How to Connect Your AI Receptionist to Halaxy

What the Halaxy Integration Does

The Halaxy integration enables five key capabilities for your AI Receptionist:

1. Real-time availability checking

The AI queries your Halaxy calendar to find genuinely open appointment slots. It respects existing bookings, practitioner schedules, and blocked time. Callers and chat visitors are only offered slots that are actually available.

2. Patient matching

When a caller provides their name and contact details, the AI searches your Halaxy patient database. Existing patients are matched automatically, and their records are linked to the call. New patients can be created with the details collected during the conversation.

3. Appointment booking

Appointments are booked directly into your Halaxy calendar with the correct practitioner, appointment type, and duration. They appear in your Halaxy schedule immediately.

4. Clinical note syncing

Generated clinical notes can be pushed to the patient's Halaxy record. Notes are attached to the correct patient file for easy access within Halaxy.

5. Webhook-driven updates

Halaxy supports outbound webhooks, which means changes in Halaxy (new bookings, cancellations, patient updates) can be sent to Grounded Scribe in real time. This keeps the AI's information current without constant polling.

How to Connect Halaxy

Step 1: Generate your Halaxy credentials

First, make sure your Halaxy API add-on is active — the integration won't connect without it. Then:

1. Log in to your Halaxy account
2. Go to Settings → Integrations → External
3. Click Create New Key
4. Name the key (e.g. "Grounded Scribe AI Receptionist") and enable the required permissions
5. Copy both the Client ID and the Client Secret — Halaxy only shows the secret once

Store these securely. If you lose the Client Secret, you'll need to generate a new key.

Step 2: Add your credentials to Grounded Scribe

1. Log in to Grounded Scribe
2. Go to Settings → Integrations
3. Find the Halaxy section
4. Paste your Client ID and Client Secret into the matching fields
5. Click Connect

Grounded Scribe will verify the connection and fetch your practitioner and location details. A green "Connected" status confirms the integration is active.

Step 3: Configure webhooks (optional but recommended)

Webhooks allow Halaxy to notify Grounded Scribe of changes in real time:

1. In Halaxy, go to Settings → Integrations → Webhooks
2. Add a new webhook pointing to the URL shown in your Grounded Scribe integration settings
3. Add the Authentication Header (name and value) exactly as shown in your Grounded Scribe integration settings — Halaxy echoes this back on every delivery so we can verify it's genuine
4. Select the events you want to send (appointments, patients)

With webhooks enabled, the AI always has the most current data without needing to query Halaxy on every call.

Step 4: Test the integration

Use the free browser test call to verify everything works:

1. Go to Settings → Receptionist Setup
2. Click Test in Browser
3. Ask about your availability for a specific date
4. Confirm the slots match your Halaxy calendar
5. Ask the AI to book a test appointment and verify it appears in Halaxy

What Syncs and When

Understanding Halaxy API Costs

Halaxy charges for API usage through their credit system. Each API call consumes Halaxy credits, and a typical month of AI Receptionist usage costs approximately 150 Halaxy credits (around $33 AUD).

Here's what that covers:

• Availability checks — each incoming call or chat session queries your calendar (1-2 API calls)
• Patient lookups — matching callers to existing patients (1 API call per search)
• Appointment creation — booking into Halaxy (1 API call per booking)
• Note pushing — sending clinical notes to patient records (1 API call per note)

The exact cost depends on your call volume. Practices receiving 5-10 calls per day will typically fall within the 150 credit range. Higher-volume practices may use more.

Is it worth the cost? For most practices, $33/month in Halaxy API credits is significantly less than the time saved on manual appointment booking and data entry. A single missed call that would have been a new patient booking typically represents far more revenue than a month of API costs.

Grounded Scribe does not charge any additional fees for the Halaxy integration itself — it's included on every plan.

Pricing

The Halaxy integration is included at no extra cost on every Grounded Scribe plan. The only additional cost is Halaxy's own API credit usage (approximately $33/month for typical call volumes as described above).

Troubleshooting

"Connection failed" error: Make sure your Halaxy API add-on is active, and that you copied the full Client ID and Client Secret with no trailing spaces. Halaxy only displays the secret once — if you've lost it, generate a new key in Settings → Integrations → External.

Availability doesn't match: Verify the practitioner mapping. If your Halaxy account includes multiple practitioners, confirm that the correct practitioner is linked to your Grounded Scribe account.

Webhooks not triggering: Check that the webhook URL in Halaxy exactly matches the URL shown in your Grounded Scribe integration settings. Also verify the webhook is enabled and the correct events are selected.

Notes not appearing: Note pushing requires a linked patient record. Ensure the patient has been matched or created in Halaxy before pushing notes.

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The Halaxy integration gives your AI Receptionist direct access to your practice data, so callers get accurate availability, existing patients are recognised, and appointments are booked without any manual work.

Get started free and connect your Halaxy account in Settings → Integrations.

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