Halaxy help in Australia: support, setup, migration and ongoing admin, honestly compared

We run one of the services on this list. DotVA places offshore VAs who do ongoing admin inside a practice’s Halaxy account, from 10 hours a week. We do not sell one-off Halaxy setup, data migration or training packages, and we are not Halaxy’s support desk. If you have a how-to question, need a new account built, or are moving from other software, other rows in this table are the right place to look and we are not. That is the most useful thing we can tell you, so it comes first.

The method is the same as our comparison of Australian VA agencies. Every claim about another provider comes from its own website, checked on 11 November 2026 and linked in the table. Where a figure is not published we write “not stated publicly” rather than guess, and where a site does not say where its people are, we do not assume. A provider is only here if its own site names Halaxy in text.

We did not find a consultant or partner directory on the Halaxy pages we checked, so the setup services below are independent businesses.

The services at a glance

Provider	What kind of help	Published price	Where the people are	One-off setup or migration?	Ongoing admin in Halaxy?	Terms
DotVA Halaxy virtual assistant (that’s us)	Managed offshore VA: one dedicated person who works in your Halaxy account to your direction	$12-17/hr admin, $18-25/hr specialist, AUD ex GST, from 10 hrs/week	Philippines, working Australian business hours	No. We do not sell setup, migration or training packages	Yes: calendar, waiting list, reminders, invoices and follow-up	No lock-in contract; stop any time in the first 14 days, then 30 days’ notice; free replacement any time
Halaxy support	The software company’s own support by phone and email, plus a Help Guide with a starter checklist and how-to videos	Support is free; the core software is free. Add-ons are paid in credits of $0.15-0.22 each incl GST, and payment processing is 1.5% to 1.9% per transaction (plus 75c to $1 on the Bronze and Silver bands)	Not stated on its current support pages; a November 2023 blog post names teams in Melbourne, Cork and Vancouver	A paid data migration service, with time and cost quoted per practice; importing records yourself is free for the data types it supports; we found no setup-for-you package on the pages we checked	Not offered on the pages we checked; support answers questions about the software	Phone and email, 24 hours a day, Monday to Friday on Australian Eastern Time
Insight Admin	Psychology and allied health admin service that calls Halaxy its “home base”; the same dedicated VA each time	Halaxy setup from $1,200, one-off; weekly support $248 for 3 hours, $495 for 6, $720 for 9, on tiers capped at 1, 3 and 5 practitioners (GST basis not stated)	Australian-based; its footer says “Based in Melbourne, VIC”	Yes: Halaxy setup with a turnaround of approximately 5 weeks; its services page says it handles client data migration too	Yes	Flexible; notice not stated publicly
Time Well Spent	Practice support team: setup, training, admin, billing and virtual reception	Not stated publicly, including the onboarding fee its 12-month offer discounts; free 30-minute system audit	Melbourne office	Yes: says most setups take one to three business days, with team training and 30 days of follow-up support; one-on-one training online or in person	Yes, with a dedicated practice manager backed by a team	Try for three months, or a 12-month term with 50% off onboarding
Offsiters	Allied health VA team; its FAQ says “Our VAs are all trained to use both Halaxy and Zanda”	Setup package $590 + GST; monthly plan $159 + GST with 2 hours, plus an $89 + GST establishment fee; daily admin $69/hr + GST, two-hour weekly minimum, plus a $139 + GST establishment fee	Australia: VIC, NSW, QLD and WA	Yes: a fixed-price setup or a switch from another system; client file transfers charged by the hour; 30-minute training session $50 + GST	Yes: a dedicated VA on the daily plan; the monthly plan covers Halaxy troubleshooting and updates, not regular processing	No lock-in contracts; 14 days’ notice
Sage Admin Solutions	Back-office admin and practice software setup for Zanda, Halaxy, Cliniko and Splose; no traditional phone answering or reception service	Setup from $1,089 incl GST, quoted per practice; ongoing admin not stated publicly	Melbourne-based	Setup with agreed training and handover, aiming for 21 business days; data migration is not currently offered	Yes, in regular sessions reserved for your practice	Not stated publicly
Tina K Admin	Halaxy set-up and allied health admin, described on its site as one-on-one support	A one-off fee for set-up; amount not stated publicly	Not stated publicly	Yes: forms, templates, online booking, reminders, fees and services, with a 1-hour handover meeting	Yes: one-off, short-term or ongoing support	Not stated publicly
Mind Tasker	Psychology admin service that says it supports Halaxy only	$45/hr + GST on a regular plan; one 3-6 hours a week opening listed when checked	Canberra	Not listed as a separate service; its task list includes customising templates, forms and clinical tools in Halaxy	Yes: one person for a set number of hours each week	Not stated publicly
Therapy Assist	Small admin service for psychologists and mental health practitioners; the same person each week	$200 a week for 4 hours up to $750 a week for 15 hours (GST basis not stated); weekends +20%	Not stated publicly; core hours are Sydney time	Not listed on its services page	Yes: bookings, invoicing and correspondence in Halaxy or Cliniko	No lock-in; two weeks’ notice
Clinic Admin	Managed offshore admin staff: one full-time team member	Not stated publicly; quoted per role in Australian dollars	Supervised office in Balanga, Philippines	No one-off package listed on the pages we checked	Yes, full time; its FAQ says its deepest expertise is in Cliniko and that it also supports Halaxy	Its FAQ says no recruitment fees and no exit penalties; its terms set 30 days’ written notice and allow early termination fees for shorter notice
Tarino	Recruiter: you engage and pay the person directly	$5,000 once per placement excl GST ($250 to start the search, $4,750 on hire), then no monthly fee to Tarino	Philippines-based hires	Not a service it lists	Your hire does the admin; Tarino lists Halaxy among the software it screens for	Replacement search within 6 months

