Adding Fees to Your Fees List

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Fees in Halaxy are managed through your Fees List (accessible by clicking Finances > Fees).

Once a fee has been added to your Fees List in Halaxy, you can add it to any appointment to automatically create an invoice for that appointment. You can also add fees directly onto an invoice with or without an appointment.

In addition to being able to create your own fees, you can import preset fees from Halaxy's global fee database, saving you time and effort. Fees can be edited at any time and can include a rebate amount (if applicable); custom pricing blocks for different dates, practitioners or clinics; a duration (for appointment fees); and colour coding for your Halaxy calendar.

Editing a fee in Halaxy

Image: Editing a fee in Halaxy

Adding Fees to your Fees List

Before you can add a fee to an appointment or invoice, it needs to be added to your Fees List.

You can add fees to your Fees List in three ways:

  • directly from the Fees List page (accessibly by clicking Finances > Fees)

  • through your calendar when you make an appointment - you can add the fee to your Fees List and to the appointment at the same time

  • from an invoice - you can add the fee to your Fees List and to the invoice at the same time

Adding fees through the Fees List page

To add a fee directly from the Fees List page, click Finances > Fees, then click New Fee at the top-right of the page.

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The easiest way to add a fee is to use the Lookup field to see if the fee is already in Halaxy's global database. Just start typing any part of the fee name, funding body, or item code in the Lookup field. A list of possible matches will appear in a drop-down menu; just click the fee that you want to import and all the relevant fee details will be auto-populated for you. You can make changes as required (e.g. for the fee amount to set your own price).

Once you click Save, the fee is then saved to your Fees List and can be added to any appointment or invoice.

If the fee is not in your Fees List or in Halaxy's fee database, you can manually add the fee details below:

  • Funder: The name of the funding body. So that your invoices and clinical reports meet the requirements of the funding body, select the funder from your existing funders or from Halaxy's preset funding bodies if it is listed (this will configure your invoices and clinical reports to the correct settings). If the funding body is not listed, select to add it to your Funder List.

    Note

    If the patient pays the full amount of the fee, you should set the funder to "Private".

  • Fee name: The name of the fee (e.g. "Initial consultation in rooms").

  • Item number: The number or other identification used by funding bodies to identify the fee.

  • Duration: The length of the appointment - i.e. the time that is booked out in your calendar for the appointment whenever you add this fee to an appointment. Only appears for appointment fees.

  • Fee type: Whether the fee is:

    • an appointment fee, e.g. a flat rate for treatment or assessment

    • an item fee, e.g. for products or items that you provide such as bandages and splints for which you charge and for which you can also manage inventory

    • a pro rata fee (hourly rate), e.g. if you enter a pro rata fee of $100 on your Fees List and then make an appointment with a duration of 90 minutes, your Halaxy automatically calculates the fee for the appointment as $150.

  • Category : e.g. treatment, assessment, group appointment or travel. Fee categories are useful to record for your financial reporting.

  • Appointment Location Type: Whenever a patient selects this fee when making an online booking, the location of the appointment will be automatically set to an in-clinic consultation, phone consultation or online consultation based on your selection. Your Online Bookings page will also categorise fees based on whether they are in-clinic consultations, phone consultations or online consultations. This field is optional.

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  • Status: i.e. current or archived. Archived fees do not appear in the drop-down menu when adding a fee to an appointment.

  • Fee visibility: set to public if you want this fee visible on your directory profile; set to hidden if you do not want this fee visible on your directory profile.

  • Online booking custom name: for online bookings, the custom name appears to patients instead of the regular name. This lets you use a different name for the fee externally versus internally. It can be useful to shorten the name for mobile device visibility, or you may wish to give the fee a custom name that describes the service offered.

  • Online booking notes: Online booking notes appear next to the fee marked by a blue Details link. Patients can click Details to reveal the online booking notes you enter. Note that you can also add general booking notes that will appear for all online bookings.

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    Image: How online booking notes appear when patients make a booking

  • Disable booking payment: if you have configured your Online Booking Preferences so that you require an upfront deposit or payment at the time of booking, you can disable it for this specific fee. This has no effect if you do not require upfront deposit or payment.

  • Amount: the fee amount excluding tax. Halaxy automatically calculates the total payable for you including any tax.

  • Tax: the amount of tax charged in your jurisdiction for the type of fee (many jurisdictions do not tax treatment consultations but do tax non-treatment fees).

  • Rebate: the amount of any claim or rebate available from the relevant funding body. If the whole fee is chargeable to a funding body or third party, the rebate amount and fee amount should be the same.

  • Appointment colour: appointments with this fee are shown in the colour you select on your calendar.

  • Text colour: the details for appointments with this fee (e.g. patient name) are shown in this colour on your calendar.

Adding fees to your Fees List through your calendar or through an invoice

You can quickly add a new fee that is not on your Fees List when making an appointment.

  1. Click Schedule > Calendar and select the time slot you want to book the appointment into.

  2. The appointment details window will appear on the right-hand side of the page. Simply start typing a few letters of the fee name or funding body in the Fees field and click the fee in the drop-down menu.

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RESULT: The fee is added to your Fees List, as well as to the appointment and the linked invoice.

You can also do the same when adding a fee to an invoice:

  1. In the Fees and Charges section of your invoice, click Add Fee (or Add Another Fee if the invoice already contains a fee)

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  2. The Add Invoice Line pop-up window will appear. Start typing a few letters of the fee name or funding body in the Fees field.

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    • If the fee is not in your Fees List but is already listed in the Halaxy fee database, it is shown in grey and you can 'import' the fee to your own Fees List by selecting it from the list. Key information is already listed for the fee - all you need to do is review it and add the fee amount that you charge. Click Save to add the fee to your Fees List.

    • If the fee is not in your Fees List and not listed in the Halaxy fee database, select that you want to add the fee to your Fees List and complete the form that appears to add the fee to your Fees List (See Adding fees through the Fees List page, below).

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