As a healthcare practitioner, it's ideal to always be paid for your service at the time of the appointment. In real life, this may not always happen. With Halaxy, you can automatically email invoices on their due date, along with a secure link for recipients to instantly send payments. You can also create campaigns to send follow up emails or SMS for unpaid invoices past their due date.
These features are completely automated, providing you with a hands-free experience for chasing up late payments and giving you more time to treat your patients.
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Create an email communication template advising patients that their invoice is due. Use the dynamic terms [Invoice Due Date] and [Payment Link], which will automatically populate the email with the invoice due date and the secure link for recipients to pay.
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Click Settings > Payments.
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Under the section Invoice Due Date, click the
Edit icon for the level you wish to edit or click Add New to create a new due date setting.
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In the pop-up, for the level you’ve selected, set your invoice due date and configure the following:
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Email on Due Date: Select Automatic.
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Payer: Tick the checkboxes to select if you wish to automatically email invoices to patients or organisations or both.
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Select any fees to be excluded: Invoices with any of the fees you select in this field will not be sent automatic invoice emails.
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Email Template: Select the email communication template you created in Step 1.
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Click Save.
If invoices are due on the same day they are issued (you have set invoices to be due 0 days after the invoice date), please allow a few hours following the appointment for the invoice to be emailed.
Note
Due invoices are emailed every day by our mail server. Only invoices due each day are emailed; invoices with a due date earlier than 24 hours ago are not automatically emailed. This is a precaution so that you do not automatically email all your previous unsent invoices.
You can also run an unpaid invoices report and create a campaign to automatically send follow up emails or SMS (even at a regular frequency) to all those with unpaid invoices past their due date.
To run this campaign for overdue invoices, follow the steps below.
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Create an email communication template advising patients that their invoice is overdue. Use the dynamic terms [Invoice Due Date], which will automatically populate the email with the invoice due date.
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Click Reports > Finance. At the top-right, click New Report.
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In this screen, set the following:
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Report Type: Select Unpaid Invoices.
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Overdue: Select Overdue. (Optional: Select how many days overdue you would like to filter for. Leave blank to include all overdue invoices.)
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Click Run.
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The report appears showing overdue invoices. At the bottom of the page, click Save.
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Give your report a name and description. Click Save.
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On the top-right, click Set as Campaign.
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Choose your campaign parameters and select the communication template you created in Step 1. (Optional: Set the campaign to repeat each week.)
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Click Save.
From here, all patients with an overdue invoice will be sent the communication template you selected.
Note
Campaigns email or SMS a recipient only once, even if they appear multiple times in the report. This means that if a patient has multiple invoices overdue, they only receive an email/SMS for the first overdue invoice listed on the report.
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