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Walter BalducciCommunications ManagerHalaxy AI receptionist, even when the whole practice is you.
MessageMind’s AI receptionist connects to Halaxy and becomes the front desk for your phone, WhatsApp, SMS and web chat, booking, moving or cancelling appointments and group sessions in your Halaxy calendar. New patients are added as they book, with intake forms, reminders and telehealth links sent for you.
Updated
Trusted by teams worldwide
01Every enquiry
A front desk for your Halaxy practice on every channel.
A first enquiry at 10pm, a regular’s text between sessions, a call while you’re with someone: the AI receptionist answers each in seconds, on whatever channel it arrived. It looks for the patient in Halaxy first, adds anyone new with their details and books them straight into your calendar.
- Calls answered while you’re in session
- Existing patients found in Halaxy first
- New patients added as they book
02Appointments
Open Halaxy times offered and booked in one conversation.
The AI receptionist reads each practitioner’s free slots in Halaxy as they stand right now, suggests a few, reads the chosen one back and books it once the patient agrees. A patient who later needs another day moves or cancels in the same thread.
- Free slots read live from Halaxy
- Details read back, then saved on a yes
- Changes of plan handled in the same thread
03Before the session
Forms, reminders and telehealth links before every Halaxy session.
Once a booking is in Halaxy, the patient gets a WhatsApp or SMS confirmation, the intake form and a request for any referral details. A reminder arrives before the day, online sessions get the telehealth link shortly before they start, and changes made in Halaxy reach the patient straight away.
- Intake forms done before the first session
- Telehealth links sent before online sessions
- Changes in Halaxy passed on at once
What the AI receptionist handles in Halaxy.
AI automation for Halaxy gives a solo practitioner or a busy clinic a full front desk: new patients, bookings, group sessions, forms, telehealth links and follow-ups, all inside your Halaxy calendar.
Answers every patient
- Handles the practice phone and every message channel at any hour, in a warm and steady tone.
- Explains upcoming appointments, including any change made in Halaxy since the patient booked.
- Talks patients through Medicare, DVA, NDIS and health fund rebates using your practice’s own words.
Books new and returning patients
- Checks Halaxy for the patient, adds newcomers with their details, then books the slot they pick.
- Offers each practitioner’s free slots by service and location, recalculated as bookings come in.
- Adds patients to a Halaxy group appointment from the chat while places are open.
Moves and cancels on request
- Moves a Halaxy appointment to a new free slot when the patient asks.
- Cancels an appointment or a patient’s place in a group, so the time opens for someone else.
Prepares every first session
- Sends the intake form and collects referral details, such as the GP’s letter, before the first visit.
- Shares the Halaxy telehealth link shortly before an online appointment, plus a line on getting connected.
Confirms and follows up
- Confirms new Halaxy appointments straight away and follows up with a reminder by WhatsApp or text.
- Reaches out kindly after a missed session with new times to rebook.
Popular Halaxy automations.
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Add new patients to Halaxy as they book on WhatsApp
Someone messages at 10pm asking for a first appointment with a psychologist. The AI receptionist checks Halaxy, adds them as a new patient with their name, mobile and email, offers free slots and books the one they pick. The intake form follows, so their details are ready before the first session.
Customer: Hi, do you have anything with Dr Lewis next week? I’m new.
AI agent: Welcome! Dr Lewis has Monday at 10:00 or Wednesday at 15:30. Which suits you?
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Move a Halaxy appointment by replying to its reminder
The day-before reminder lands and the patient realises Monday no longer works. They reply in the same thread, the AI receptionist offers Wednesday or Thursday from the practitioner’s free slots and moves the appointment in Halaxy, so the Monday time opens for someone else.
Customer: Something’s come up on Monday. Any chance of later in the week?
AI agent: Of course. Dr Lewis has Wednesday at 15:30 or Thursday at 9:00. Shall I move you?
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Follow up missed Halaxy appointments with kind new times
When a patient misses a session, the AI receptionist sends a gentle message later that day, free of judgement, with a few new times from their practitioner’s Halaxy calendar. If they would rather talk to someone first, the practitioner sees the conversation and replies personally.
Advanced Halaxy automations.
Halaxy sits at the centre of these automations with your inbox, CRM, payments and social channels, from clinical supervision to a group for new parents.
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Sell clinical supervision blocks with HubSpot and Stripe, booked in Halaxy
- A provisional psychologist emails your practice Gmail about supervision with your senior psychologist.
- The AI receptionist outlines formats and fees, and logs the enquiry as a HubSpot contact and supervision deal.
- Payment for a block of sessions goes through Stripe, and HubSpot marks the deal won.
- Fortnightly supervision sessions are booked in Halaxy at times that suit both diaries.
- HubSpot tracks the hours used, and a renewal offer goes out before the block ends.
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Remind Halaxy patients by SMS to renew their GP referral before sessions run out
- The AI receptionist sees in Halaxy that Sophie has one session left on her GP referral.
- It texts her a friendly reminder to book a GP review and ask for a new referral.
- Sophie sends a photo of the new referral on WhatsApp, and Dr Lewis is told it has arrived.
- The AI receptionist offers her next sessions with Dr Lewis and books them in Halaxy.
- Her sessions carry on without a gap, and reception never has to chase the referral.
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Fill a Halaxy group for new parents from Instagram with WhatsApp reminders
- Parents ask in your Instagram DMs about the six-week group for new parents.
- The AI receptionist explains the dates, format and fees, and whether babies are welcome.
