List of dynamic terms

Refer to the table below for a list of dynamic terms available for use in clinical notes, clinical letterheads, invoice letterheads, and SMS/email communication templates.

Note

Some dynamic terms can only be used when the relevant record type is linked. For example, the term [Appointment Date] can only be used in a reminder, booking confirmation or appointment clinical note because these are linked to an appointment record. If you use it in a one-off email or SMS to a patient, the term will not convert because there is no appointment linked.

Dynamic term

Description

Additional notes

ABN

The practice group's Australian Business Number

Can be edited in Settings > General

Account Name

The name of your practice group

Can be edited in Settings > General

Add to Calendar*

A link that allows patients to instantly add appointment details to the calendar on their device.

This dynamic term can only be used in appointment reminders or booking confirmation emails because they are linked to specific appointments.

Appointment Date*

The date of the appointment

The appointment date is not necessarily the same as the invoice date.

Appointment Duration*

The duration of the appointment

Duration is based on the fee by default by can be manually edited in the Appointment Information panel

Appointment Equipment*

The name of all equipment used for the appointment

Requires equipment to be selected in the Equipment drop-down menu of the Appointment Information panel. If multiple pieces of equipment are selected, all equipment is listed in order with commas in-between.

Appointment Link*

A clickable link the patient can use to view and manage their appointment online

See related article: Enable patients to cancel or reschedule appointments

Appointment Location*

The clinic where the appointment is being held

Can be editing using the Location drop-down menu in the Appointment Information panel

Appointment Practitioner*

The practitioner treating the patient

Based on the practitioner whose calendar is used to create the appointment

Appointment Room*

The name of the room used for the appointment

Based on the Name of the room. Requires a room to be selected in the Location drop-down menu for the appointment.

Appointment Time*

The clock time of the appointment

Does not include the date. Requires a linked appointment.

Appointment Type*

The name of the appointment type booked by the patient from online bookings

BSB / Account Number

The BSB and account number where you receiveHalaxy auto payments

Must be used on an invoice. Based on the practitioner listed on the invoice; if the practitioner uses an individual account for payments, this takes priority over the group account. Can be modified in Settings > Payments.

Contact / Organisation Name

Current Date

Today's date

Email

Expiry Date

Fax Number

Fee Amount (total)*

The combined amount of all fees on the linked invoice

Rendered as a combined monetary value

Fee Funder*

The funder linked to the fee used on the invoice

All fees are created under a funder. See related article: Guide to funders

Fee Item Number*

The fee item number used on the invoice

Can be modified in Finances > Fees and editing the fee. Adding an item number is optional.

Fee Name*

The name of the fee used on the invoice

Fee Rebate*

The rebate amount of the fee used on the invoice

Can be modified by clicking Finances > Fees and editing the fee

Funder*

 

Funder ID*

Funding Organisation*

Invoice Due Date*

The date an invoice payment is due

Can be entered manually by clicking the Settings (cogwheel) icon on an invoice or automatically set in Settings > Payments.

If a due date is entered, the due date will appear on your invoice. After the due date, the invoice is automatically marked as overdue.

Adding a due date is optional.

Invoice Number*

The number of the linked invoice

Requires a linked invoice.

Medicare Card Number

The patient's (or claimant's if applicable) 10-digit Medicare card number

Can be edited as part of the patient's Medicare claim in the Funding tab of their patient profile

Medicare IRN

The patient's (or claimant's if applicable) individual reference number on their Medicare card

Can be edited as part of the patient's Medicare claim in the Funding tab of their patient profile.

Located to the left of a patient's name on their physical Medicare card.

Online Form Link*

The clickable link for patients to fill out an intake form

This dynamic term only populates correctly when sending an intake form, not a one-off email

Patient Address

The patient's residential address

Based on the address listed in the patient profile

Patient Age

The patient's age in years (e.g. rendered as "40yr")

Requires the patient to have a date of birth listed in their patient profile

Patient DOB

The patient's date of birth

Patient Email

The patient's email address

Based on the email address listed in the patient profile

Patient First Name

The patient's preferred first name

If no preferred name is listed, the patient's legal first name is used instead

Patient Full Name

The patient's preferred first name and surname

If no preferred name is listed, the patient's legal first name is used instead

Patient Gender

The patient's listed gender identity

See related article: Manage gender diversity settings

Patient Legal First Name

The patient's legal first name

Uses the patient's legal first name instead of the preferred name. Used by default on invoices.

Patient Legal Full Name

The patient's legal first name and surname

Uses the patient's legal first name instead of the preferred name. Used by default on invoices.

Patient Phone Number

The patient's contact number

Based on the phone number on the patient profile.

If they have multiple phone numbers with none selected as Main, the dynamic term converts to the most recent phone number added.

Patient Surname

The patient's surname

Patient Title

The patient's title, e.g. "Mr", "Ms", "Mx" or "Dr"

Based on the Title field in the patient profile

Payment Link*

A secure link to the invoice online where patient's can pay by card

Patient card details are not stored when paying using Payment Link. A great alternative for patients who do not wish to store their card details.

Phone Number

The practice location's phone number

Practice Location

The address of the clinic

Based on the address of the clinic in Personal > Locations

Practice Name

The name of the clinic/location linked to the appointment, invoice or clinical note

Based on the clinic name in Personal > Locations. Can be changed by editing the Practitioner field on any clinical note in the header information.

Practitioner Address

Practitioner Email

 

Practitioner First Name

Practitioner Surname

Practitioner Title

Provider Number*

The referring practitioner's Medicare provider number

Based on the referral linked to the clinical note.

Note: For this dynamic term to display properly, the clinical note must be linked to a referral.

Recipient Name

The name of the patient contact you have set as the Recipient

Can be used for SMS or email

Referral Appointment Limit (max)*

Requires a referral to be linked to the clinical note, invoice or appointment

Referral Date*

The start date of the referral

Requires a referral to be linked to the clinical note, invoice or appointment

Referral Length

Requires a referral to be linked to the clinical note, invoice or appointment

Referral Type*

The name of the referral type, if applicable

Requires a referral to be linked to the clinical note, invoice or appointment

Referrer Address*

The referring practitioner's business address

Requires a referral to be linked to the clinical note, invoice or appointment. Based on the professional contact's business address in Contacts > Professionals.

Referrer First Name*

Requires a referral to be linked to the clinical note, invoice or appointment. Based on the professional contact's name in Contacts > Professionals.

Referrer Practice Email*

Requires a referral to be linked to the clinical note, invoice or appointment. Based on the professional contact's email address in Contacts > Professionals.

Referrer Practice Fax*

Requires a referral to be linked to the clinical note, invoice or appointment. Based on the professional contact's primary fax number in Contacts > Professionals.

Referrer Practice Name*

Requires a referral to be linked to the clinical note, invoice or appointment. Based on the professional contact's practice name in Contacts > Professionals.

Referrer Practice Phone*

 

Referrer Surname*

Requires a referral to be linked to the clinical note, invoice or appointment. Based on the professional contact's name in Contacts > Professionals.

Referrer Title*

The title before the referring practitioner's name

Requires a referral to be linked to the clinical note, invoice or appointment. Based on the professional contact's title in Contacts > Professionals.

Video Consult Link*

The clickable link for patients to join a video consultation

Requires the appointment Location to be set to Halaxy Telehealth or Online Consultation. Can be set in the Appointment Information panel by clicking the camera icon.

*Must be linked to a relevant record and cannot be used for one-off emails and SMS messages

Updated

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