Features

MXPAY

If you'd like to learn how your practice can take card payments through MidexPRO, call 0330 999 3399 or email support@midexpro.com.

Setting Up

Contact the Support Team to request MXPAY. They will email you the details needed to create an Account. Once you have all the details, we can arrange a call to set up MXPAY. After the call, you will be ready to take Payments through MidexPRO.

How to Take Payments with MXPAY

Open the Invoice you want to take payment for
Go to Charges & payments and select £ Add Payment
Select Patient Payment
Choose the card type from the Method dropdown
Select Pay with MXPAY
Enter the card number, expiry date, CVC, and postcode
Click Pay
The invoice will update to show the payment

Failed Payments

If a payment fails, restart the process from step 3. Common issues when taking payments are listed below.

If you see “Your payment has failed”, please check that the card number, expiry date, and CVC are entered correctly, as errors can prevent processing.

Card payments cannot be amended once submitted.

Refunds

To issue a refund, log in to your Card Provider Account and process the refund using the payment reference shown on the patient’s invoice. Refunds typically take 5–10 business days. Any refund-related questions should be directed to your Card Provider.

You shouldn’t experience any disruption to MXPAY, but if you need help, the information below may assist.

The MidexPRO Support Team can help with any MXPAY training or system-related queries. Contact us on 0330 999 3399 or support@midexpro.com.

When calling, please quote your MXP reference number and Username.

Payment Links

Payment Links work exclusively with MXPAY and generate a unique link using information from MidexPRO. This link allows Patients and Account Holders to pay invoices online 24/7, 365 days a year.

You can include the Payment Link in invoice templates or send it by email or SMS.

To locate your Payment Link, follow one of the processes below.

How to Find your Payment Link - Invoice tab

Open the Invoices tab from the Navigation Bar
Under Tasks, select Payment Link (Click To Copy)
Your Payment Link is now copied and ready to paste

Alternatively, you can access the payment link using the steps below.

How to Find Your Payment Link - Maintenance tab

Open the Maintenance tab from the Navigation Bar
Under Diary, select MXPORTAL
On the right, you can see Payment Link Details
Click Copy to copy the link to your clipboard

How to Add Your Payment Link to an Invoice Template

Open the Maintenance tab from the Navigation Bar
Select Document templates under Wordprocessing
In Proforma, on Document Type, select Patient Invoice
Click the Pencil to edit the template you want to update
Paste your Payment Link into the template

For guidance on creating an SMS Message Template, see the SMS section of the User Guide. For creating an Email Message Library Template, refer to the Email Message Library section.

How to Find an Invoice Using Payment Links

Below are common errors Patients may encounter when using Payment Links:

Invoice Number – Must include the full invoice number with the prefix, and no leading or trailing spaces.
Email Address – Must match the address in Email 1 (Default) and contain only the email address, with no extra text.
Date of Birth – Must be entered in the correct format: DD/MM/YYYY, including slashes.

Healthcode eBilling

MidexPRO’s eBilling feature allows Patient Insurance claims to be submitted online via Healthcode, which forwards them directly to Insurers.

Before using eBilling, you must set up an HC Veda account with Healthcode by clicking here and requesting activation of the feature from MidexPRO. Healthcode will then email you your Site ID, Web Services ID, and Password/API Key.

Healthcode charges for this service; any billing queries should be directed to hc@healthcode.co.uk.

Once you have your details, follow the steps below to add them to your MidexPRO account.

How to Link a HC Veda Account

Go to Maintenance in the navigation bar
Select Integrations under Account Settings
Click Electronic Billing
Enter your Site ID and Web Services ID
Enter the API Key provided by Healthcode
Set Billing For and Default Setting
Then click Save Settings

Each insurer in your practice must have an insurer code (provided by the insurer or clearinghouse). When you select an insurer on an invoice, the correct code is automatically included in the electronic claim.

To see 'How to Set Up Insurers', please go to the Set Up section and select Insurers.