- Each parent is added to Halaxy and booked into the group appointment while places remain.
- WhatsApp reminders go out before every week, with the telehealth link for online weeks.
- A parent who misses a week gets a kind check-in and the details for the next one.
A calmer week for Halaxy practitioners.
What changes when calls and messages are answered from your Halaxy calendar while you’re with patients.
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One calendar per practitioner
Free slots come from each practitioner’s Halaxy calendar, so patients keep seeing the person they know, or take the first opening.
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Changes known at once
When someone at your practice moves an appointment in Halaxy, the AI receptionist knows straight away, so nobody hears an old time.
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Kind, brief replies
Messages stay short and gentle, in your practice’s voice, which matters when someone has taken a big step by getting in touch.
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Safe hands for personal details
Each patient is found in Halaxy before anything is shared, and every conversation stays in your practice’s own account.
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Practitioners take the personal moments
When a patient opens up, the AI receptionist steps back and their practitioner replies with the full chat in view. Clinical care is always theirs; the AI receptionist runs the bookings.
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Upcoming times on request
A patient unsure whether it’s 10:00 or 11:00 asks in the chat and hears the time Halaxy holds right now.
How the Halaxy AI integration works.
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Connect Halaxy
Our onboarding team links your Halaxy account on a call and confirms practitioners, services, locations and group sessions with you.
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The AI receptionist learns your practice
Halaxy supplies your practitioners, services and locations; you add your fees, how you explain rebates and the tone you like.
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Answer every patient
Calls and messages are answered on every channel, and each booking, move and cancellation is saved in Halaxy.
At a glance
- Channels
- Phone, WhatsApp, SMS, Instagram, Facebook Messenger, email and web chat
- Appointments
- Booked, moved and cancelled, group sessions included
- New patients
- Added to Halaxy as they book, with intake forms sent
- Telehealth
- Halaxy telehealth links before each online session
- Regions
- Practices in Australia, the UK, Ireland and Canada
- Your team
- Solo or many practitioners, in one inbox on any device
Already using Halaxy’s AI Scribe?
Keep it. Halaxy’s AI Scribe helps practitioners write clinical notes, so more of the day goes to patients. The AI receptionist takes on the other half of the admin: it answers calls and messages, books, moves and cancels appointments in Halaxy, adds new patients and sends forms, reminders and telehealth links.
- A practice phone and inbox that know your Halaxy calendar
- Newcomers welcomed, added to Halaxy and booked in one chat
- Forms, reminders and telehealth links sent before every session
Made for Halaxy practices, solo or shared.
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Solo psychologists
Every call and message gets an answer while you’re in session, without hiring reception.
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Group practices and clinics
Psychologists, GPs and allied health practitioners share one AI receptionist across their calendars.
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Telehealth-first practices
Patients anywhere in the country book, fill in forms and join online sessions without a phone call.
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Halaxy with HubSpot, Stripe and Google Calendar.
Supervisees are tracked in HubSpot and pay through Stripe, practitioners see Halaxy sessions in Google Calendar, and patients get their reminders by SMS.
Google Calendar
Halaxy guides
Halaxy AI receptionist: questions and answers
Can an AI receptionist book appointments in Halaxy?
Yes. MessageMind’s AI receptionist handles Halaxy bookings end to end: new appointments, moves, cancellations and group places, whether patients call, WhatsApp, text, DM or use your web chat. It adds new patients as they book and sends confirmations, intake forms, reminders and telehealth links.
Is an AI receptionist worth it for a solo psychologist?
Yes, and solo practitioners often feel the difference first. Calls and messages that arrive mid-session get an answer within seconds, new patients are booked while you work, and you finish the day with a summary instead of a list of callbacks.
Can patients reschedule or cancel by WhatsApp?
Yes. A patient replies to a reminder or sends a new message, and the AI receptionist offers fresh times or confirms the cancellation, then updates the calendar straight away. A cancelled group place opens up for the next person.
Are new patients added to Halaxy automatically?
Yes. When someone new books, the AI receptionist checks Halaxy, adds them as a patient with their name, mobile and email, and books the appointment. Their intake form and a request for referral details follow in the same chat.
Do patients get intake forms and telehealth links ahead of time?
Yes. Intake forms go out after booking so they’re done before the first session, and online appointments get the telehealth link shortly before they start, with simple joining tips for phones and laptops.
Can it explain Medicare rebates and mental health plans?
Yes, in your practice’s own words. It explains how rebates work with a GP referral or a mental health treatment plan, which documents to bring and how your fees work, then passes anything about eligibility to your team.
Does it answer in languages other than English?
Yes. Patients can write or speak in their own language, from Mandarin and Vietnamese to Arabic and Greek, and the AI receptionist replies in kind while your records stay exactly as they are.
How do we start using MessageMind with Halaxy?
Start with a demo. Afterwards, our onboarding team links your Halaxy account with you, confirms practitioners, services and group sessions, and agrees how new patients and changes are handled, so patients notice the difference from their first message.
How is the AI receptionist priced?
The price follows the plan you pick and the number of patient calls and messages you expect. Our pricing page explains what each plan includes, and the team can walk through it on a demo for a solo or group practice.
Does Halaxy stay the patient record?
Yes. Halaxy stays the patient record, conversations are kept on EU servers under GDPR, and nothing about an appointment is shared until the AI receptionist has matched the patient. Each chat lives in your practice’s account and nowhere else.
More Halaxy bookings, fewer callbacks after clinic.
Show us how your practice runs today, and we’ll show the AI receptionist booking into Halaxy.