Halaxy's referral management process is unlike any other software. Halaxy gives complete flexibility to manage all funding bodies' referral requirements while tailoring each referral to the specific requirements of the funding body. It also tracks referral limits and expiration dates and will indicate on appointments and invoices when referral limits are about to be reached or out of date.

For many professions, referrals from a physician/GP are required for you and your patients to bill particular funding bodies or to access and claim rebates for treatments and services covered by the funding body. Referrals are generally limited by the number of appointments covered under the referral, by the length of time of the referral or by a combination of the two. You can also track referrals by hours, minutes or monetary value.

Referral information appears on a patient's Funding page, on invoices for the relevant funding body and on reports. If a fee is linked to a referral type, adding the fee to an appointment will automatically find the patient's matching referral and apply it to the appointment.

You can run a referral report to see at a glance which patients have referrals about to expire. You can then run a recall campaign to advise patients that they need to renew their referral.


Hover your cursor over a referral on an invoice, on an appointment, or on the patient's Funding page to see additional information, including how many appointments the patient has had in a calendar year.

Adding patient referral details

In Halaxy, referrals always exist under a claim. Once you have added a patient's claim details, you can add referral information in three ways:

  1. From an appointment: after you have made an appointment, click the appointment on the calendar and click Add Referral.

  2. On an invoice: go to the invoice and click Add Referral in the Customer Details section.

  3. On a patient's profile: go to the patient's Funding page. In the Claim & Referrals section, click Add Referral under the relevant claim details.

If you want to add a referral without entering specific patient's claim details, click New Claim on the patient's Funding page and select the funding body. You do not have to enter any claim details - just click Next at the bottom of the pop-up box. You can then click that you want to add a referral.

Add the referral information on the pop-up box by completing the following fields:

A pop-up to edit referral settings, or select a prebuilt referral type

Referral Details



Referral Type

The referral type is dependent on the funding body and your profession, and selecting/adding the correct referral type connects to the type of clinical report required. Type the name of the referral, and if you have added it before or the type of referral is listed in Halaxy's database, select it. If the referral is not listed, you can add the referral type so that it is listed on this patient's profile and is also available for your other patients: enter the name of the referral type, the number of appointments it covers (if applicable) and the length of the referral (if applicable) - leave them blank (do not enter 0) if they are not applicable. You can also leave it blank and a Standard referral type is selected.


Add the name of the referring practitioner by starting to type the name of the referrer. If you have already added the referrer for another patient, you can select them from the list that appears. If you have not added the referrer before, add the referrer by entering their name and provider number. The referrer is listed on this patient's profile, added to your Professional Contacts list and available for your other patients.

Limit and Coverage

The limit of the referral. This is automatically added if relevant for the referral type that you have selected. You can select appointments, hours or minutes. You can increase or decrease the limit using the up and down arrows. If the referral does not limit the number of appointments, hours or minutes, leave this field blank.

Halaxy automatically tracks the number of appointments made in Halaxy under the referral for you.

(Optional) Tick "Include cancelled appointments" to make cancelled appointments count towards the limit. Note that you can always remove a referral from an invoice if you do not want it to count.

Add prior appointments (optional)

If the patient has had appointments under the referral (with you or with another practitioner) before you entered the referral into Halaxy, you can click the Add prior appointments link and type the number of prior appointments into the field. Halaxy tracks the number of appointments made in Halaxy under the referral minus the number of prior appointments entered.


Enter the date of the referral.

Expiry Date

Expiry date is automatically calculated for you based on the referral type and the referral date you entered. If expiry date is not calculated for you, enter the date on which the referral expires. For example, if the referral is for two years, enter the date that is two years after the referral date. If there is no expiry date, leave this blank.

Dollar value limit (optional)

You can also set the dollar value limit for treatment costs covered by the referral. For example, if the referral covers $2000 in treatment costs, enter $2000 as the dollar value limit (this is relevant for some funding bodies, such as the National Disability Insurance Scheme). You can also set whether the dollar value limit applies to appointment fees only (e.g. if you incurred travel fees, these fees would not be covered by the dollar value limit) or to all fees (i.e. appointments, products, travel and other fees).

(Optional) Tick "Include cancelled appointments" to make cancelled appointments count towards the limit. Note that you can always remove a referral from an invoice if you do not want it to count.


You can choose who the referral is for. By not selecting a specific practitioner, the referral will apply to all practitioners.

After you have clicked Submit, the referral details appear on a patient's funding page, on relevant invoices and on reports.

Automatically linking a referral to an appointment

Once you have added a patient's referral, it will automatically be used on any appointment that uses a fee under the relevant claim and funder. For example, adding a Medicare referral will mean the referral will automatically be linked to any appointment you create for that patient that uses a Medicare fee. This will bring the referral information into the invoice.

You can provide further specificity by linking fees to referral types. This means that only specifically linked fees will automatically add a particular referral type to an appointment - for example, by linking a specific fee to a Medicare Mental Health Treatment Plan (MHTP), only appointments that use that specific fee will bring a patient's MHTP referral onto an invoice. This gives you greater flexibility in automatically managing your referrals.

Linking a clinical note template to an individual referral

You can link a clinical note template (such as a referral acceptance letter) to an individual referral by following the steps below:

  1. Navigate to the patient's profile and click the Clinical Notes tab.

  2. Click New Clinical Note at the top-right of the page.

  3. In the Templates section, select the template you wish to link (such as a referral acceptance letter).

  4. Once the template appears, click the Edit (pencil) icon next to the template title, then select the referral you wish to link it to.

    User clicks the pencil icon at the note title and selects a referral to link the note to
  5. Click Submit.

RESULT: The template will now appear under the referral in the Clinical Notes list.

Attaching files to referrals

In addition to be able to link fees and clinical templates (such as referral acceptance letters) to specific referral types, you can also attach files to individual referrals. This is useful if you need to include additional documentation.

Because referrals are treated as clinical notes, you can attach files using the same method as attaching files to clinical notes.

Changing which referral is used for an appointment

You can change which referral is used for an appointment by following the steps below:

  1. From the Calendar, click the appointment. The Appointment Information appears on the right.

  2. In the Claim section of Appointment Information, click the Edit (pencil) icon next to the referral:

    In the Appointment Information panel, the Edit icon next to the Referral is highlighted
  3. The Edit Referral Pop-up appears. In the Referral drop-down list, select the correct referral:

    In the Edit Referral pop-up, a drop-down menu to select existing referrals is displayed
  4. Click Submit.

Removing a referral from an invoice or appointment

To remove a referral from an invoice (and also any linked appointments):

  1. Navigate to the invoice.

  2. In the Patient Details section, click the Delete icon next to the Referral and click Unassign.

On an invoice, a Delete icon is highlighted next to the referral in the Claim information

RESULT: The referral is removed from the invoice, and associated appointments will not be counted against the patient's referral or claim information.

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