Below is the list of insurer codes currently supported by MidexPRO:

Insurer	Insurer code
Aetna	AGB
Alliance Health Corporate	AHC
Alliance Health Group Corporate	AHC
Allianz	AWC
Allianz Worldwide	AWC
Aviva	NUH
AXA	PPP
Bupa	BUP
Bupa Global/Inter	BUI
Cigna International (needs to be lowercase)	cin
Freedom Healthcare	PPP
Healix Health	HHS
PMI	PMI
Preferred Health Care	PRE
Simplyhealth	PPP
The Exeter	EFS
Vitality Health	SLH
Vitality Health Legacy	SLH
WPA	WPA

After setting up the Insurer, you will now need to create the Service Items.

How to Add Service Items

Go to Maintenance
Under Billing Settings, select Service Items
Click + Add a New Service Item
Enter the Service name
Specify Code 1, the CCSD code
Specify Code 2, the ISC code
Add the VAT rate, if applicable
Add insurer charges, or use Base Charge to apply the same fee to all insurers
Click Save Changes

The Provider is the person carrying out the service in that Practice.

How to Add a Provider

Go to Maintenance in the navigation bar
Select Providers under Billing Settings
Click + Add a new provider
Enter the provider’s details (e.g., name, GMC number)
Enter the GMC number with a leading zero (e.g., 01234567)
Choose the provider’s speciality from the Type dropdown
Click Save Changes

Providers need to specify the locations where procedures/services are performed, and this information can be obtained through Healthcode.

How to Add a Location

Go to Maintenance in the navigation bar
Click Locations under Billing Settings
Select + Add a new location
Enter the location Name
Enter the Location Code if applicable
Click Save Changes

Fixing Errors

When eBilling, errors may occur that prevent an invoice from being sent to Healthcode. If this happens, an error message will explain how to resolve it.

You can also view our full list of Healthcode error codes and fixes by clicking below or following the steps provided.

Click Here To Obtain eBilling Help Guide

How to Fix eBilling Errors

Open the Invoice with the eBilling error
Click eBilling at the top of the invoice
Select Submission Status
Click Help at the bottom of the eBilling window
The eBilling Help Guide will open with solutions for the errors on your invoice

eBilling Failures

To view invoices that failed to send to Healthcode, go to the Invoices tab and check eBilling Failures on the right, under the Aged Debtors chart.

Click an invoice to open it and resubmit once the errors are resolved.

Xero

Making Tax Digital

Making Tax Digital (MTD) requires VAT-registered businesses to keep digital records and submit VAT returns using compatible software.

MidexPRO integrates with Xero, allowing you to manage your accounts and submit VAT returns to HMRC. To use this feature, you must create a Xero account and connect it to MidexPRO.

Key Benefits

Connect Xero to MidexPRO
Automatically send invoices, updates and payments to Xero
Allow your accountant to run reports without accessing MidexPRO

Xero Plans and Fees
Xero offers four plans: Ignite, Grow, Comprehensive and Ultimate. Xero recommends the Grow plan for MidexPRO users.

MidexPRO does not charge for the integration. Xero subscription fees are billed directly to you or your accounts department.

Go To Xero Pricing

How to Connect Xero

Contact MidexPRO Support to arrange a setup call by calling 0330 999 3399 or email: support@midexpro.com

How To Reconcile Payments

MidexPRO recognises and understands that some clients are having issues Reconciling Payments with Xero in MidexPRO, which is usually down to Part Payments. We have spoken to Xero, and Xero doesn’t understand Part Payments.

MidexPRO sends invoice and payment data to Xero via the integration. This is when an Invoice is marked as sent, and updates made to the invoice after, such as adjusting an invoice amount or adding payments, will resend the data to Xero. A fresh sales invoice replaces any existing sales invoice in Xero and will be sent each time an update is added to the invoice in MidexPRO. For this reason, we recommend the following two approaches for Users using the Xero integration.

We have two workaround options available to reduce the amount of duplication when reconciling your Payments in Xero.

Option 1: When reconciling payments in Xero, if you receive a part payment for the Invoice, it is advised to wait for the full or remaining amount before reconciling the payments in Xero.

This will save you from having to reconcile payments again when MidexPRO sends the final payment data across to Xero, as when you add the second payment, it pushes the first reconciled payment out, leaving you to reconcile the payments again.

Option 2: If receiving part-payments for invoices is common in a Practice, create a Clearing Bank Account in Xero for the Payments to sit in until you have received both Payments. Once both payments have been received, you can proceed to reconcile the payments as normal.

