Deposits are funds received from a patient or organisation that are stored in their profile, which can then be used to pay for future or unpaid invoices. Overpayments and refunds from invoices can be converted into deposits, allowing you to keep track of payments within Halaxy.
Every patient's or organisation's deposit balance is found on their profile.
You can record a deposit from your patients by following the steps outlined below:
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Open the patient or organisation profile.
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Under the Appointments Overview section (patient) or Invoices section (organisation), beside Fee Balance, click the
pencil icon.
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In the pop-up, if there is already a deposit history, it is displayed in a list. To record a deposit payment, click Add New.
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In the next pop-up, select the payment method for the deposit.
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Offline payment: The deposit payment is received outside of Halaxy, such as cash or EFTPOS.
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Auto payment: The deposit payment is processed using the patient's or organisation's card payment details stored in their Halaxy profile.
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Voucher: The deposit is added using a voucher.
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Complete the form that appears for your payment method.
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(Optional) Assigned Location / Assigned Practitioner: Select a practice location and/or practitioner to link the deposit. This ensures the deposit can only be used on invoices from that location and/or practitioner. To allow this deposit to be used for invoices from any location or any practitioner, leave these selections blank. These settings can be edited later on.
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Click Save or Add.
The deposit is added to the patient or organisation deposit balance on their profile, and is now ready to be used to pay for invoices.
Tip
Remember, you can refund any payment - including deposit payments.
If patient or organisation has a positive deposit balance in their profile, you can allocate and apply it as payment to their unpaid invoices.
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Single invoice
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Open the invoice.
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Under the Payments section, click Deposit. (The button label indicates the available deposit amount.)
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In the pop-up, select the existing deposit and the amount to use for this payment.
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Click Save.
The payment is processed, deducted from the payer's deposit balance.
If the deposit covers the full payment, the invoice is marked as Paid. If the deposit is insufficient to cover the full payment, you can use another payment method to process the remaining invoice balance.
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Multiple invoices
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Open the patient or organisation profile.
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Under the Appointments Overview section (patient) or Invoices section (organisation), beside Fee Balance, click the
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In the pop-up, next to the deposit you want to use for payment, click the
box with arrow icon.
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Tick the checkboxes for the invoices you want to pay with the deposit. The total amount selected must be lower than or equal to the deposit balance amount. (Tip: Sort or filter your invoice list to find the invoices you need.)
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Click Apply.
You have successfully processed payment for your selected invoices with the deposit.
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Note
Deposits assigned to a specific location or practitioner can only be applied as payment for their invoices.
If you are receiving an excess amount from an electronic or offline payment, you can convert the excess into a deposit instead of having to refund it. The deposit is then stored in the payer's profile.
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In the payment pop-up for an electronic or offline payment, enter the Amount of payment received.
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If the amount is greater than the invoice balance, an option appears to add the overpayment as a deposit. Select Yes.
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Click Save.
The overpayment is added to the patient or organisation deposit balance on their profile, and is now ready to be used to pay for invoices.
Generate a receipt for any deposit payment, which you can email or print to patients.
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Open the patient or organisation profile.
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Under the Appointments Overview section (patient) or Invoices section (organisation), beside Fee Balance, click the
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In the pop-up, next to the deposit payment, click the
printer icon.
A PDF document of the receipt is generated in a new window. You can print or download this file by clicking the icons on the top right.
Updated