·         The Halaxy calendar can look very colourful when you first get set up. Here are the colour meanings:

o   Dark Blue: Typical in-clinic sessions

o   Yellow: Off-site sessions (i.e.. School or home)

o   Light Blue: Telehealth/phone call sessions

o   Light Pink: Breaks

o   Dark Pink: Internal meetings

o   Purple: Available session times

o   Orange: Notes for admin

o   Grey: Personal notes

·         To change who’s calendar you are looking at (if you’re a sticky beak like me), click on your name along the top of the screen, deselect your own name and click on the person who’s calendar you want to see.

·         To search for a specific client, click on 'Clients' on the top menu list.

·         To travel forwards or backwards in time, use the arrows at the top left of the screen

o   Today (will jump you straight to today’s date)

o   Arrows (will move you forward or backward a day, week or month depending on what view you are in)

o   Date: Select the bold month and year next to the arrows lets you select a specific date to jump to. 

o   View: To change your calendar view, the button on the far right of the top of the screen will allow you to select 'Day', 'Week' or 'Month'. 

·         Next to the current month and year heading, you will find various calendar setting icons. You can change the settings based on your own personal preferences:

o   Filters: blur sensitive information, show/hide cancelled appointments etc.

o   Settings: default view, time slot length, calendar start and end time, excluded days etc.

o   Keyboard Shortcuts: quick reference for keyboard shortcuts

o   Calendar Icons: quick reference for calendar icon meanings

·         Clicking on your 'My Account' button at the very top right lets you:

o   Add your signature, and

o   Add your provider numbers (medicare and AHPRA).

Other Client Information (Image 4)

To find client details, open their profile, either by:

·         Searching their name in the top search bar in calendar view, or

·         Clicking on their appointment and clicking on their name in the window that opens to the right, or

·         Clicking on their name on an appointment, which opens up the session note view, and click on the ‘General’ tab (outlined in red in the image below)

·         Here you can find:

o   Their NDIS plan-management type

o   Client’s full name

o   Date of Birth

o   Gender

o   Address

o   Parent phone number

o   Parent email address

o   Other key stakeholders contact details

o   Additional client notes

Writing Session Notes

The main thing you will use Halaxy for, other than knowing your schedule, is writing session notes. To write these notes:

1.      Click on the name of the client on the session you want to write notes for (it will become underlined when you hover your mouse over it).

a.      Make sure you are on the correct week/date, otherwise, your note will be assigned to the wrong session.

2.    
You are welcome to write your note in any format, however, the recommended format can be selected by clicking on ‘Templates’ (Image 5)

3.      Type in ‘Joyful Journey Session Note’ to search for the template and click on the desired template.

4.      If you have previously written a note for the given client, it is recommended to copy and paste the previous session note to the current session note to save time.

a.      This can be done by locating the correct session date on the left in light blue, highlighting the note, clicking CTRL+C, returning back to the current session date and clicking CTRL+V on the keyboard.

5.      Write your note:

                                                              i.      PLEASE ENSURE you include all essential information, including safety concerns, handovers if the child was taken out of and back to a classroom, any reports from parents etc. Hindsight’s 20/20 and you never know what might end up being important one day.

b.     Location = where the session took place

                                                              i.      Joyful Journey Clinic

                                                            ii.      Home visit

                                                          iii.      Lara Lake Primary School – classroom

                                                          iv.      Lara Lake Primary School – office

                                                            v.      Telehealth (phone, iPad, computer if known)

                                                          vi.      Community location

c.      Attended = people present and their role

                                                              i.      Delilah Lees (Client)

                                                            ii.      Hannah Lees (OT)

                                                          iii.      Mother Lees (Mother) in waiting room

d.     Affect = how the child presented

                                                              i.      Strong engagement

                                                            ii.      Positive, bubbly, sociable

                                                          iii.      Energetic, sensory seeking

                                                          iv.      Low energy, low mood

                                                            v.      Appearance if relevant

e.      Goals = client goals OR session goals if ongoing goals not yet establish (e.g. rapport building, therapy plan/goal development, information gathering etc.)

f.        Discussion = any relevant discussions with client/parent/caregiver

g.      Session = list activities completed, relevant observations, analysis, link to goals etc.

