Guide to AI Suggested Actions

Suggested Actions help you turn information from a file into actions, without you needing to manually enter the data. An AI file summary is a short summary Halaxy creates from an uploaded file, like a referral letter or test results. After you generate one, Halaxy can suggest relevant next steps based on the information it identifies, such as creating or updating clinical records, re-prescribing medications, creating or linking claims and referrals, and more.

When you select a Suggested Action, Halaxy prefills available information for you to review before you confirm it.

Suggested Actions are free to use and don’t require credits. When AI features are enabled in your group’s general settings, Suggested Actions are automatically available - there’s no additional setup required for individual patients, documents or record types.

How Suggested Actions work

Suggested Actions can appear after you generate an AI file summary from:

Fax messages
Secure messages
Patient profile attachments
Clinical note attachments
Organisation files

List of Suggested Actions

Note

Most users currently have access to Create or link patient, Create or link claim and Create or link referral. The remaining are available to early access users.

To request early access, contact Halaxy at community@halaxy.com.

Depending on the information identified in the file summary, available Suggested Actions can include:

Suggested Action	What it does after you've confirmed the action
Create or link patient	Creates a new patient or links the information to an existing patient. Available only for AI file summaries generated from organisation attachments, fax messages and secure messages
Create or update allergy	Adds an allergy to the patient record, or updates an existing allergy record.
Create or update diagnosis	Adds a diagnosis to the patient record, or updates an existing diagnosis record.
Create Prescription	Creates a draft prescription using information identified in the summary, or re-prescribes an existing prescription for the same medication.
Create Immunisation	Adds an immunisation to the patient record.
Create Order Request (Pathology or Imaging)	Creates a pathology or imaging order request. Available only to professions with clinical ordering access.
Create or link claim	Creates a new claim or links to an existing claim.
Create or link referral	Creates a new referral or links to an existing referral. Action is suggested only after a claim has already been created or linked.

When you select a Suggested Action, a form opens with the prefilled information. Review the information and make any changes before confirming the action.

Note

Prefilled fields show a confidence level, which tells you how certain the AI is that the information is correct. “High” means the information is very likely accurate, but you should still review it before you confirm.

Note

If Halaxy identifies a possible matching record, you can link to the existing record, update it, or re-prescribe it instead of creating a new one.

Use a Suggested Action to complete tasks

Generate an AI file summary from the file.
If required, create or link the patient first. (Most other Suggested Actions become available after the patient is linked to the information.)
Click the Suggested Action you want to complete.
In the pop-up, review the identified and prefilled information, which can include:
- Edit the prefilled information.
- Link to an existing record, update an existing allergy or diagnosis, or re-prescribe an existing prescription, if Halaxy identifies a possible match.
- Create a new record if no existing record applies.
Click Confirm.

You have successfully used a Suggested Action to quickly complete a task for you. Any other relevant Suggested Actions remain available for you to complete.

Note

Most Suggested Actions can be completed in any order. Create Referral becomes available only after a claim has been created or linked.

Tip

Need more help? See the guides below for detailed instructions for each Suggested Action.

Tip

Always review AI-generated information before confirming a Suggested Action.

Guides for Suggested Actions

Click on the tabs below to view step-by-step instructions on using Suggested Actions.

Patient and billing

Patient

Creating or linking a patient is possible from file summaries of organisation attachments, fax messages or secure messages.
1. Generate a file summary from a file within an organisation attachment, fax message or secure message.
2. Click Create Patient.
3. For the patient record, select New Patient to create a new patient record or Existing Patient if the patient already exists in your Halaxy.
  
  If the AI finds a possible matching patient in your Halaxy, you can select the patient record under Possible matches. If no match is found, you can click search manually to manually find the patient record.
4. Fill in the fields with the patient's details.
  
  The fields are prefilled with information extracted from the AI file summary. You can edit the fields as necessary. When you do, click Use this to switch back to the AI extract.
5. Click Confirm.
You have successfully created or linked a patient record.
Claim

Create Claim is available once a patient is linked or created from the file summary. This is also available if the file is already within the patient's clinical notes.
1. Click Create Claim.
2. In the pop-up, fill in the required fields with the patient's claim details.
  
  The fields are prefilled with information extracted from the AI file summary. You can edit the fields as necessary. When you do, click Use this to switch back to the AI extract.
  
  If a claim already exists, you can link to an existing claim instead. Under the Possible matches, select the matching claim in the list.
3. Click Confirm.
You have successfully created or linked a claim record for the patient.
Referral

After creating or linking the file to a claim, a Suggested Action may be to create a referral.
1. Click Create Referral.
2. In the pop-up, fill in the fields with the referral details.
  
  The fields are prefilled with information extracted from the AI file summary. You can edit the fields as necessary. When you do, click Use this to switch back to the AI extract.
3. Click Confirm.
You have successfully created a referral for the patient.

Clinical records

Allergy

Create Allergy is available once a patient is linked or created from the file summary. This is also available if the file is already within the patient's clinical notes.
1. Click Create Allergy.
2. In the pop-up, enter the following:
  - Substance: Enter or select the substance from the list.
  - Type: Select whether the patient's reaction to the substance is an allergy or an intolerance.
  - Onset Month and Onset Year: Enter the month and year of the approximate date when the allergy first occurred.
  - Severity: Select the severity of the allergy or intolerance.
  - Reaction / Manifestation: Enter the patient's reactions to the substance and select it from the list.
  - Clinical status: Select the clinical status for the allergy or intolerance.
  - Verification status: Select the verification status for the allergy or intolerance.
  - Comments: Enter any additional information related to the allergy or intolerance.
  The fields are prefilled with information extracted from the AI file summary. You can edit the fields as necessary. When you do, click Use this to switch back to the AI extract. The Substance and Reaction manifestation fields let you search and select a match from Halaxy's medical dictionary.
  
