Adding New Users and Access Levels
Halaxy Classic is designed for sole practices, group practices and large multi-disciplinary clinics alike, and practice owners can add new users to your group at any time, including practitioners of any profession as well as administrative staff with varying levels of access. You can also determine users' access levels to patient profiles, calendars, invoices and financial reports within your practice group.
Practitioners can be members of multiple practice groups using the one email login address, so practitioners can keep their Halaxy Classic login for life.
- 1 Adding users to your practice group
- 2 Determining access levels
- 3 Changing users' information or access levels
- 4 Deactivating users
- 5 Frequently Asked Questions
- 5.1 How do I set a specific practitioner as a patient's main practitioner?
- 5.2 How do I change a practitioner's Minor ID/Location ID in Halaxy Classic?
- 5.3 How do I change the email address that I use to login to Halaxy Classic?
- 5.4 How do I create a group practice in Halaxy Classic? How do I add a practitioner or administrative staff member in Halaxy Classic?
- 5.5 How do I invite a practitioner who is already using Halaxy Classic to my practice?
- 5.6 How do I add a practitioner?
- 5.7 How do I change someone's access level in Halaxy Classic?
- 5.8 How do I restrict access to patient information for practitioners who have left the practice?
- 5.9 How do I hide patient names?
- 5.10 How do I restrict access so users can only see patient records at the clinic where they work?
- 5.11 How do I deactivate a user?
Adding users to your practice group
You add new users to your practice group by clicking the Add User button on the Users page, which is accessed from the Profile tab. Enter their name in the Name field, and then complete the required information (see below) in the form. Click the Save button to create their linked account. A welcome and instruction email is sent to the new user's email address (username). The new user also receives our regular newsletters as well as emails to assist them to begin using Halaxy Classic.
Assigning role types
You can add either practitioners or administrative staff to your group practice. Add a new practitioner by clicking the Practitioner radio button (the default option). Add a new administrative staff member by clicking the Administrator radio button.
Halaxy Classic is tailored to the needs of specific professions and is uniquely able to support multi-disciplinary practices as practitioners of different professions to access profession-specific software seamlessly within the one group practice. It is therefore very important to assign the profession of the practitioner whose account and access levels you are setting up.
Click the Profession drop-down menu and select the profession of the practitioner you are adding to your practice. If their profession is not listed, choose Other. The Profession drop-down menu is not available when you are adding administrative staff.
Registration numbers (optional)
When adding practitioners to your group, you can add their registration number (i.e. the certification number used to identify that a practitioner is allowed to call themselves and treat patients as a member of that profession) if it is used by their profession in your health system, and if you know it. If it is used but you do not know it, you do not need to complete the registration number field as the practitioner can complete it themselves. If registration numbers are not required of the profession in your health system, leave this field blank.
Adding their email address (username) and passwords
Adding and confirming a new user's email address is mandatory, as the email address functions as their username. You must also create and confirm an initial password for them, which they can change themselves when they access and set up their account.
Adding users who are already Halaxy Classic members to your practice
You can add a user to your practice even if they are already signed up to Halaxy Classic with another practice. Instead of being added to your practice, the user is sent an invitation which they accept to join your practice. Their own user page lists the practices of which they are a member and they can toggle between practices using the practice toggle.
Determining access levels
When you add a new user to your group, you assign their level of access within the group by selecting the access level from the Access drop-down menu, and you can also further limit their access to specific modules.
There are four levels of access for practitioners:
|Personal access||The practitioner can access their own records only. This is recommended for practitioners within single profession group practices where patients generally see only the same practitioner, and if a patient's usual practitioner were sick, the appointment would not be made or would be cancelled (e.g. mental health professions).|
|Own records and others' contact||As above, but recommended for practices where practitioners also take on some administrative roles such as making appointments, changing and deleting appointments, as well as creating invoices, without entering information in other practitioners' clinical notes.|
|Clinical access||The practitioner can access their own records, other users' patient contact and clinical records (i.e. full access to other practitioners' patient records), as well as make, change and delete appointments for them, and handle invoices for them. This is recommended for practitioners in practices where patients can see different practitioners within the practice, even where they have a preferred practitioner (e.g. physiotherapy or GP/physician practices).|
|Full access||Recommended for practice owners who can see and make changes to all their own patient profiles, records and invoices, as well as the profiles, records and invoices of other practitioners' patients within the group, as well as full financial records for the practice. Practitioners with full access can add other users to the group.|
There are three levels of access for administrative staff:
|Contact access||The staff member can see all practitioners' patients' contact and invoice details, make, change and delete appointments as well as create invoices. They cannot access patient clinical records.|
|Clinical access||As above, and staff members can access, edit and manage patient clinical records for all practitioners' patients. This is recommended for administrative staff who also type case notes and clinical records into patients' records on behalf of practitioners.|
|Full access||As per clinical access, and staff members can add other practitioner and administrative users to the group.|
Further limiting and removing access to specific functions
As well as the above access levels for practitioners and administrative staff, you can further limit access by removing a specific user's access to specific modules, such as calendar access or finances access. When you add a user, you can remove or add a user's access to:
- The calendar module by ticking/unticking the box next to Calendar
- Their invoices by ticking/unticking the box next to Invoices
- The finances module by ticking/unticking the box next to Finances/Practice Reports
- Invoices for the user's appointments by ticking/unticking the box next to Personal Finance Access
- The Payments page by ticking/unticking the box next to Payments Settings
- Clinic Restriction, which restricts access to clinics the user has been assigned to by ticking/unticking the box next to Clinic Restrictions. See this in action here.