Checked on each provider’s own pages on 11 November 2026. “Not stated publicly” means we could not find the figure on the provider’s public pages; it is an observation, not a criticism.

Four more of the services we checked name Halaxy setup or optimisation. The Personalised VA publishes a “Halaxy Automation Set Up” at “$275 for a prepaid 3-hour block” (GST basis not stated). IS Virtual, based in Melbourne, lists a Halaxy Optimisation Audit at $595 + GST, with implementation support at $150 + GST an hour after an audit or review. Two quote on enquiry. Little Big Help VA describes “Zanda and Halaxy specialists” who review your processes and configure the system, with virtual assistants Australia-wide. The VA Circle is based in South Australia and lists project-based system setup for Halaxy and Zanda alongside ongoing support.

Our row in full is on pricing. If a 30-minute call beats ten tabs, book a discovery call, and if another row fits your practice better we will tell you on the call.

Three products share one label

Searches for Halaxy help, a Halaxy consultant and a Halaxy virtual assistant land on three different products.

1. Software support (Halaxy). How to use a feature, why something is not working, what a setting does. Halaxy lists free 24-hour phone support and describes it as phone and email, Monday to Friday (AEDT). Its how-to videos cover getting started, online bookings, access levels and Medicare claiming. Support explains the software. Someone still has to run the diary.
2. A one-off setup, data move or training job (Halaxy’s migration service, Insight Admin, Time Well Spent, Offsiters, Sage Admin Solutions, Tina K Admin, Little Big Help VA, The VA Circle). Someone builds the account around how your practice works: fees and services, forms, templates, reminders, online bookings. For the data itself, Halaxy’s own team moves it for a quoted fee, and its guide for Best Practice says that system exports clinical records only, so appointments, invoices and referrals are not included. Insight Admin says it handles client data migration; Sage Admin Solutions says it does not currently offer it.
3. Ongoing admin done by a person inside your Halaxy account (DotVA, Insight Admin, Time Well Spent, Offsiters, Sage Admin Solutions, Tina K Admin, Mind Tasker, Therapy Assist, Clinic Admin, Little Big Help VA, The VA Circle). The calendar, the waiting list, reminders, invoices and follow-up, every week. Tarino finds you a person to hire directly for the same work.

Most frustration comes from buying one when you needed another. A VA is not a faster route to a setup project, and a setup project does not chase unpaid invoices in March.

What the options cost

These figures use each provider’s published price. Where we have multiplied or divided, that is our arithmetic, not the provider’s quote.

Option	Published price	What that buys
Halaxy support	Free	Answers by phone and email, 24 hours a day, Monday to Friday, plus the Help Guide and how-to videos
Halaxy self-import	Free	You move your own records with Halaxy’s spreadsheet template, up to 1,000 rows per file
Halaxy data migration	Quoted per practice	Halaxy’s team moves your records; practices using the paid service to move from another platform receive 500 free credits
Offsiters setup	$590 + GST	A one-off basics package: profiles, forms, templates, payments, online bookings, fees and billing codes
Sage Admin Solutions setup	From $1,089 incl GST	A one-off practice software setup with training and handover; no data migration
Insight Admin setup	From $1,200 (GST basis not stated)	A one-off Halaxy setup with a recorded walkthrough
Mind Tasker	$45/hr + GST	Ongoing admin; 3 hours a week is $135 + GST a week
Therapy Assist	$200 a week for 4 hours (GST basis not stated)	Ongoing admin at a $50 hourly equivalent
Offsiters daily admin	$69/hr + GST, two-hour weekly minimum	From $138 + GST a week; 10 hours a week would be $690 + GST
DotVA admin VA	$12-17/hr ex GST, from 10 hours a week	10 hours a week for $120-170 a week, about $520-736 a month

Halaxy’s pricing page says the core platform is free and that you can “scale your practice without user or location limits”, and its guide to adding users lists no charge for an administrator, so we found no per-user fee for an assistant’s login, whichever provider you choose. Credits still apply to what gets sent or claimed: one credit per SMS of up to 160 characters and one per successful claim. With us, a $500 deposit is credited to your first invoice.

How to compare them

1. Question, project or weekly work? A question goes to Halaxy. A project has an end date and a handover. Weekly work needs the same person back every week.
2. Moving systems? Read Halaxy’s migration guide first. It names nine systems, says it can migrate from other software too, and prices each job after reviewing your files. The free self-import is done one data type at a time in a spreadsheet, up to 1,000 rows per file, which suits a small patient list better than a decade of records.
3. Is training in the quote? Halaxy’s videos are on its site. If you want a person to walk your team through it, Time Well Spent sells one-on-one training, Sage Admin Solutions says its setup includes training and handover, and Offsiters sells a 30-minute session as an add-on.
4. Which claims do you run? Halaxy’s Help Guide says Medicare, bulk bill and DVA claims are submitted from the invoice once the practice location has a registered Medicare Location ID, which involves the practice completing a form and sending it to Medicare. For the NDIS it has a bulk upload report and a HICAPS Digital Claims integration for agency-managed claims. Ask each provider who lodges and whose login is used. A DotVA VA prepares invoices and claims in Halaxy and follows up rejections and unpaid rebates; lodgement set-up and portal logins stay with the practice.
5. How many hours? Under five hours a week, a small package from Mind Tasker, Therapy Assist, Insight Admin or Offsiters fits. We start at 10. Clinic Admin prices a full-time person.
6. What are the exit terms? Published notice runs from 14 days to 30 days, and Time Well Spent offers an optional 12-month term. Read the terms page as well as the marketing page.

Access and privacy: set this up before anyone logs in

Halaxy’s Help Guide explains how to set access for each user, and it applies to every provider on this page, us included.

• An Administrator, not a Practitioner. Halaxy has two roles, and says administrators are for non-practising administrative staff. Its Help Guide article on access settings says a user’s role type cannot be changed after it is set without emailing Halaxy, so choose it carefully the first time.
• The lowest access level that does the job. Administrators have three levels: Contact Access, Clinical Access and Full Access. Halaxy’s table shows Contact Access with contact details, appointments and invoices, and without clinical notes.
• Names hidden where the work allows. A setting called “Hide access to patient names” replaces names with IDs such as HX 123456, which can suit invoice and bookkeeping work.

Giving an overseas assistant access to client information is, in most cases, a cross-border disclosure under APP 8 of the Australian Privacy Principles: you must take reasonable steps to make sure the overseas recipient handles the information in line with the APPs, and you generally remain accountable if they do not. That obligation sits with you as the practice disclosing the information, and it applies to our VAs as much as to the other offshore rows. This is general information, not legal advice. Our guide to hiring an offshore VA legally covers the obligations.

Our own practice, which is a policy and not a legal requirement: the VA works in your Halaxy account as an Administrator on Contact Access, we do not ask for the levels that open clinical notes, logins are shared through a password manager, and a confidentiality agreement is signed before day one. The detail is on our data security page. Where a provider does not say where its people are, ask before you grant access.

Who should pick whom

• A how-to question, or something is not working: Halaxy support first. It is free, and the answer comes from the people who make the software.
• Moving to Halaxy from Best Practice, Cliniko or another system: Halaxy’s own Data Migrations team for a quoted fee, or the free self-import if your list is small. Not us.
• A move handled alongside a setup: Insight Admin says it handles client data migration as part of its Halaxy setup, and Offsiters charges client file transfers by the hour. Sage Admin Solutions says it does not currently offer data migration.
• A new account built for you at a published price: Offsiters at $590 plus GST for its practice management system package, Sage Admin Solutions from $1,089 including GST with training and handover, or Insight Admin from $1,200 (GST basis not stated). Tina K Admin, Little Big Help VA and The VA Circle quote on enquiry.
• Training for you or your team: Halaxy’s how-to videos, or one-on-one training from Time Well Spent, online or in person.
• Occasional troubleshooting without weekly admin: Offsiters’ monthly plan, $159 plus GST with two hours included.
• A few hours a week from an Australian-based service: Mind Tasker in Canberra at $45 an hour plus GST if you are a psychology practice, Insight Admin for one dedicated VA, or Offsiters from two hours a week.
• Setup, reception and ongoing admin from one team with a practice manager: Time Well Spent.
• A full-time offshore team member: Clinic Admin, from a supervised office in the Philippines.
• A direct hire of your own: Tarino, for a one-off recruitment fee, with the salary paid by you.
• 10 to 30 hours a week from one dedicated person in your Halaxy account, at a published hourly rate: that is the practice we built DotVA for. You meet a shortlist of matched VAs before you choose, so ask each about their Halaxy experience. If your account is not set up yet, do that first with one of the options above. See what the work looks like on our Halaxy, psychology and allied health pages.

Run your own numbers

Price your hours on the VA cost calculator and check our tiers on pricing. Our comparison of allied health virtual assistant services covers providers that work in Cliniko, Nookal and Splose as well, and psychologists have their own comparison. If the right answer for your practice is one of the other names in the table, we would rather you find that out now than in month two.