  If the patient already has a published allergy record for the same substance, it is listed under Possible matches. Select the record to update it instead of creating a new one, or click Create a new allergy record instead. When you update a record, the type and onset can't be changed.
3. (Optional) If Halaxy's AI finds more than one allergy in the document, they are grouped into one Create Allergies action. Review each allergy in turn, clicking Next to move to the next one or Back to return. Use the Skip this record toggle to leave an allergy out.
4. Click Confirm. Only the records you keep are created, and a summary shows what was created, skipped or failed.
You have successfully created or updated an allergy record for the patient.
Diagnosis

Create Diagnosis is available once a patient is linked or created from the file summary. This is also available if the file is already within the patient's clinical notes.
1. Click Create Diagnosis.
2. In the pop-up, enter the following:
  - Diagnosis: Enter the diagnosis and select it from the list.
  - Onset Month and Onset Year: Enter the month and year of the date when the condition first occurred.
  - Body Site / Laterality: Enter the location or region of the body that is affected and select it from the list.
  - Status: Select the status of the problem or diagnosis.
  - Verification status: Select the verification status of the problem or diagnosis.
  - Comments: Enter any additional information related to the problem or diagnosis.
  The fields are prefilled with information extracted from the AI file summary. You can edit the fields as necessary. When you do, click Use this to switch back to the AI extract. The Diagnosis and Body Site / Laterality fields show the extracted text, with matching terms from Halaxy's medical dictionary listed for you to select. An exact match is selected for you.
  
  If the patient already has a published diagnosis for the same condition, it is listed under Possible matches. Select the record to update it instead of creating a new one, or click Create a new diagnosis record instead. When you update a record, only the Status, Verification status and Comments can be changed.
3. (Optional) If Halaxy's AI finds more than one diagnosis in the document, they are grouped into one Create Diagnoses action. Review each diagnosis in turn, clicking Next to move to the next one or Back to return. Use the Skip this record toggle to leave a diagnosis out.
4. Click Confirm. Only the records you keep are created, and a summary shows what was created, skipped or failed.
You have successfully created or updated a problem or diagnosis record for the patient. The new or updated record is published directly to the patient's clinical notes.
Immunisation

Create Immunisation is available once a patient is linked or created from the file summary. This is also available if the file is already within the patient's clinical notes. This action only appears when a vaccine name is found in the document.
1. Click Create Immunisation.
2. In the pop-up, enter the following:
  - Vaccine Name: Enter or select the vaccine from the result list.
  - Date of Administration: Enter the date the vaccine was given.
  - Vaccine Batch / Lot Number: Enter the batch or lot number, if known.
  - Body Site: Enter the location where the vaccine was administered.
  - Route: Select the route of administration, if known.
  - Status: Select whether the immunisation was completed, entered in error, or not done.
  The fields are prefilled with information extracted from the AI file summary. You can edit the fields as necessary. When you do, click Use this to switch back to the AI extract. The Vaccine Name and Body Site fields let you search and select a match from Halaxy's medical dictionary.
3. (Optional) If Halaxy's AI finds more than one Immunisation in the document, click Next to review the next immunisation and use the Skip this record toggle to skip an immunisation.
4. Click Confirm. Only the records you keep are created, and a summary shows what was created, skipped or failed.
You have successfully created an immunisation record for the patient.

Note

Suggested Actions can create a new immunisation record, but they can't update an existing one. To change an existing immunisation, edit it in the patient record.

Clinical orders

Prescription

Create Prescription is available once a patient is linked or created from the file summary. This is also available if the file is already within the patient's clinical notes.
1. Click Create Prescription.
2. In the pop-up, enter the following:
  - Medication: Enter or select the drug from the results list.
  - Dosage instructions: Enter the directions for administration.
  - Repeats and dispense quantity: Enter any repeats or quantity if necessary.
  - Note to pharmacy: Enter any notes for the pharmacy.
  If the patient already has a published prescription for the same medication, a Re-prescribing section is shown with their previous prescription, including its repeats, dispense quantity, dosage and the date it was prescribed. Re-prescribing copies only this medication from the previous prescription and applies the details you enter. To create a new prescription instead, click Create a new prescription instead.
3. (Optional) If Halaxy's AI finds more than one medication in the document, they are grouped into one Create Prescriptions action. Review each prescription in turn, clicking Next to move to the next one or Back to return. Use the Skip this record toggle to leave a prescription out.
4. Click Confirm. Only the records you keep are created, and a summary shows what was created, skipped or failed.
You have successfully created a draft prescription. Open it from the patient's clinical notes to complete the remaining details, then publish it as a paper, electronic, or barcode prescription.
Clinical Order (Pathology or Imaging)

Create Pathology Order and Create Clinical Imaging Order are available if a patient exists, and they are only available to professions with clinical ordering access.
1. Click Create Pathology Order or Create Clinical Imaging Order.
2. In the pop-up, enter the following:
  - Ordering Practitioner: Enter the ordering practitioner.
  - Order Date and Time: Enter the date and time.
  - Ordering Tests: Enter the tests for the order.
  The fields are prefilled with information extracted from the AI file summary. You can edit the fields as necessary. When you do, click Use this to switch back to the AI extract. The Diagnosis field lets you search and select a match from Halaxy's medical dictionary.
3. Click Confirm.
You have successfully created a pathology or imaging order for the patient as a draft. Open it from the patient's clinical notes to complete and publish it.