If you charge for your travel costs, you can add travel as a fee to your Fees List, allowing you to add travel fees to any existing invoice. Travel can be set up as a flat fee or dynamic fee (based on time/distance).
Halaxy features a number of preset travel fees that you can import from our database.
If you regularly travel for the same service, you can link your travel fees to that service. Booking the service then creates the travel appointments and adds every fee to one invoice for you.
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Click Finances > Fees.
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On the top right, click New Fee.
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In the New Fee page, for Lookup, type the fee name or item code.
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If the fee is in Halaxy's database, select it from the dropdown to import it, then click Save Fee.
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If the fee is not in the list, proceed to step 4 to manually add the fee.
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If you are manually adding a travel fee, configure the following fields:
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Funder: Enter the name of the funding body. Halaxy has some preset funders, which you can select in the dropdown. If the funding body is not available, you can add it as a new funder. (Tip: If you are generally charging travel to patients or private organisations, you can select Private as the funder.)
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Fee Name: Enter a name for the travel fee. (Examples: Travel - 20 to 30 kms)
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Item Number (optional): Enter the item number as reference to the fee in the invoice. This is used by the funder to identify the travel fee in their fee schedule or schedule of benefits.
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Fee Type: Select the fee type for this travel fee.
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Pro Rata (recommended for travel time): Calculates the fee from the duration you set, and blocks that time out on your calendar. Use this for travel you spend time on. (Example: Your travel fee has a duration of 30 minutes and an amount of R50. If you add the travel fee to an appointment of 60 minutes, the total travel fee automatically calculates to R100.)
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Item: Sets a flat fee you multiply by a quantity. Use this for travel charged by distance, and for costs with no time component such as tolls and parking. (Example: Your travel fee is set to R25, which you charge for every 10 kms. When added to the invoice, you can then set the quantity of the travel fee. If you travelled 20 kms, the quantity should be 2.)
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Category: Select Travel. This is a recommended step as this appears in your financial reports.
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Pricing: Enter the Amount, Tax Rule and Rebate. (Note: If the fee is not claimable, leave the Rebate blank.)
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Fee Visibility: Select Hidden to hide this fee from your online bookings page.
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Fee Details: Keep this section blank as this fee will not be used for online bookings.
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Click Save Fee.
The fee is now added to your Fees List and can be added to any invoice or appointment.
If you always travel for the same service, link your travel fees to that service fee. You then book one fee, and Halaxy creates the travel appointments alongside it, billing everything to a single invoice with each fee on its own line.
Set the travel fee as a before fee for travel to the patient, and an after fee for travel back. See Guide to linked fees for how to set this up.
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Open the invoice.
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Under the Fees & Charges section, click Add another fee.
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In the pop-up:
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Fee: Select the travel fee you added.
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Quantity or Duration: Enter the correct quantity for the travel fee. For pro rata travel fees, enter the duration.
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Click Save.
The fee has now been added to the invoice and is billed according to the quantity you set.
Tip
If you always travel for a particular service, link your travel fees to that service fee instead of manually adding them to each invoice. Booking the service fee then creates the travel appointments and bills everything to one invoice. Use the Pro Rata fee type for travel you want to block out time for. See Guide to linked fees.
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