- You can also restrict a user’s access to the Settings page, by marking them as Restricted Admin, which gives them read-only access to that page.
- Patient names by ticking/unticking the box next to Hide Access To Patient Names. This is useful for administrators or bookkeepers who do not need to see sensitive information. Wherever a patient name is used, including invoices, calendar module etc. the patient name will be replaced with HK123 or similar.
- You can further restrict access for users by ticking Read Only Access, which prevents the user from adding, editing or deleting information. If a practitioner leaves your practice, they still need access to the medical files of their patients, especially if there are any legal issues. By giving them Read Only Access, the practitioner cannot add, edit or delete patient records and any other records. At the same time, you should change the practitioner’s access level to Personal, so that they can only see their own patient’s records and not those of anyone else in the practice. See this in action here.
Unticking access to a particular module removes their access to that module but keeps their access to all other modules in accordance with their level of access. For example, if you add an administrative user and give them Full Access but remove their access to finances, they can see all calendar and patient records (including case notes) but cannot access the finances module. Ticking access to a particular module grants access to that module in addition to all other modules in accordance with their level of access. For example, if you add a bookkeeper with contact access and add access to the Payments page, the bookkeeper can see all invoices and your payments page.
Changing users' information or access levels
You can edit, change or update a particular user's information or access levels by clicking the Edit icon next to their name on the right of screen. You can change their access level by selecting a new level of access or by ticking or unticking access to a particular module.
You can edit most information on a user's profile (except for whether they are a practitioner or administrator). Note that changing a user's email address on this page changes their username that they use to login but not their email address at which they prefer to be contacted (this email address can be changed on the practitioner's Personal page).
Practitioners or administrative staff with full access can deactivate other users who do not have full access; they cannot access other full access users. Deactivated users are shown in grey on your Users page; active users are shown in black.
To deactivate a user, click the Deactivate User button (which looks like a cross) on the right of the practitioner's name, and confirm that you want to deactivate them. After you have deactivated them, they cannot access their Halaxy Classic account, and they cannot access their appointments, invoices or patient records.
Frequently Asked Questions
How do I set a specific practitioner as a patient's main practitioner?
Go to the General page of the patient's profile, and click the Edit icon in the Practitioner relationships area, and follow the prompts.
How do I change a practitioner's Minor ID/Location ID in Halaxy Classic?
On the Users page, click the Edit icon next to the practitioner's name and select the new Minor ID/Location ID from the Medicare ID dropdown menu, and click Save. You can read more about this here.
How do I change the email address that I use to login to Halaxy Classic?
You can change your name or contact email address on your Personal page under your Profile tab, and you can change your login email address on your Users page.
How do I create a group practice in Halaxy Classic? How do I add a practitioner or administrative staff member in Halaxy Classic?
You create a group practice by adding another practitioner on your Users page. You can add as many practitioners and administrative staff members as you need, and set their access level (there are 4 access levels for practitioners and 3 for administrative staff).
How do I invite a practitioner who is already using Halaxy Classic to my practice?
You add an existing Halaxy Classic practitioner in the same way that you add a practitioner who is not yet using Halaxy Classic - click the Add User button on the Users page, and Halaxy Classic will enable them to have two accounts that they access from the same email address.
How do I add a practitioner?
From the Users page, click the Add User button. Enter the required information, choose their access level and Save.
How do I change someone's access level in Halaxy Classic?
If you have full access, click the Edit icon next to their name on the Users page and make the relevant changes to their access level.
How do I restrict access to patient information for practitioners who have left the practice?
If you have full access, click the Edit icon next to the name on the Users page and select Read Only Access.
How do I hide patient names?
Users with full access, can click the Edit icon next to the name on the Users page of the person whose access you want to alter and select Hide Access To Patient Names.
How do I restrict access so users can only see patient records at the clinic where they work?
If you have full access, click the Edit icon next to the name on the Users page and select Clinic Restriction.
How do I deactivate a user?
If you have full access, click the Cancel icon next to their name on the Users page and confirm.