CloudRx

CloudRx is a digital prescription service that lets prescribers create and send electronic prescriptions directly from CloudRx's pharmacy for delivery to the Patient.

Key benefits:

Fully integrated with MidexPRO
No extra cost to prescribers
Patients receive secure email/text payment links
Medicines are dispatched once payment is made
Refrigerated transport available
Trackable delivery via DPD and Royal Mail
Licensed to dispense Controlled Drugs
Supports repeat prescriptions

Before ordering prescriptions, please note:

Create a generic service item called “Prescription” to add to invoices.

Patient details must include:

Name
Email
Telephone Number
Address
Date of Birth

Please note that Notes don't pull through to CloudRx for Patients to see on the Prescription. Please use the drug directions if Patients need to see the notes.

How to Order a Prescription

Open the Patient you want to create a prescription for
Click the Prescriptions tab at the top
Select Order a new CloudRx Prescription
Enter the required details (e.g., repeat prescription info)
Click + Add drug to add a medication
Add any specific Directions if needed
Add Advisory Messages if needed
Click Send to CloudRx
CloudRx will contact the Patient for payment, and delivery will be the next day if paid before 16:00

MXTASK

MXTASK allows you to assign tasks to Users in your Account, which can be linked to Patients. MXTASK can help you manage workloads, establish deadlines and collaborate with your colleagues within MidexPRO.

How to get to Your MXTASK Dashboard

Click MXTASK on the navigation bar
The MXTASK dashboard will open
Use the Navigation bar at the top to access its features

How to Create a New Board

Go to MXTASK
Click + New Board
Enter the board name
Click Save Changes

How to Add New Tags

Click Manage Tags on the MXTASK Navigation Bar
Choose a colour
Enter the tag name in the New tag title box
Click Add Tag
Click Save Changes when finished

How to Create a Category

Select the new board
Click + Create category
Enter the Category Title
Click Save Changes

How to Add a New Task

Click + Create New Task or the + icon at the top of the column
Enter the Title and Description
Set a Due Date
Assign Members
Click Save Changes

How to Link a Patient to a Task

Open the Task
Click Link to Patient
Search for the Patient
Select the Patient to link
Click Save Changes

How to Add a Tag to a Task

Open the Task
Click Add tags +
Select the Tags by ticking the box
Click the X next to the tags to close the box
Then Save Changes

How to Add a Checklist to a Task

Open the Task
Enter the name in the Add a new item... box
Click Add
Add all items for the Checklist
Click Save Changes

You can remove items by clicking the X

How to Add an Attachment

Open the Task
Click No attachments +
Then Upload Attachments
Select the file and click Open
Close the box by clicking the X next to the attachments
Click Save Changes

Click the name of the item to open the Attachments
You can remove items by clicking the X

How to Archive a Completed Task

Click the Task you would like to Archive
Click Archive
Type Archive to confirm archiving the Task
Click Archive Task

How to Restore Archived Task Categories or Tasks

Click Restore
Select either Task Categories or Tasks
Choose the item and click Restore
Close the box by clicking Cancel or the X

How To View Your Outstanding/Overdue Tasks

Click View on Tasks Outstanding on the Dashboard
This view shows your outstanding and overdue tasks
Overdue tasks' Due Dates are highlighted in red
Click View to open a task.

How To View The Audit Trail For Your Board

Click the Audit Trail button on your MXTASK Navigation Bar to open the MXTASK audit trail.

MXDICTATE

MXDICTATE is a MidexPRO service that lets you dictate via a mobile app. Your recordings are transcribed and automatically added to your Patient’s documents using your chosen template.

To get started with MXDICTATE, contact our Support Team on 0330 999 3399 or support@midexpro.com.

You can also download our quick-start guide below for full instructions.

DISCLAIMER

MXDICTATE is powered by WeType, an independent third‑party provider. MidexPRO accepts no responsibility or liability for any claims, damages, losses, costs, or expenses arising from your use of, inability to use, or reliance on this service or any related information, even if Avebury Computing Ltd (MidexPRO has been advised of the potential for such damages.

If the patient isn’t in your Practice, the document may be assigned to Anonymous Patient. The steps below explain how to move it.

