Process payments, claims and rebates from a single invoice page.
Your invoice summarises the services you provide as a practitioner, billed to an individual, organisation or funding body, or a blend of the three. It also holds claim details, eligibility, outstanding fees and payment status. Halaxy lets you customise your invoices so that every requirement of your funding bodies or tax agency is met. You can then process claims and rebates and track the financial performance of your practice.
-
Invoices built for you. Halaxy generates an invoice automatically whenever you create an appointment and formats it with all your required information. Halaxy does your billing admin for you, so you can focus on treating patients.
-
Claim details in place. The patient's claim and referral information for the funding body linked to the fees on the invoice appears automatically.
-
Rebates in view. The rebates the patient is entitled to from funding bodies appear against each fee on the invoice.
-
Every payment route on one page. Take card payments or process Medicare and DVA claims straight from the invoice, so your billing stays all in the one place.
-
Changes in a few clicks. Edit, void, move or write off fees, merge invoices, and print or email the invoice from the same page.
Your Halaxy invoice contains the following information:
-
Invoice header
-
Invoice settings
-
Practitioner details
-
Patient details, which includes claim and referral details, and payer details if the invoice is billed to someone other than the patient
-
Fees
-
Payments
-
Patient rebates
-
Notes
Note
When you print or email an invoice, it includes the headers and footers stored in your letterhead template, which you can customise at any time.
The invoice header displays:
-
Invoice number
-
Patient name
-
Invoice status (Paid, Not yet paid or Partially paid)
-
Invoice due date, if you have set one
Note
If you don't want to use the label "invoice", you can change it by setting your invoice terminology.
Tip
If you prefer your own invoice numbering format, Halaxy supports custom invoice numbering.
To change settings for one invoice, click the cogwheel icon at the top right of the invoice.
|
Field |
Description |
|---|---|
|
Invoice Number |
Appears in Halaxy's default invoice numbering format. You can customise it for your practice. |
|
Invoice Issuer |
The biller of the invoice. By default, it is the linked practitioner. You can set it to the practice (the linked practice location). |
|
Status |
Sets the invoice to Active, Issued or Deleted. (Setting the status to Issued prevents other fees being merged with this invoice.) |
|
Invoice Date |
Defaults to the appointment date. If there is no linked appointment, it defaults to the invoice creation date. |
|
Due Date |
Halaxy marks the invoice as overdue if it isn't paid in full after this date. |
|
Letterhead Template |
Sets the letterhead template for this invoice. (If you haven't set one for the practice location linked to this invoice, it uses the default letterhead template.) |
|
Type |
Sets the document as an invoice or a quote. |
|
Payer |
Sets the invoice recipient to the patient or organisation. |
|
Bill to Contact |
Sets the invoice recipient to one of the patient's emergency contacts. (Available only if Payer is set to patient.) |
|
Merge Invoices |
Transfers outstanding fees from another invoice to this invoice. |
Tip
Invoice due dates show in financial reports such as the invoice report and the income report. You can filter the unpaid invoices report by whether an invoice is overdue, or by how many days it is overdue.
This section displays:
-
Your name
-
Your practice name
-
Your practice location
-
Your practice identification (provider, payee or registration numbers, or equivalent)
-
Locations for appointments held outside your practice locations, such as home visits or organisation visits
To change this section, click Edit.
This section displays:
-
Patient details: name (or preferred name), date of birth and address, if the invoice is billed to the patient
-
Organisation details: paying organisation name, address and ABN, if the invoice is billed to an organisation
-
The patient's positive or negative account balance, if applicable
-
Claim and referral details, if applicable:
-
Patient claim information
-
Claimant information: the claim information of the person lodging the claim for this patient, such as a parent or guardian
-
Referring practitioner
-
Referral date
-
-
Buttons to go to the previous or next invoice for this patient
-
Payer details, which appear above the patient details only if the invoice is billed to someone other than the patient
To change this section, click Edit.
Note
The invoice automatically displays the patient's claim information for the funding body linked to the fees on the invoice.
Caution
Editing details in this section updates information in the patient or organisation profile, which can also update multiple invoices.
Each invoice line displays:
-
Appointment date
-
Item code
-
Description: fee name, details and fee notes
-
Tax charge, if applicable
-
Total amount for the fee
You can change this section with any of these actions:
-
Edit (
pencil icon): Changes the invoice date, fee, fee notes, fee amount, tax charge and rebate amount.
-
Remove (
bin icon): Gives you more options for removing the fee:
-
Void the fee to hide it from the invoice.
-
Delete the fee and completely remove it.
-
Move the charge to another invoice.
-
-
Add another fee: Adds another fee to this invoice.
-
Merge (
merge icon): Transfers outstanding fees from another invoice into this invoice.
Caution
Merging deletes the invoices you choose, and you cannot undo it.
The payments section displays different options, depending on the invoice fees and the payment integrations you have.
|
Payment button |
Description |
|---|---|
|
Process Now* Add Payment Details |
Process Halaxy electronic payments using the patient's card payment details. Process Now shows if the patient's payment details are stored in their profile. Add Payment Details shows if you don't have the patient's payment details yet. |
|
Process Bulk Bill** Process DVA** |
Process claims directly with Medicare or DVA. |
|
Tyro Online** Tyro Claim |
Process payments and claims using private health insurance. |
|
Process NDIS** Process TAC** Process WorkSafe Victoria** |
Process claims for these funding bodies. |
|
Process Comcare |
Process claims with Comcare. |
|
Process iCare** |
Process claims with WorkCover NSW. |
|
Process WorkCover QLD** |
Process claims with WorkCover QLD. |
|
Mark as Paid |
Record payments made outside Halaxy, such as cash, EFTPOS or direct debit. |
* Has processing fees. ** Requires Halaxy credits.
Tip
When you email an invoice, you can include a secure payment link that lets patients pay online.
This section displays any rebates the patient is entitled to from the funding bodies indicated in the invoice fees.
Add any notes to an invoice, such as further patient information or your bank account details. Everything you add to this section appears on the invoice when you print or email it.
To add notes, click the pencil icon or click directly into the note. You can format your content and personalise the information with dynamic terms.
Tip
To add notes on one fee only, click the pencil icon on the fee and fill in Fee Notes.
At the top right of the invoice, you can find more options:
-
Delete: Deletes the invoice and its linked appointments and clinical notes.
-
Tasks: Adds tasks for this invoice.
-
Files: Attaches files to this invoice.
-
Print: Previews and prints this invoice.
-
Email: Sends the invoice by email or SMS.
-
Invoice Settings: Opens the settings for this invoice.
-
User Action History: Opens all activity for this invoice, when applicable.
Every part of the invoice connects to the rest of Halaxy billing, from your letterhead to the claims and payments you process.
-
Match your billing to your profession. Halaxy can customise your billing to your profession and country. See the Claims & Billing section.
-
Customise what appears. Customise what appears on your invoices and every invoice follows the same format.
-
Send invoices. Send an invoice by email or SMS, manually or automatically.
Updated