Practice Systems Support info

Practice Systems Support

A well-structured system is the backbone of a calm, organised practice.
We set up and refine your Halaxy environment so your workflows, forms, reminders, and templates support you — not slow you down.

Launching a New Practice

Starting from scratch? Let’s build your systems properly from the beginning — with structure, automation, and clarity.

Buttons under this section:

• Halaxy Jumpstart Setup
• Complete Launch Workflow Package
• Intake Forms & Templates Setup

Already Using Halaxy?

If your system feels inconsistent, time-consuming, or messy, we can review and refine it so everything flows smoothly again.

Buttons under this section:

• Halaxy Audit & Optimise
• Workflow Restructure
• Ongoing Admin Support

Launch

Explore website packages to build a beautiful, functional site that reflects you.

WEBSITE DESIGN

rescue

Create a cohesive brand with custom logos, colours, and visual design elements.

BRANDING & LOGO

Halaxy Setup, Without the Overwhelm

Section 1 – Launching Your Private Practice

Starting your practice comes with enough decisions. Your systems shouldn’t be another source of stress.

We set up your Halaxy account properly from day one — appointment types, fees, intake forms, templates, reminders, and workflows — so you begin with structure, clarity, and confidence.

You’ll avoid the trial-and-error stage and start with a system that reflects how your practice actually operates.

HALAXY SETUP

Halaxy jumpstart setup (solo) $550 + GST

best for: new practitioners starting from scratch

includes (tight scope):
clinic/practitioner settings, locations, appointment types
fee table (set number of items)
up to 2 Intake/consent forms(basic)eg, Adult ,Child
add ons: Fax/ 2 way SMS Setup, Halaxy Telehealth
up to 10 templates (invoice/email/letter, consent forms, questionaires)
reminders turned on + tested
price guide:
$550 + GST (clean anchor in line with market)
time guide: ~4–6 hours

Halaxy Pro Setup + Workflow: $1,150 + GST

best for: practitioners who want it “done properly” with automation

includes:
everything in Jumpstart
5 intake/consent forms
up to 15 templates (letters, emails, notes)
invoice/letterhead branding
Configure online booking capabilities, if required
reminder rules + basic client journey flow (enquiry → booking → intake → reminders)
Additional integration: HealthLink, Xero, Medical Objects, ReferralNet, Coviu, Calendar Sync

price guide:

$950–$1,250 + GST
time guide: ~8–12 hours
(note: positioning as “workflow + templates” is how some providers justify the higher tier; you’ll be competitive.)

intake forms + consent pack (done-for-you)

best for: clinics drowning in admin or worried about missing info
includes:

up to 3 forms (new client intake, consent, child/teen version OR separated parents add-on)
branding applied
tested + embedded link workflow (where forms go, how staff are notified)
price guide:
$450–$750 + GST
time guide: 4–8 hours (depends how complex you make forms)

Section 2 – Already Using Halaxy (But It’s Not Flowing?)

If your current setup feels messy, inconsistent, or time-consuming, you’re not alone.

Often, systems evolve reactively — new fees added here, a template edited there, reminders partially configured. Over time, small gaps create friction.

We audit, refine, and restructure your existing Halaxy environment so it becomes streamlined, consistent, and easier to manage.

The result is a system that supports your workflow — rather than slowing it down.

Halaxy Audit + Optimise: $350 + GST

best for: “we have Halaxy but it’s messy / inconsistent”
includes:

review current setup (fees, templates, forms, reminders, settings)
fixes + tidy-up list implemented
quick wins: reduce no-shows, fix comms, streamline intake
price guide:
$300–$450 + GST (or fixed “audit” + hourly implementation)
benchmark: others sell “review” style packages around the $300 mark.
time guide: 2–4 hours

templates + comms library (practice tone pack)
best for: clinics wanting consistent, calm communication
includes:

10–15 templates (enquiry reply, booking instructions, cancellation, no-show, invoice reminder, referral request, report admin, etc.)
written in mental-health tone + boundaries
price guide:
$450–$900 + GST
time guide: 4–10 hours

practitioner onboarding admin setup

best for: clinics adding a new clinician
includes:

practitioner set up in Halaxy (availability, fees, appointment types)
templates + reminders aligned
“start here” staff instructions (1-page SOP)
price guide:
$250–$450 + GST per practitioner
time guide: 2–4 hours

billing + follow-up support blocks (weekly/monthly) 20 hrs

best for: clinics needing steady admin support
includes (choose what fits):

invoice follow-ups / accounts receivable
claiming support workflows (if relevant)
reconcile missing payments, chase rejected claims
price guide:
sold as blocks (e.g., 4 / 8 / 12 hours per month)
benchmark hourly: ~$65+GST/hr is common in allied health VA land.
your package pricing: based on your preferred margin + workload (we can set this)

New Page - ??
Business Systems Mentoring - With Jess?

Business Systems Mentoring

Strategic guidance for allied health professionals seeking clarity, structure, and stronger operational foundations within their practice.

These mentoring sessions are designed to support the business and administrative side of private practice — from caseload management and workflow structure to outsourcing decisions, financial processes, and operational refinement.

Rather than reactive troubleshooting, sessions focus on building sustainable systems that support long-term growth and reduce administrative friction.

Suitable for:
• Practice owners
• Allied health clinicians
• Practice managers
• Remote or in-house admin teams

Each session is recorded and provided to you for future reference.

Investment (inc. GST)
Initial 1-hour session — $176
Follow-up sessions — $154 per hour

Halaxy & Xero Strategic Support

Targeted guidance to strengthen your confidence and capability in Halaxy and/or Xero.