How To Transfer A File From Anonymous

On the Dashboard, select Documents For Review
Click View to see Documents to be Reviewed and Approved
Find documents listed under Anonymous Patient and click View
In the Patient record, click the Eye icon to view the document and confirm the correct patient
Use the dropdown menu to Download original
Go to the correct Patient and open the Documents tab
Click Upload File(s), select the document(s) to upload
Update the Name, Type and Status if needed
Click Upload

MXMAIL

MXMAIL is included free with MidexPRO, allowing users to send encrypted emails directly from the system without external encryption software.

How It Works

MidexPRO lets you send encrypted emails using your own email address, so any replies are delivered directly to your inbox. This means you only need to log in to one place to manage your emails.

You have the following fields:

Send From – Select the email address you want to send from
Send To – Enter the recipient(s). This will default to the Patient’s email address, but you can change it to the Patient’s GP or any Contact on your account using the address book
Subject – Enter the email subject
Un/encrypted Message Library – Choose from email templates you’ve created in the Email Message Library under Maintenance
Body (not encrypted) – The main email content the recipient will see. Ensure the [Link] tag is included to insert the encrypted attachment link
Encrypted Message – Enter any text you want to send securely, separate from attachments
Signature – Automatically pulled from your email settings in Email Accounts under Maintenance

For Security and Compliance Reasons, we strongly advise against using Personal Email Accounts for work-related communication, as they operate outside a managed environment and present increased data security risks.

If you have any questions or need further information, please do contact us.

Heidi

Heidi is an AI clinical dictation service that lets you create Patient notes and letters directly in MidexPRO, reducing daily admin tasks.

To use Heidi in MidexPRO, your Practice will need the Heidi Practice plan under the Teams and Enterprise to link this with your Practice, as per Heidi's instructions.

Key benefits:

Dictate directly into MidexPRO
Unlimited dictation
Reduces admin so you can focus on Patients
AI generates the document immediately after you finish dictating
Choose the level of complexity for your text

To enable Heidi, contact our Support Team on 0330 999 3399 or support@midexpro.com.

How to Link Heidi

Open the Maintenance tab in the Navigation Bar
Select Integrations under Account Settings
Click Enable on Heidi Settings
If you need a Heidi account, click the link to Register
Otherwise, tick Register, and log in to your Heidi Account
Click Save Changes

To start a Dictation for a Patient, please click the Open Heidi button at the top of the Patient's Details screen, or on an Appointment for a Patient in their record or from the diary.

How to Start a Dictation

Select the Patient you want to use Heidi with
The Heidi widget will open
Click Start visit to begin dictation
When finished, click the timer and select End session
Select the Template (these are Heidi Templates)
Use Context to add extra details
Use the Transcript to review your dictation
Use Goldilocks to set the document detail level
Click Push Note to create the document on the Patient
Click the power icon to close Heidi

To review the document, please click on the Documents tab to see the latest Dictation.

You will be able to make changes to the document by clicking the pencil icon to edit the letter.

Heidi has an Online User Guide to walk you through the Heidi features within the platform

To contact the Heidi Team, please use support@heidihealth.com and are contactable 24/7

Voodoo SMS

Please note: SMS texting is an optional feature in MidexPRO.

You can trial SMS for free by contacting our Support Team on 0330 999 3399 or support@midexpro.com, who will help set this up.

SMS messages can be sent automatically to Patients as appointment reminders, helping to reduce missed appointments. Messages can also be sent manually by clicking the text message icon next to a Patient’s mobile number. SMS is outbound only and cannot receive replies.

If you want to use SMS in multiple Practices, this setup must be completed for each one. You may reuse the same details or create separate Voodoo accounts. Credits are charged separately per account. Contact us if you need guidance.

Before sending SMS messages, you must set up an account with Voodoo, where all message credits are purchased directly.

How to Link Your Voodoo SMS Account

Go to Maintenance on the navigation bar
Select Integrations under Account Settings
Click SMS Setup enable, then select here to create an account
Complete the two registration pages to create your Voodoo account
In the Voodoo Dashboard, click Verify Your Account
Enter the 4‑digit code sent to your mobile number (this is not the sender number)
In the dashboard, go to API Management → RESTful API
Click Create New API Key and enter MidexPRO as the name/reference
Click Create and copy the API key
Confirm you have copied the key and return to MidexPRO
Paste the key into the Account Key field
Enter a Sender Name (up to 11 characters)
Click Save Changes to link your Voodoo account

You can now send individual SMS messages from MidexPRO.

