How do I update DVA referrals for the new treatment cycle from 1 October 2019?


Halaxy already has the new referral type in our database, so all you have to do is import it and then apply it to your appointments. The referral has the Patient Care Plan template and End of Cycle Report template attached as clinical notes, so these will automatically be attached to appointments made using the referral. You can also import these documents separately as clinical templates.

To import the referral type:

  1. In the Referral Types page (Finances > Fees > Referral Types), click Add Referral Type.

  2. Search for “DVA Allied Health Treatment Cycle Referral” and click the result that appears to import it from our database. Click Save.

  3. (Optional) Click the Referral Type you just imported, then click Add Fee to automatically link fees to the new Referral Type. This will automatically link appointments made using those fees to the patient's initial referral, applying the 12-session limit.

For new referrals

When you create a new appointment, select to add a new referral, Then import "DVA Allied Health Treatment Cycle Referral" in the Referral Type field:


Subsequent appointments you make for the patient using a linked fee will automatically be linked to the referral and use the new 12-session limit.

You can also go to the patient's Funding page on their profile to add the claim and referral at any time.

For existing referrals

For patients who already have an existing referral under the old structure, you will need to add a new referral (based on their existing referral information) to their funding page and then apply the new referral to their appointments from 1 October 2019. You can do this in Halaxy by following these steps:

  1. Click the patient's name to go to their profile, then click the Funding tab.

  2. In the Claims & Referrals section, under DVA, click Add Referral.

  3. In the Referral Type field, search for “DVA Allied Health Treatment Cycle Referral” and click to import it.

  4. Enter the name of the existing referrer and the date of the patient’s existing referral. The expiry date will autocomplete.

  5. Click Submit.

You can now update the patient’s appointments/invoices from 1 October 2019 by going to the appointment or invoice, clicking the Edit icon next to the referral and selecting the new referral from the drop-down menu. Updating a linked appointment or invoice will automatically update the other. This will properly apply the 12-session limit.

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