h.   Home Program = dot point activities set for home practice, including frequency and intensity if relevant

i.      Plan = plan for next session/future sessions and anything to do between now and next session

6.    To finalise your note, click on the dropdown button next to ‘SAVE’ and select ‘Publish’ (Image 6)

7.      Email the note to any relevant key stakeholders

a.      Parent/caregiver (especially in split families or if the parents were not present for the session)

b.     Teacher

c.      Wellbeing coordinator of a school for school-based sessions

d.     Allied health team if requested

8.      To do this, either

a.      select ‘Email’ from the dropdown list next to ‘SAVE’

                                                              i.      Note: this will send from a ‘No-reply Halaxy’ email unless your settings are altered to send from your own email.

                                                            ii.      In the first field box, write your name to sign off the email

                                                          iii.      Select the recipient (if other, type the email in the field box below)

                                                          iv.      Select the ‘Communication Template’ (Session Notes (Email Template))

                                                            v.      Edit the message

                                                          vi.      Click ‘Send’

b.     Or select ‘Print’. This will open a new window where you can download the PDF, save it in the client’s OneDrive folder and then attach it to your own email.

Making Your Own Halaxy Session Note Template

Once you are comfortable writing session notes, you might develop your own style. To create a template to save you time:

1.      Navigate to the left most bar on Halaxy

2.      Under ‘Settings’, select ‘Clinical’

3.      Click ‘New Template’ in the top right of the screen

4.      Select ‘Create new note template’

5.      You must give your template a name – something you will be able to search (e.g. Hannah’s OT Session Notes)

6.      The description is ‘mandatory’ so feel free to re-type the template name again

7.      Write in the large text box at the bottom of the screen what you would like in the template

8.      Feel free to use ‘dynamic terms’. These are terms that auto-fill when you publish the note (e.g. [Patient Name] will automatically fill-in the client’s name anywhere you place that term in the note based on what information is in the client’s Halaxy profile)

9.      When you are happy with the template, select ‘Save’ in the top right.

Writing Reports on Halaxy

Report templates have been added to Halaxy, including:

·         Assessment reports

·         NDIS Review/End of Plan Reports

·         Initial Reports

The Halaxy versions of reports are not as ‘pretty’ as using a word document template, but they do utilise ‘Dynamic Terms’, so can sometimes be faster to write. The ‘Initial Template’ is recommended to be used on Halaxy to limit duplication of records.

To complete a report on Halaxy, either:

·         Search for the report name in ‘Templates’ as per above in the session that was booked to complete the assessment, or

·         Add a new session note and search for the template as above (Image 7),

·         Or add a session to Halaxy specifically designated as ‘Report Writing’.

o   From the calendar view, click in a blank space in the calendar

o   In the first text field box, start typing the client’s name, and click on the name from the dropdown list

o   Scroll down to ‘Duration’ and type the time it is likely to take to write the report (you can change this later if needed)

o   In appointment type, select ‘Report Writing’

o   Scroll down to comments and type the name of the report (e.g. Vineland Report)

o   Click Save

§  NB: If you add report writing time to Halaxy, you will need to ask admin to invoice it when complete, telling them the report name and time taken.

1. Make sure you search first to see if the client has already been added by another clinician. If not, then:

2. Click 'New Examinee'

3. From their Halaxy information, add the client's 

   • First Name

   • Last name

   • Gender* (Optional)

   • Birth date, and

   • Email* (Optional)

You have now added the client.

1. Search for/locate and click on the name of the client from the list of clients on the main screen

2. Select the 'Assign New Assessment' button

3. In the pop-up search box, type in the name of the assessment you need and select it, clicking 'Assign' at the bottom of the pop-up window

4. Select your preferred 'Delivery Option'

   • Paper Form: select if the assessment has already been completed on paper and you are entering the answers to auto-score and generate a report

   • In-Person Online: select if you are completing the assessment with the client/parent live (ie. in person or on Teams/a phone call)

   • Send Link via E-mail: select if you want to send the assessment to a parent/caregiver/teacher etc. to complete independently 

     • Fill in the details of the person being sent the link (ie. the parent's name or the teachers name)

5. If you are setting up the assessment ahead of time, click 'Save and launch/send later' (launch or send will show depending on the Delivery Option selected).