To automate SMS reminders for appointments and recalls, create an SMS message
library by linking appointment types to pre-set messages.

How to Create an SMS Message Library

Go to Maintenance on the navigation bar
Select Text Message Library under Customer Communication
Click Add Test Template
Enter a message Name
Set the first and second Message periods
Add Message Body content
(use tags to auto‑populate details if needed)
Click Save Changes

Once created, SMS messages can be linked to Appointment Types in the Diaries section.

For account queries such as credit top‑ups or message delivery, contact Voodoo directly using their Support link.

SMS Pricing Structure

Message credits are charged independently by Voodoo. Pricing is set by the third‑party provider and is outside MidexPRO’s control. Each SMS uses 1 credit per 160 characters.

Current credit prices can be viewed here.

TDL

Within MidexPRO, you can send test requests directly to TDL. Once a sample is collected by TDL or at a TDL Test Centre, results are automatically imported into the patient’s “Tests” tab for review.

Key benefits

Request and view tests in one system
Order tests directly from the patient record
Results automatically added to patient records
Track requested tests easily

To set up TDL, you will need to contact The Doctors Laboratory on 0207 307 7373 to register.

During registration, please request that electronic results be sent directly into MidexPRO to ensure the feature is working correctly.

To enable this feature in MidexPRO, TDL will give you a unique “Lab Request Code”.

How to Add Your Lab Request Code

Go to Maintenance on the navigation bar
Select Providers under Billing Settings
Open the relevant Provider
Enter the TDL code in Lab Req Code
Click Save Changes

If you do not have a provider or need to add a new one, please follow the process below.

How to Add a New Provider

Go to Maintenance on the navigation bar
Select Providers under Billing Settings
Click + Add New Provider (top right)
Enter the provider’s details (e.g., name, GMC number)
Enter the Lab Req Code
Click Save Changes

When adding Tests to MidexPRO, please make sure to get in touch with TDL to obtain the necessary "Test Code". Then, enter that code into MidexPRO.

How to Add a Test

Go to Maintenance on the navigation bar
Select Tests under Clinical
Click + Add New Test at the top right of the screen
Enter the test Name and Code
To add to favourites, you can tick the box
Select Provider Type
Click Save Changes

Once you have completed the setup. Tests can be requested in MidexPRO. For the sample to be collected or for the Patient to have the Test at an TDL Test Centre, please follow the process below.

How to Order a Test

Select the Patient you want to request a Test for
Click the Test tab along the top
Click Order TDL Test
Choose the Requestor
Enter the Sample Date
Enter the Due on date
Add any comments
Indicate whether the patient is fasting or paying the fee
Select the required test(s)
Click Send Order & Print Request Form
Results will be added to the Patient's record once the tests are complete

Once the results have been received back in MidexPRO, please follow the steps below to view the Test Results.

How to View a Test

Select the Patient you want to view the Test Results for
Click the Test tab along the top
Click the Test Request you want to review
A copy of the results can also be found in the patient's Documents tab

Please Note: TDL allows a maximum of 10 tests per request. Any additional tests won’t appear on the request form.

Nationwide Pathology

MidexPRO allows you to send test requests directly to Nationwide Pathology (NP).

Once a sample is collected by NP or taken at an NP Test Centre, the results are automatically imported into the Tests tab of the patient’s record.

Key Benefits

Request tests directly from the patient’s record
Manage requests and results in one system
Automatically add results to the patient’s record
Choose which tests are available to request

Setting Up Nationwide Pathology

Register with NP by calling 01858 571 322 or emailing enquiries@nationwidepathology.co.uk.

During registration, confirm that results should be sent electronically to MidexPRO.

NP will provide a unique Nationwide Pathology Client Code, which you will need to enter in MidexPRO by following the steps below.

How to Add Your NP Code To Your Provider

Go to Maintenance
Under Billing Settings, select Providers
Choose the relevant provider
Enter the NP Client Code
Click Save Changes

If you do not have a Provider, you can add one by clicking on “+ Add new provider” on the top right of your screen and following the process below: