The Appointment Details page, is a summary of all the information against a specific appointment.
Contents of this article:
Accessing the Appointment Details Page
The Appointment Details page can be accessed from the appointment calendar or through the Appointment subsection of the client's Cover Page.
Via the Appointment Calendar
On the appointment calendar, click on the applicable appointment block.
The Edit Appointment screen will appear. Click on the button View Details button (shown below) and the Appointment Details screen will open.
Via the Client's Cover Page
Alternatively, you can directly access the Appointment Details page via the client's Cover Page.
Open the client's file. You can locate them via your list of clients i.e. click on the Clients tab in the top menu, followed by the subtab Clients. To view a particular client's file, click on their name in the table.
The first page in the client's file is the Cover Page. Under the Appointment section (as shown below). You can click on the Appointment's row to view it's Appointment Details Page.
Appointment (Encounter) Details Page
An example of the Appointment Details page is shown below. This document will now go over all it's different elements.
A Summary of the Appointment Details
On the top of the page is a summary of the appointment details.
Time Tracker
The Time Tracker (or timer) is located on the top of the page. The purpose of the Time Tracker is to measure the actual duration of appointments. For more details about the Time tracker, please click here.
The Client
If multiple clients are participating in the appointment (e.g., a group or family appointment), their names will be listed in separate sections on the Appointment Details page. To switch between clients, click their names (as shown below). For group appointments, ensure each client's referral is linked individually in their respective section. This ensures accurate tracking and avoids discrepancies in referral information across participants.
Appointment Status
Kalix lets you set a status for a particular appointment: confirmed, attended, canceled, rescheduled, or no-show. On the Appointment Details page, you can view, assign, and modify the appointment status.
When you change the appointment status, the main color of the appointment will change to reflect the status of the appointment and a line on the side will reflect the color for the appointment type.
The example below is for an attended appointment.
The Appointment's Referral
Kalix allows you to link a referral to the appointment. By linking a referral to an appointment, Kalix can keep track of the number of appointments associated with a referral via the referral tracking functionality. Kalix will also auto add information from the referral e.g. diagnosis, referring physician, to bills/invoices associated with the appointment. For more information about referrals, click here (USA only) or here (other countries). A referral can be linked to an appointment on the New/Edit Appointment screen and the Appointment Details page. If there is a current active referral for a specific client, Kalix will automatically link this referral to the client's appointment, as you first create it (via the New Appointment) click here for details. ### Appointments Created Before Referrals In scenarios where an appointment is created before a referral, Kalix does not automatically link the referral to that appointment—even if the dates align. Users must manually link such referrals by editing the appointment details. This ensures that older appointments can still be connected to new referrals for accurate tracking and client management.
If there is no referral associated with an appointment, you can link one up at any time, via the Appointment Details page. To link a referral, you must first have a referral created for the specific client, for details click here (USA only) or here (other countries). The video below shows the steps to link a referral to the client.- Linking Referrals to Older Appointments: To link a referral to an older or pre-existing appointment, navigate to the client’s record, locate the relevant appointment, and use the linking options in the appointment details. This functionality is especially useful for group appointments where multiple clients require individual referrals.
Best Practices: Always create referrals promptly to reduce the need for manual linking. Use the client context feature in Kalix to efficiently manage and ensure proper tracking during group sessions.
The Appointment's Documentation
You can create appointment-specific docs via the Appointment Details page. Under the Documents subsection (shown below), Kalix displays all appointment-linked docs, e.g., chart notes, intake forms, food records, and questionnaires.
To view and edit a document, click on its row. To open it as a PDF or Word document, click on the applicable icon at the end of the row.
Creating a New Appointment Specific Document
You can create appointment-specific docs from the Appointment Details page. Click on the New Doc link as shown above.
Alternatively, you can create a new document from the main appointment page by clicking on the New button and selecting document.
The Appointment's Bills/Invoices
You can create appointment-specific bills/invoices via the Appointment Details page. Under the Billing/Invoice subsection (shown below), Kalix displays all appointment-linked bills/invoices.
To view and edit a bill/invoice, click on its row.
You can also create a Bill on the main appointment page by clicking the New button and selecting Bill.
The Appointment's Tasks
You can create a Task from the main Appointment page by clicking on New and selecting Task.
This will bring up the New Task window. Then you can create a variety of tasks that will appear on your Tasks page and in the appointment.