6. When you are ready to complete/send the assessment, click the orange button (Launch Assessment OR Continue to E-mail

1. After selecting 'Send Link via E-mail' and clicking the orange 'Continue to E-mail' button as per above;

2. You can select to either 

   • Send via Q-Global's email: this will automatically send an email to the listed email address with the link embedded, however, the parent/teacher/client may miss this as it is likely to go to junk

   • Use your own email: This will give you a link to copy and paste into your own email. It is recommended that when you write the email to send to the parent/teacher/client, that you inform them that the link will expire after 30 days.

     • If you have no response 2 weeks after sending the link, I recommend sending a follow up/reminder email

1. Once an assessment has been completed, you will receive an email from Q-Global with the Subject line: 'Q-global Completed Assessment Notification'

2. Log in to Q-Global and select the client from the client list

3. In the assessment table the assessment 'Status' will say 'Ready for Reporting'

4. Click on the assessment you want to generate a report for in the table

5. Check that the information is correct and the relevant fields are filled in

6. Click 'Generate Report'

7. Select the report type you need (usually there is only one option)

   1. If the 'usages available' is zero (0), contact your direct supervisor to request more. You cannot continue until their is at least one (1) report usage available.

8. Download the report as a Word Docx (It is easier to convert word to a pdf than the other way around if needed)

9. After the report has downloaded, save a copy in the client's OT folder on the OneDrive

NB: Do not send this Q-Global report to anyone outside the clinic. It is copywrited. You will use the information in the downloaded report to write your own report on a Joyful Journey template.

Tracking km's in your log book is how you get reimbursed for your travel. 

In the log book, add the date in the first column, what the travel was for and the total kilometers travelled:

• e.g. 01/07/2024 | DL Lara Lake Primary School return OR DL home visit | 10km

If you travel from the clinic and back again, write return. 

NB: If you got straight from the session home, or straight to the session from home, only record the kilometers one way (and don't write return). 

Feel free to lump clients together in one travel session (e.g. AB, CD, EF Lara Lake PS, Lara PS, home visit, return) with the total kilometers in one line

At the bottom of each page, sum the kilometers for that page. When provided to the director, the total km's for all relevant pages will be summed. 

It is required to provide the log book to the director quarterly as a minimum, however, feel free to provide it more often if preferred. 

If you would like to record a session for educational (ie. to receive feedback from a supervisor, educate another clinician on a therapy or for Professional Development (e.g. DIR/Floortime)) or clinical purposes (ie. measuring progress across sessions, recording letter formation, gathering information to write a note/report at a later time etc.), please ensure the following form is completed, signed and followed.

Printing

• To print a document, you can either press 'Ctrl P' or 'File', 'Print'.

• Ensure your printer is set to 'Brother MFC-J6955DW'

• The printing will default to black and white, to change this to colour (only if necessary), select 'printer properties' and select 'colour'

• Additionally, on this page, you will see 'better', 'draft' and 'best'. 

  • For everyday printing, please use 'draft'

  • For resources that are going home to a client for ongoing use, you may use 'better'

  • Please do not use 'best'

• A3 printing is available - please only use A3 printing for client resources when strictly necessary. This option will be available in the list of buttons under 'Settings'

• Your selected printer settings will remain for the duration you have the program open, and will reset to the default settings when you close and reopen the program (e.g. Microsoft Word).

Scanning

• To scan a document, place the paper either in the top loading tray of the printer, or on the glass scanning bed. To automatically scan both sides of a page, it will need to be in the top loading tray. Please match the orientation of the page to the small picture on the top of the printer. 

• Touch the screen of the printer to wake it up. 

• Select 'Scan', 'To PC', 'To File' and find your laptop name in the list.

• Settings can be changed, including scanning one or two sides of the page. 

• This will show up in your 'File Explorer'

Copying

• Copying a document to duplicate the resource can be done using the top loading tray or the glass scanning bed. To automatically copy both sides of a page, it will need to be in the top loading tray.

• Select 'Copy' on the printer screen, and select the settings you'd like to print, including one- or two-sided printing and paper size.