Bill the right payer on every invoice, whether the change is for a single invoice or for everything that follows.
Patients' funding arrangements change: an employer or health fund changes, or a patient takes over paying for a service. Halaxy lets you change a patient's default paying organisation (for new invoices only, one existing invoice, or all existing and future invoices), switch between alternate paying organisations, or change the payer on a single invoice. You choose the method that matches how far the change needs to reach.
There are three ways to change the payer on a third-party invoice:
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Change the default paying organisation for a patient.
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Change between alternate paying organisations for a patient.
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Change the invoice payer between the patient and the paying organisation (individual invoice).
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Alternate paying organisations. Halaxy lets you keep more than one claim under a funder and switch the paying organisation on each appointment or invoice.
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One-off payer changes. Halaxy lets you switch one invoice between the patient and the paying organisation without changing the patient's claim.
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Referrals kept across claims. Halaxy keeps referral details, such as the expiry date and appointment limits, across multiple claims under the same funder.
Choose the option that matches which invoices need the new payer: new invoices only, one existing invoice, or all invoices.
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New invoices only
If a patient has a new paying organisation for a funder, create a new claim with the new paying organisation.
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Open the patient profile and click Funding.
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At the top right, click New Claim.
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In the pop-up, for Funder, enter the name of the existing funder to create a new claim for, and select it from the list.
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For Paying Organisation, type the name of the new organisation and select it from the list. (If it is a new organisation, add it as a new one.)
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Enter the patient's claim details and eligibility requirements.
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For Payer, select how you want invoices to be generated for the paying organisation:
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Organisation (new invoice): each time you use a fee associated with this funder, Halaxy creates a new invoice billed to the paying organisation.
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Organisation (existing invoice, same patient): Halaxy sends all fees for this patient associated with this funder as a single collated invoice to the paying organisation for the invoice schedule period.
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Organisation (existing invoice, any patient): Halaxy sends all fees for all patients associated with this funder as a single collated invoice to the paying organisation for the invoice schedule period.
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Click Next. (Optional: If Halaxy prompts you to add a referral for this claim, you can skip it.)
Halaxy archives the patient's previous claim with the old paying organisation. All new invoices for this patient containing fees under this funder now bill the new paying organisation.
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One existing invoice
To update an existing patient invoice with the new paying organisation, check the appointment first, then reset the invoice payer.
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In your calendar, open the appointment linked to the invoice.
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In the appointment information box, click the
pencil icon next to the referral or claim.
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In the pop-up, in the Existing Claims dropdown, select the new claim.
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Click Save.
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Open the invoice. At the top right, click the
cogwheel icon to open the invoice settings.
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Set Payer to Patient, then click Save.
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Open the invoice settings again, set Payer to Organisation, then click Save.
The invoice now reflects the new paying organisation.
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All existing invoices
To change the default billed organisation on the patient's existing invoices, change the paying organisation on the patient's claim, then reset the existing invoices to reflect it.
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Open the patient profile and click Funding.
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Under the Claim & Referrals section, click the
plus icon to expand the claim under the relevant funder, then next to the claim or reference number, click the
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In the pop-up, for Paying Organisation, type the name of the organisation and select it from the list. (If it is a new organisation, you can add it as a new one.)
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For Payer, select how you want invoices to be generated for the paying organisation. The three options are the same as in step 6 of the previous section.
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Click Save.
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Reset the payer on every existing invoice billed to the old paying organisation:
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Open the individual invoice.
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At the top right, click the
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Set Payer to Patient, then click Save.
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Open the invoice settings again, set Payer to Organisation, then click Save.
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All new invoices you create for this patient that contain fees under this funder now bill the new paying organisation.
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You can create more than one patient claim under the same funder, each with a different paying organisation. Then you choose the paying organisation for each appointment or invoice.
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Open the patient profile and click Funding.
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At the top right, click New Claim.
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In the pop-up, for Funder, enter the name of the existing funder to create a new claim for, and select it from the list.
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For Paying Organisation, type the name of the alternate organisation and select it from the list. (If it is a new organisation, you can add it as a new one.)
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For Payer, select how you want invoices to be generated for the paying organisation. The three options are the same as in the previous sections.
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Click Save. The patient now has two claims under the funder, and Halaxy archives the previous claim.
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Restore the previous claim so it is active again. Expand the archived claim, click the red
bin icon, select Restore, then click Restore. (Repeat this process for as many claims as you need, setting a different paying organisation each time.)
For every patient invoice or appointment that uses a fee under this funder, you can now switch between claims, which switches the paying organisations.
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On the invoice or appointment, click the
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In the pop-up, in the Existing Claims dropdown, select the claim to use for this appointment or invoice.
Note
If you have one referral but two claims, add the referral to only one of the claims. Then switch between the claims after you create the appointment. Because the referral sits under the same funder, Halaxy keeps the referral information, such as the expiry date and appointment limits, across multiple claims.
Sometimes you need to change the payer on one invoice, or on an ad-hoc basis. Change the payer on the invoice directly, rather than on the patient's claim, which affects future invoices.
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Open the invoice. At the top right, click the
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In the Invoice Settings pop-up, for Payer, select Patient or Organisation.
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Click Save.
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If you selected Organisation, link an organisation to bill the invoice: click Assign Organisation, type the name of the organisation, select it from the list, then click Save. (If it is a new organisation, you can add it as a new one.)
The invoice now bills the patient or third-party organisation you selected.
Halaxy connects third-party billing, funders and invoice schedules, so the right payer is billed and fees group onto one invoice.
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Understand third-party billing. The Guide to third party billing explains how Halaxy bills funders and other payers.
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Set up funders. The Guide to funders explains how funders link to your fees and invoices.
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Collate fees on a schedule. Set up an invoice schedule and Halaxy groups fees onto one invoice for each period.
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