The Halaxy general settings page is the main site for setting preferences and templates for your practice group. Any user in your group can view the settings page, so they can know exactly what to expect when using Halaxy.
To view your general settings, click Settings > General on the sidebar.
This article explains all settings in each section.
A preview of the general settings page
Note
If you want to prevent a user from editing the general settings, edit their access level settings and tick the Restricted Admin checkbox. The user is still able to view the page, but unable to make changes.
Tip
Are you looking for a particular setting? Use the Find function by pressing Ctrl+F (for Windows) or Cmd+F (for Mac).
The Group Settings section allows you to set or edit the following:
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Group Name: The name of your practice.
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Base Country: The main country where your practice operates. This is set when you sign up for a Halaxy account and cannot be changed. If you need to change your base country, contact Halaxy.
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Default State: The default state of your practice. This pre-populates your address details in your Halaxy documents.
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Currency: The main currency used for transactions and invoices.
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Time Zone: The main time zone for your practice. If you have multiple locations, you can set different time zones for each one in the Locations page.
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Date Format: How dates are displayed in Halaxy, documents and communication.
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Time Format: How time is displayed in Halaxy, documents and communication.
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Tax Rate: The standard tax rate for your fees and services.
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Measurement: The default measurement system used when displaying data.
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Enable additional gender-related fields: Enable additional gender fields in patient profiles such as sex assigned at birth, legal sex, and pronouns. To enable any of these gender fields, click the
edit icon. Related article: Manage gender diversity settings
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Gender identity terms: Add or remove terms to record patient gender identity in patient profiles. Options that are marked Active can be selected. You can customise the preset list or create your own options. To edit your gender identity terms, click View All.
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Pronouns (if enabled): Add or remove terms by which to refer to patients, practitioners or professional contacts. To edit pronoun options, click View All.
To edit your Group Settings, click Edit.
The Patient Settings section allows you to set or edit the following:
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Patient numbering: Select whether you want to use Halaxy’s default patient numbering or if you want to use your own custom patient numbering. This is set to Halaxy’s patient numbering by default when you sign up to Halaxy. To create your own patient numbering, click Edit. related article: Set up custom numbering for patients
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Terminology: Select what you want to call patients. This will apply to your Halaxy system, patient profiles and invoices. To edit, click the
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Introduction Sources: The list of source options on how your patients were introduced to your practice, which are selected in patient profiles. Options that are marked Active can be selected. You can customise the preset list or create your own options. To edit your introduction sources list, click View All.
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Customised patient profiles: Add custom fields or questions to collect data in patient profiles or intake forms. To edit, click the
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Profile type preferences: Select the profile types to include in your practice. To edit, click the
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Full profiles: This profile type can store contact details, clinical records, and funding information. Suitable for most adult patients.
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Dependants: This profile type can store clinical records, but not contact details or funding information. Suitable for children, adult dependants, animals, or other patients whom the practice treats but cannot bill or contact directly.
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Contact-only: This profile type can store contact details and funding information, but not clinical records. These profiles do not appear in your Patient List and cannot be added to appointments. Suitable for parents, guardians, animal owners or other contacts whom the practice needs to bill or contact, but not treat.
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Admin note categories: Add or remove categories for admin notes in patient profiles. To edit your admin note categories, click View All. Related article: Add an admin note
The Clinical Settings section allows you to set or edit the following:
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Default letterhead template: The letterhead template used when printing or emailing documents such as clinical notes, reports, and invoices. To preview the template, click the magnifying glass icon. To edit the template, click the
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Template questions: Create templates for questions that you frequently use in clinical tools or patient intake forms. Related article: Guide to clinical questions
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Clinical dashboard: Set up a customised dashboard to view and track your patients’ progress. Related article: Set up clinical dashboards
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Patient intake forms: Create templates of intake forms you can send to patients to collect information. Related article: Set up patient intake forms
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Communication templates: Create reusable and personalised templates for email, SMS, or fax messages. Related article: Guide to communication templates
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Clinical tools and templates: Import or create templates for case notes, letters, and diagnostic tools for patient records. With clinical tools, you can set up your own assessments and scoring. Related articles: Templates and Tools
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Favourite tools and templates: Mark or group your most frequently used clinical tools and templates for quick and easy access. Related article: Set up favourite clinical templates
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Clinical data sets: Create templates of frequently used responses to multiply questions. Related article: Guide to data sets
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Social history form: Edit the social history form template that collects patient background information, which includes medical history, family background, socio-economic background and other demographic information. Related article: Guide to patient social history
To edit any of these settings, click the edit icon beside each setting.
The Appointment Settings section allows you to set or edit the following:
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Automatically mark appointment statuses as attended: Can be set at a group, clinic (location), or individual level. To create a new setting for a location or practitioner, click Add New.
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Cancellation reasons: The list of reasons why a patient cancels or postpones an appointment, which are selected when cancelling an appointment in your calendar. Options that are marked Active can be selected. You can customise the preset list or create your own options. To edit your cancellation reasons, click View All.
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Appointment Types: Create appointment types for group online bookings or to create placeholder appointments. Related article: Guide to appointment types
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Tasks: Enable tasks and create task templates. Related articles: Guide to tasks and Create a task template
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Fee Category List: The list of categories of fees, which are selected when adding new fees to your Fees List. Options that are marked Active can be selected. You can customise the preset list or create your own options. To edit your fee categories, click View All. Related article: Create and assign fee categories
The Patient Portal Settings section allows you to set or edit the following:
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Patient portal invitations: Enable practitioners to invite patients to sign up to the patient portal. To edit, click Edit in the top right.
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Patient updates: Select whether patient updates on their portal automatically apply to the patient’s profile on your Halaxy. To edit, click Edit in the top right.
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Note sharing: Enable practitioners and patients in your practice group to share clinical notes in their Halaxy accounts. To edit, click Edit in the top right.
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Patient intake form: Enable and set preferences for patient intake forms. To edit, click the
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Social history form: Enable a social history form to be completed on patient profiles. To edit, click the
The Email Settings section allows you to:
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Set the sender email address for different types of email communications for your group, such as for sending invoices, reminders, clinical notes, booking confirmations and one-off emails. Related article: Set email sender preferences
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Create different email sender settings for individual practitioners. Related article: Set email sender preferences
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Verify your custom domain so your Halaxy emails can come from your own custom email address. To edit, click the
cog icon. Related article: Verify your domain for sending email
Upload your data files from your previous practice management software to migrate your practice to Halaxy.
Related article: Import your practice data to Halaxy
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