Set up private billing once. Claim details land on every invoice.
With private billing, a patient may pay for their own treatment, or submit their claim themselves through their private health insurer. In other cases, the patient's health fund covers the full cost and you bill the health fund. You can set up either way in Halaxy: bill the patient, or bill the private health fund.
For private in-patient hospital claims through ECLIPSE, see: Set up ECLIPSE online claiming
Note
Before you start charging a patient's card from an invoice, you need a verified profile and Halaxy Auto Payments set up.
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Everything created on save. Your appointment, clinical note and invoice all appear the moment you save.
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Claim details filled in. Every appointment and invoice with a Private Health Insurance fee already carries your patient's claim details.
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Identification number shown. Your identification number sits on every invoice that contains your private fees.
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Gap fees handled. If you charge a gap fee, a second invoice goes to the patient to cover the gap.
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Payment from the invoice. With Halaxy Auto Payments set up, charge the patient's card straight from the invoice.
Use this setup when the patient pays the full amount of their appointment invoice and is billed on the invoice.
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Step 1: Create an appointment and set up the fee
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On the calendar, click a timeslot to create a patient appointment.
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For Fees, enter the name of the service you provide, then click it in the dropdown to add it as a new fee.
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In the pop-up, set up the fee:
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Funder: Type Private, then click Import Private in the dropdown. If you've already imported the Private funder, select it in the dropdown. You import this funder once.
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Amount: Set how much you charge for this service.
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Rebate: Leave the value at 0.00.
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(Optional) Set any other details for your fee.
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Click Add Fee. Halaxy saves the service to your practice so you can reuse it in new appointments.
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In the appointment panel, click Save to create the appointment and generate the invoice. To open the invoice, click Invoice in the new appointment.
You have imported your fee and created an appointment, clinical note and invoice.
Note
Create as many private fees as you need the same way. If the patient pays the fee in full, set it up under the Private funder.
Tip
To set up all your fees and services without creating appointments, import them from the Fees list.
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Step 2: Add your identification (if required)
If you need identification on invoices, such as a provider number, add it from the invoice. This step is optional.
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From the patient's appointment on the calendar, click Invoice.
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Under Practitioner Details, next to Identification, click
pencil icon.
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In the pop-up, enter your identification.
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Click Save.
Your identification numbers now show on any invoice that contains your Private fees.
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Step 3: Process the invoice payment
If you have set up Halaxy Auto Payments, you can charge the patient's credit card directly on the invoice.
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Under Payments, click Process Now. If you haven't stored the patient's payment details yet, click Add Payment Details and enter their card details.
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In the pop-up, set the following:
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Amount: Enter the payment you are receiving for the invoice.
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Payment approval (recommended): Tick to require SMS payment authorisation from the payer.
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Notes (optional): Enter any notes for this payment.
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Click Process.
You have billed the patient and processed payment. You can also process payment outside Halaxy and mark the invoice as paid.
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Use this setup when the patient's private health fund pays for the appointment. The health fund is the billed organisation on the invoice, which contains the patient's claim details.
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Step 1: Create an appointment and set up the fee
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On the calendar, click a timeslot to create a patient appointment.
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For Fees, enter the name of the service you provide, then click it in the dropdown to add it as a new fee.
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In the pop-up, set up the fee:
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Funder: Type Private Health Insurance, then click Import Private Health Insurance in the dropdown. If you've already imported this funder, select it in the dropdown. You import this funder once.
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Item code (optional): If the health fund has a specific number for the service, enter it here.
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Amount: Set how much you charge for this service.
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Rebate: Enter the rebate amount you receive for this service. If you charge a gap fee, Amount must be greater than Rebate, and Halaxy creates another invoice billed to the patient for the gap.
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(Optional) Set any other details for your fee.
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Click Add Fee. Halaxy saves the service to your practice so you can reuse it in new appointments.
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In the appointment panel, click Save to create the appointment and generate the invoice. To open the invoice, click Invoice in the new appointment.
You have imported your fee and created an appointment, clinical note and invoice.
Note
Create as many fees as you need the same way. If the health fund pays the fee, set it up under the Private Health Insurance funder.
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Step 2: Enter the patient's claim details
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From the patient's appointment on the calendar, in the claim section, click
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In the pop-up, enter the patient's claim details:
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Paying Organisation: Enter the name of the health fund.
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Member Number: Enter the patient's policy number or member number at their health fund.
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Member Reference Number / Expiry (optional): Enter these details if necessary.
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Payer: Select Organisation (new invoice).
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Click Save.
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If required, click Add Referral to enter the patient's referral details.
Halaxy stores the patient's claim details for their health fund in their patient profile. Whenever you book this patient with a Private Health Insurance fee, not a Private fee, Halaxy adds these details to their appointment and invoice.
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Step 3: Add your practitioner identification (if required)
If you need identification on invoices, such as a provider number, add it from the invoice. This step is optional.
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From the patient's appointment on the calendar, click Invoice.
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Under Practitioner Details, next to Identification, click
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In the pop-up, enter your identification.
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Click Save.
Your identification numbers now show on any invoice that contains your Private Health Insurance fees. You can now bill this invoice and submit it to the health fund for processing.
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If you have different identification numbers for different private health funds, add multiple IDs to the Private Health Insurance funder so you can switch IDs on an invoice.
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Click Finances > Fees, then click Identifications.
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In the Private Health Insurance row, click Add another identification.
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Enter the ID for the new health fund, and enter the health fund's name in Description.
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If you have multiple practice locations, repeat steps 2 and 3 for each practice location.
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Click Save.
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On the invoice, under Practitioner Details, next to Provider Number, click
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Under Available Funder Identifications, select the ID you want to use for this invoice, then click Save.
Private health billing connects to your identification numbers and the funders behind each fee.
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Take payment and claim together. Process private health claims online with Tyro Health to process the payment and your patient's private health claim at the same time from a Halaxy invoice.
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Use HICAPS. Process claims with HICAPS Digital Claims to submit your patient's rebate on the spot.
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See how funders work. The Guide to funders explains how fees link to funders.
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