Chase late payments in bulk, or let Halaxy do it automatically, and spend your time on patients instead of payment reminders.
Ideally, you're paid for your service at the time of the appointment. In practice, this doesn't always happen. With Halaxy, you can email invoices automatically on their due date, along with a secure link for recipients to pay straight away. You can also create campaigns to send follow-up emails or SMS for unpaid invoices that are past their due date.
These features run automatically, so you can chase late payments and spend more time treating patients.
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Invoices emailed on the due date. Every invoice reaches the recipient on the day it's due, with a secure payment link, after you turn this on.
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Choose who gets the email. Patients, organisations or both: you decide who gets the automatic email, and which fees are left out.
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Follow-ups for overdue invoices. Overdue invoices get a reminder by email or SMS on your schedule, as soon as you set the report as a campaign.
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Campaigns that repeat. Weekly reminders mean no overdue invoice slips through unnoticed.
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Due date filled in. Every message shows the right due date through dynamic terms, with no typing needed.
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Create an email communication template that tells patients their invoice is due. To include the due date, insert the [Invoice Due Date] dynamic term. (Recommended: Use the [Payment Link] dynamic term, which fills in the email with the secure link for recipients to pay.)
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Click Settings > Payments.
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Under the Invoice Due Date section, click the
pencil icon for the level you want 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 selected, set your invoice due date, then set the following:
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Send on due date: Select Enabled.
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Payer: Tick the checkboxes to choose whether to email invoices to patients, to organisations or to both.
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Exclude fee: Invoices with any of the fees you select in this field don't get automatic invoice emails.
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Communication Template: Select the email communication template you created in step 1.
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Click Save.
Halaxy now emails invoices on their due date. If invoices are due on the day they are issued (you set invoices to be due 0 days after the invoice date), allow a few hours after the appointment for the invoice email.
Note
Halaxy's mail server emails due invoices every day. It emails only the invoices due each day. It doesn't automatically email invoices with a due date earlier than 24 hours ago, so you don't email all your previous unsent invoices.
Run an unpaid invoices report and create a campaign to send follow-up emails or SMS, even at a regular frequency, to everyone with an unpaid invoice past its due date.
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Step 1: Create the overdue invoices report
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Create an SMS or email communication template that tells patients their invoice is overdue. Use the [Invoice Due Date] dynamic term, which fills in the invoice due date.
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Click Reports > Finance. At the top right, click New Report.
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On 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 to filter for. Leave this blank to include all overdue invoices.)
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Click Run. The report shows your overdue invoices.
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At the bottom of the page, click Save.
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Give your report a name and description, then click Save.
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Step 2: Set the report as a campaign
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At the top right, click Set as Campaign.
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Set your campaign settings and select the communication template you created. (Optional: Set the campaign to repeat each week.)
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Click Save.
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Everyone with an overdue invoice now receives the communication template you selected.
Note
Campaigns send an email or SMS to a recipient one time only, even if they appear multiple times in the report. If a patient has multiple overdue invoices, they receive a message only for the first overdue invoice on the report.
Following up on late payments connects to how Halaxy sends invoices and collects payment.
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Get paid sooner. Send an invoice payment link so patients can pay online from the email.
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Send invoices your way. Send an invoice manually, or let Halaxy email paid and unpaid invoices for you.
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Know every part of the invoice. The Guide to the Halaxy invoice explains each section.
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