These sessions provide structured, hands-on support tailored to your practice. Whether refining reconciliation processes, reviewing reporting, improving billing workflows, or deepening system knowledge — sessions are shaped around your current needs and growth stage.

You may bring specific questions, or we can guide the session using best-practice workflows commonly implemented across allied health practices.

All sessions are recorded and shared with you for ongoing reference.

Investment (inc. GST)
1-hour session — $176
2-hour session — $286
Follow-up sessions — $132 per hour

Third-Party Funding Systems Guidance

Structured support to navigate Medicare, DVA, WorkCover, and other third-party funding systems with greater clarity and confidence.

These sessions focus on understanding process flows, claim management, troubleshooting common errors, and ensuring your internal systems support compliant and efficient billing practices.

Designed for practitioners and admin teams who want to reduce uncertainty and operate with greater confidence in funding environments.

Sessions are recorded and provided for future reference.

Investment (inc. GST)
1-hour session — $176
2-hour session — $286
Follow-up sessions — $132 per hour

10 x Core Consent Forms templates for your clinical notes $60

Practice Consent Pack

Informed consent
✓ Privacy/confidentiality
✓ Fees agreement
✓ Telehealth consent (if applicable)
✓ Child consent (if applicable)
✓ Information release form

Core Consent Forms (Almost Every Clinician Needs These)

Informed Consent to Treatment
This is the foundational document.

Covers:
• Nature and purpose of therapy
• Limits of confidentiality
• Mandatory reporting obligations
• Fees and cancellation policy
• Record keeping
• Client rights and complaints process

This should be signed before or at the first session.

—

Privacy & Confidentiality Consent
Often combined with informed consent, but can be separate.

Covers:
• How personal information is collected
• How it is stored
• Who it may be shared with
• Electronic communication risks
• Telehealth considerations

Required under Australian Privacy Principles (APPs).

—

Financial Consent / Fees Agreement
Sometimes included in informed consent, sometimes separate.

Covers:
• Fees
• Late cancellation/no-show fees
• Payment timeframes
• Debt recovery process

Important for reducing billing disputes.

—

Additional Consents (Depending on Client Type)

Child & Adolescent Consent
Needed if working with minors.

Covers:
• Parent/guardian consent
• Who holds decision-making authority
• Confidentiality boundaries with parents
• Separated parent considerations

If parents are separated:
• You may need consent from both legal guardians.

—

Separated / Divorced Parents Declaration
Very important for psychologists.

Covers:
• Who has parental responsibility
• Court orders
• Permission to share reports

This protects you legally.

—

Telehealth Consent
If offering telehealth.

Covers:
• Technology risks
• Privacy risks
• Emergency contact plan
• Location during session

Some boards recommend this explicitly.

—

Third-Party Information Release Consent
If client wants information shared with:

• GP
• Psychiatrist
• School
• NDIS provider
• Lawyer
• WorkCover

Should specify:
• What information
• For what purpose
• For how long

—

Supervision or Case Discussion Consent
If clinician discusses cases in supervision.

Usually included in informed consent:
• De-identified discussion
• Professional consultation

—

Assessment-Specific Consent
If conducting:
• Cognitive assessments
• Educational assessments
• Diagnostic testing

May include:
• Purpose of assessment
• Report distribution
• Test copyright limits

—

Recording Consent
If sessions are recorded for training/supervision.

Must be explicit and separate.

Instant Downloads $$$$

All in one halaxy Checklist $99. ( downloadable - everything you need as a first time user )

Step by Step Halaxy set up process

Includes

Pre-setup essentials

Everything you need to prepare before you begin, including business details, IDs, funder information, fee decisions, forms, and settings.

Business and practitioner details

A clean, organised place to gather all information Halaxy requires. No more scrambling through emails, AHPRA pages, or old documents.

Step-by-step setup instructions

Guided instructions for configuring Halaxy, including general settings, locations, letterheads, fees, identifiers, clinical templates, intake forms, payments, and more.

Communication templates

Copy-and-paste Halaxy compatible email and messaging templates for appointment confirmations, intake and onboarding, GP correspondence, payments, and more.

Item number cheat sheets
The most commonly used Medicare, DVA, WorkCover, Private, and NDIS item numbers for clinical psychologists, registered psychologists, and accredited mental health social workers.

100+ Content Prompts ( Social media ) for Allied Health Professionals. $40

Core Communication Templates (Most Clinicians Need)

Enquiry & Booking

• New enquiry response (general)
• New enquiry – no availability
• Referral acknowledgement (to GP / referrer)
• Booking confirmation email
• Intake form instructions

—

Before First Session

• First appointment welcome email
• What to expect in first session
• Telehealth instructions
• Cancellation policy reminder

—

Ongoing Client Communication

• Reschedule confirmation
• Late cancellation notice
• Non-attendance / no-show follow-up
• Fee reminder / outstanding invoice
• End of therapy closure email

—

Reports & Referrals

• GP letter template
• Referral response template
• Report delay explanation
• Report completion notification

—

Boundaries & Difficult Situations

This is where your value increases significantly.

• Out-of-session contact boundary response
• Crisis limitation response (with referral to emergency supports)
• Email outside scope of therapy
• Declining new clients politely
• Responding to aggressive communication

These are gold for clinicians.

—

Admin & Third-Party

• Medicare claim explanation
• DVA / WorkCover communication
• NDIS service agreement response
• Consent to share information request