In Halaxy, fees and services are managed in the Fees List. (On the sidebar, click Finances > Fees.)
When you add a fee or service to your practice, you can then add it to any appointment to automatically generate an invoice for that appointment. Fees can be added directly to invoices even without an appointment.
While you can create your own fees, Halaxy also has a global preset fee database, allowing you to quickly import fees and their respective pricing for your practice.
Managing your fees include actions such as:
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Edit fee details and pricing anytime
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Set a rebate amount, if applicable
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Set flat or custom variable pricing for each fee
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Configure preferences for each fee for online bookings
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Assign intake forms or surveys for patients booked with specific fees
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Assign colours to fees to colour-code your calendar.
Before you can add a fee to an appointment or invoice, you must first add it to your Fees List.
You can add fees to your Fees List in three areas. Select the tabs to learn more.
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Calendar
You can quickly add a new fee to your Fees List while making an appointment.
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Open the calendar and create an appointment.
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For Fees, enter the name of the fee/service or funding body.
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In the pop-up, set up your fee as needed. See our guide below on completing this form.
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Click Import Fee or Add Fee.
The fee is added to your Fees List, this appointment and the linked invoice.
You can configure more details for your fee from the Fees List.
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Fees List
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On the sidebar, click Finances > Fees.
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On the top right, click New Fee.
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In the form, for Lookup, enter the name of the fee/service or funding body to search the Halaxy preset database.
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If the fee is in Halaxy's database, select it from the dropdown.
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If the fee is not in the list, set up the new fee in the form instead.
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Configure the details for your fee as needed. See our guide below on completing this form.
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Click Save Fee.
The fee is now added to your Fees List and can be added to any appointment or invoice.
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Invoice
You can add a fee to an invoice, even without an appointment.
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Open the invoice or create a new one.
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Under the Fees & Charges section, click Add Another Fee.
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In the pop-up, for Fee, enter the name of the fee/service or funding body.
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In the pop-up, set up your fee as needed. See our guide below on completing this form.
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Click Import Fee or Add Fee.
The fee is now added to your Fees List and the invoice.
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When you set up a fee, there are a number of fields to fill in. See the table below for a reference guide on how to complete this form.
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Field |
Details |
|---|---|
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Funder |
Enter the name of the funding body this fee is under.
Tip: If the patient pays the full amount of this fee, set the funder to Private so you can set Rebate to 0.00. |
|
Fee Name |
Enter the name of the service or product provided for this fee. Examples: Initial Consultation, Reformer Pilates, equipment hire, vitamin supplements |
|
Item Number |
Enter the number or other identification used by funding bodies to identify the fee. (Required for claimable fees) |
|
Duration |
Enter the amount of time for this fee. (Not applicable to Item fee type.) |
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Fee Type |
Select the fee type, which dictates how the fee is calculated.
Related articles: |
|
Category (optional) |
Select a classification label for the fee. This generates a more detailed breakdown in your finance reports. Related article: Create and assign fee categories |
|
Default Appointment Location (optional) |
Enter the location type to automatically set for appointments booked using this fee. If you are using online bookings, your fees are listed according to appointment location types. |
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Amount |
The base price of the fee. Note: If you are charging a gap payment, Amount should be higher than Rebate. Related article: Manage pricing for fees |
|
Tax Rule |
Select how tax on this fee is calculated.
Note: Your tax rate is automatically set according the base country in your group settings. |
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Rebate |
The rebate paid by the fee's funding body. For third-party billing, this is the amount paid by the third party. If the patient pays the full amount of this fee, set Rebate to be the same value as Amount. For fees under the Private funder where the patient pays the full amount of this fee, leave the Rebate value at 0.00. |
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Status |
Select whether the fee is Current or Archived. Archived fees cannot be added to appointments. |
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Fee Visibility |
Select if you want to show or hide this fee in your online bookings page. Related article: Customise fees and services list for online bookings |
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Online booking custom name (optional) |
Enter the display name for this fee in your online bookings page. This allows you to display a different name for this fee externally. It can be useful to shorten some fee names (particularly preset fees) for clarity or readability. |
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Online booking notes (optional) |
Enter a short note or description that displays under this fee in the online bookings page. Related article: Add custom notes or instructions for online bookings |
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Online booking payment |
If online bookings are enabled, select the payment setting for this fee.
Note: If the practitioner does not require payment for all their online bookings, this setting has no effect. Related articles: |
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Online booking intake form |
Select the intake form to automatically send to patients when they complete an online booking for this fee. Related article: Assign a patient intake form to a fee |
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Default survey template |
Select the survey to automatically send to patients after their appointment booked with this fee. Related article: Assign a survey to a fee |
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Appointment Colour / Text Colour |
Select the background colour and text colour for how appointments with this fee appear in your calendar. Related article: Set fee colours |
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