Kalix makes it easy to keep track of your client's appointments and attendance status. You can see at a glance when a client is scheduled, what type of appointment it is, and whether or not they have confirmed, canceled, or attended.
Contents of this article:
Modifying the Appointment Status
The appointment status can be viewed and modified for a specific appointment in two different locations :
1) On the New/Edit Appointment page
2) On the Appointment Details page.
Viewing the New/Edit Appointment Page
Click on the applicable appointment block, and the Edit Appointment screen will appear.
On the Edit Appointment screen, scroll down to the Clients subsection. The appointment status buttons are located here.
Viewing the Appointment Details Page
To view the Appointment Details page for a specific appointment, click on the applicable appointment block, and the Edit Appointment screen will appear.
Click on the View Details button at the bottom of this screen.
The Appointment Details page will appear. The appointment status buttons are located under the Time Tracker, shown below.
Confirming an Appointment
Click on the drop-down menu, then select confirmed as shown below.
A confirmed appointment will change to purple, and add a line in the color of the appointment type will be next to the appointment.
If a client confirms their appointment attendance via Kalix's automated reminder feature, the appointment status is automatically changed to confirm for you.
Appointment Attended
Choose the Attended option from the drop-down menu.
The appointment slot will turn green, and the color of the appointment type will show as a line next to the appointment.
Other Appointment Status
You can also change the appointment status to No Show, Cancelled, Rescheduled and Late Cancel using a similar method.
Click on the applicable option from the drop-down menu.
The appointment slot will change to the color associated with the status chosen and have a different color line next to it, representing the type of appointment it is,
Document, Letter & Billing Tracking
Kalix can keep track of the completion of online documents, letters, and bills associated with particular appointments.
Kalix will highlight (or mark complete) the document icon when the client has submitted the shared documents sent as part of their appointment messages. Learn More.
The bills icon (calculator) will be highlighted when a bill is created for the appointment.
Marking the doctor's letter as complete is a manual process.
Hide a Rescheduled or Canceled Appointment
If you wish to hide a rescheduled or canceled (make the appointment slot no longer visible on the appointment calendar), please follow the steps below:
Click on the appointment slot you wish to hide.
Change the appointment status to Rescheduled or Cancelled.
Select the Hide From Calendar Button at the bottom of the Edit Appointment screen.
Click Save.
Client Cover Page
The appointment status can also be viewed on the particular client's Cover Page, under the subsection of Appointments.
To view the Appointment's Appointment Details page, click on the specific appointment row.
To view the appointment on the appointment calendar, click on the calendar icon as shown below. The Edit Appointment screen will appear.
Unhide a Previously Hidden Appointment
If you wish to unhide a previously hidden appointment, open the client's Cover Page, and under the Appointments subsection, click on the appointment's row to view its Edit Appointment page. Next, unselect the Hide From Calendar. Click Save.