Halaxy Virtual Assistant: a VA for the Halaxy practice management platform, not the Samsung phone

First, because the search engines still get confused: this page is about Halaxy practice management, the Melbourne-built platform that runs the admin for a huge slice of Australian psychology and allied health. If you wanted a virtual assistant for a Samsung Galaxy, no judgement, wrong page. If your Halaxy is the one holding your calendar, your patient records and your Medicare claiming, keep going.

Halaxy’s famous trick is the price. The core platform is genuinely free: unlimited practitioners, unlimited locations, calendar, records, invoicing, online bookings, the lot, with pay-as-you-go credits covering extras like SMS and claiming. It’s why so many solo psychologists and small clinics start there. The catch was never the software. The catch is that free software still needs a person driving it, and in most Halaxy practices that person is the practitioner, processing a bulk bill claim at 9:47pm.

The daily rhythm a VA runs in your Halaxy

Morning first: the diary. Unconfirmed appointments followed up, gaps flagged, overnight online bookings checked against the right practitioner and fee, because Halaxy creates the invoice automatically from the fee on the appointment, so a wrong fee at booking quietly becomes a wrong invoice at payment. When a cancellation comes through, your VA opens Schedule > Waiting List, where patients sit with their priority, wait period and booking preference, contacts the best matches and uses Move to appointment to fill the gap before the day moves on.

Then claiming, the bit Halaxy does better than almost anyone. Bulk bill and DVA claims are processed straight from the invoice with the Process Bulk Bill and Process DVA buttons, no terminal involved; bulk bill settles overnight, DVA can take an extra day. The VA puts through what your practitioners have billed, checks yesterday’s batch, and reworks rejections against the error codes Medicare sends back, fix attached rather than forwarded untranslated. If you’ve switched on automatic rebate processing, the job shifts from submitting to watching exceptions, which is exactly where you want a human.

Then money. The Unpaid Invoices report under Reports > Finance, filtered by days overdue, worked through an invoice-chasing routine you approve. Auto Payments covers patients with a card on file, charged a set number of minutes after the appointment starts or in a daily batch; your VA covers everyone else, plus the declines, plus making sure new patients save a card through their intake form so next time there’s nothing to chase.

Weekly: recalls and campaigns. A Halaxy campaign is a report used as a mailing list, so the VA pulls the right report, attaches your communication template, schedules the send, and checks the Campaigns report under Reports > Communication afterwards instead of assuming it landed. Underneath it all, the quiet discipline: reminder templates held inside 160 characters so a send stays at one credit, the preview checked for credit cost before anything goes out, and email reminders, which cost nothing, carrying whatever SMS doesn’t need to.

The honest bit

Free runs on a meter. SMS, claiming and telehealth all draw Halaxy credits, roughly 22 cents each, cheaper in bulk, and an unwatched account leaks them: two-segment reminders, SMS doing jobs email would do for nothing. That’s not a reason to leave Halaxy; it’s a reason the credit balance should be someone’s actual job. Two smaller ones: Halaxy locks a user’s role type once it’s set, so create your VA as an Administrator on day one or you’ll be emailing Halaxy support to change it, and terminal claiming stays physical. The HICAPS connection Halaxy does have is Digital Claims, which handles NDIS, TAC and WorkSafe Victoria straight from the invoice; private health runs through Tyro Health online or a connected Tyro EFTPOS machine, and a front-desk HICAPS terminal doesn’t link to Halaxy at all.

(On Cliniko or Zanda instead? There’s a page for each.)

What stays with you

Clinical notes, fees, item numbers, and any patient message that drifts clinical, which routes to you under a written escalation rule instead of being answered. The notes wall is Halaxy’s own: a VA works as an Administrator on Contact Access, a level that covers the calendar, contact details and invoicing but cannot manage clinical notes; opening those takes Clinical or Full Access, which we never request. For bookkeeping-style work, Halaxy can even hide patient names entirely and show IDs like HX 123456 instead.

And the pleasant detail: Halaxy doesn’t charge per user. On the platform you picked for the price, adding the VA costs nothing on the software side.

What it costs and where to start

Halaxy support runs on the admin tier, $12-17 AUD an hour excl GST, usually 10-15 hours a week. Placement takes 7-10 business days; the first 5-7 are supervised inside your Halaxy, the guarantee is 30 days recalibrate-or-replace, and leaving takes 14 days notice, nothing more.

The psychology page has the industry context and the VA cost guide has the full pricing breakdown. Or go straight to a discovery call with Jenn: 48+ VAs placed into Australian businesses since 2024, and a straight no if your practice isn’t ready for one. Bring your Waiting List and last month’s credit top-up; that’s where the hours are hiding.