enter an easily identifiable name.


A summary or more information about the tool.


Helps when searching for your tools to create or edit.


How you want to score the tool. Scoring can be done for the whole clinical note or per section, or you can create your own custom scoring. Tick the Hide template score from clients/patients checkbox to hide the score from patients.

See below


You can divide the form into different sections such as "Introduction", "Section One" etc. Each section can contain questions. You can also choose to delete a section.

Questions / Fields

Add as many questions as required to the above section.

See below

Adding sections and questions

You can add as many sections of the tool as you need, with each section containing clinical questions. You can re-use the same questions on multiple tools, as well as on customised patient profiles.

To add another section, click Add Another Section. A new section will appear, and you can give the section a heading, description and additional questions as needed.

To add a question, click Add Another Question within the desired section. A field will appear where you can type the question. Type the question and select to either add it as a new question or import it from Halaxy's database:

In the Template editor, the user types a question and selects to add it as a new question

Tick the Mandatory checkbox to prevent the patient from submitting/saving the tool without answering the question.

If you selected to add the question as a new question, the Add Template Question pop-up appears:

A pop-up titled Add Template Question. The question title is "Marital status".

Fill out the details as follows:

  • Answer Type:

    • Free text: the patient can type out an answer. Can be displayed as a textbox, small textbox, or inline text editor.

    • Single choice: the patient can enter single answer. Can be displayed as radio buttons, a drop-down menu, a slider, or a magic lookup field.

    • Multiple choice: the patient can enter single answer. Can be displayed as radio buttons, a drop-down menu, a slider, or a magic lookup field.

    • Annotatable drawing/image: upload an image or select one from Halaxy's preset library that the patient can annotate.

    • Numeric value: the patient can enter a numeric value. Can be displayed as a numeral or decimal. You can optionally add a measurement (kg, cm, BPM etc.)

    • Date/time: the patient can enter a date and/or time.

  • Display Type: How the question is displayed. Available options depend on the Answer Type.

  • Sub text (description): Enter a description for the question that will be displayed to patients. This can include instructions for completing the question.

When you are done, click Save.

Scoring your tool

Most questions have a score, which you can choose to include on clinical tools. Scores are automatically calculated when you publish the clinical note. You have four options when scoring a clinical tool:

The scoring section of a clinical tool
  • No scoring: No score is calculated for the tool.

  • Per note: Each question is added to a cumulative score for the entire clinical tool, regardless of which section the question appears in.

  • Per section: Each question is added to a cumulative score for the section it appears in only, with each section scored separately. A cumulative total score for all sections is also displayed.

  • Custom: Create your own categories (called "scales") and choose exactly which questions count towards each scale, regardless of what section it appears in. You can add any question you have previously created by clicking the "Template questions" field. The same question can be used in multiple scales. A cumulative total score for all scales is also displayed. For each scale, you can set a weighting as a percentage out of 100 (for example, if a scale's weighting is set to 50, each question in that scale will be counted at 50% value to the totaled score).

    Custom scoring selected. A variety of questions are included in a category under "Template questions"

    Image: Custom scoring with specific questions selected to include in a scale labelled "Separation Anxiety"

If you do not want your patients to see the score when they complete the tool or when you share the tool, ensure you tick the checkbox labelled "Hide template score from client/patients".

Setting assessment levels for your clinical tools

You can create assessment levels for your clinical tools to help you establish and calculate clearly defined data on your patients and track their health and wellbeing over time. You can include as many assessment levels as you need. Below is an example:





0 - 19


20 - 24


25 - 29



To set an assessment level, edit your tool and select any option other than "No Scoring" in the scoring section. Then click Add Assessment Level and set the name of the level (e.g. "mild") and the minimum and maximum score thresholds for that level. You can also optionally choose a colour to colour-code each level.

The user clicks Add Assessment Level for a section, names it "Mild" and sets a scoring range

Repeat for each level (e.g. mild, moderate, severe). If you wish to use the same assessment levels that you used for a previous scale/category, tick the Use Same As checkbox and select the scale you set up earlier:

The user ticks "Use same as scale" and selects a scale in the drop-down menu

RESULT: Whenever you use the tool and publish the note, the score and levels are displayed in the colour you selected:

A clinical tool with different severity scores for different categories of anxiety

Editing your tool

After you have added all of your information, click Save at the bottom of the screen. You can now edit your questions (if required) and add the questions to the scoring.

If you deleted any questions while working on the tool, a cog wheel appears on the top right-hand side of the screen. This gives you the option of restoring the deleted questions.

Close your tool to return to the list of all templates and tools.

Using preset tools

Tools imported from Halaxy's global database will appear in the list of Group Templates on the right-hand side of the screen. You can choose to take one of the existing tools and edit it or create a copy and make changes.

Linking tools to Referral Types and fees

You can link a tool to a Referral Type or fee so that the tool automatically appears whenever you make an appointment using the referral or fee.

To link a tool to a Referral Type or fee:

  1. Click Settings > Clinical.

  2. In the left-hand column, click the tool you wish to link to the Referral Type or fee.

  3. In the Referral Types section or the Fees section, click Add New.

  4. Start typing the name of the Referral Type or fee and click it from the drop-down list. If the Referral Type or fee is not listed, you can select to add it to your Referral Type list or Fee List.

  5. Click Submit.

The linked tool should now be listed in the relevant section.

A Referral Type is shown with icons to Edit and Unlink.

RESULT: Whenever you create an appointment using the linked Referral Type or fee, the tool is automatically imported as a clinical note linked to the appointment in the patient's record:


If the tool is no longer applicable to the Referral Type or fee, you can unlink it by clicking the Unlink button.

Linking attachments to a tool template

You can link an attachment to a clinical template so that it automatically appears in your patient's record whenever you use the template.

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