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Virtual Appointments (Telehealth)
Creating and Running a Virtual Appointment (Telehealth)
Creating and Running a Virtual Appointment (Telehealth)

How to create and run a virtual (telehealth) appointment in Kalix.

Updated over a week ago

Kalix's HIPAA-compliant virtual meeting & webinar solution allows you to easily connect online with individual clients, families, and groups.

For a brief overview tutorial on running a telehealth meeting, please see the video below:

This support article provides a detailed overview of the entire workflow of setting up and running a telehealth session in Kalix. Using Kalix's telehealth feature can be broken down into the following steps:

Step 1 - Create an Appointment

The first step is to schedule an appointment through Kalix's Appointment Calendar feature. Create a telehealth appointment just like a regular appointment. The only difference is making sure the "Enable Telehealth" checkbox is selected.

Add multiple clients to the scheduled appointment to book a group telehealth appointment.

Important Notes:

1) When scheduling an appointment, you can set up Kalix to automatically check "Telehealth Enabled" by editing your Appointment Types settings. 

Check the "Telehealth Enabled" checkbox under the General Details section on each appointment type settings page.

2) We recommend creating specific appointment type/s for telehealth appointments.

Step 2 - Clients Receive Automated Appointment Notice & Reminders

When it is time for the appointment, your clients access the virtual meeting using a secure web link and access code. The link and code are sent ahead of the appointment automatically via Kalix's Appointment Notice and Appointment Reminder feature.

Important Note:

Before Kalix can send automated appointment messages, you need to enable messaging in Kalix. Please click on the learn more button below for step-by-step instructions on this.


If sending email appointment messages, Kalix will automatically add the information about connecting to the meeting, including the meeting link and access code. 

SMS and Text-to-voice

Using SMS or text-to-voice messages, you may need to edit your appointment reminder and appointment reminder message templates to include the telehealth auto text field.


Step 3 - Open the Telehealth Room

To begin the appointment, select the camera icon on Kalix's far left. Next, click on the appointment you wish to start.

Alternatively, select the Start Meeting button on the Edit Appointment screen (the screen that appears after an appointment slot is clicked on).

Step 4 - Set up the Meeting

Once in the meeting, connect your camera and audio (microphone and speakers) by clicking on the appropriate buttons.

Granting Kalix Permission

The very first time you use Kalix's telehealth feature, you need to grant the program permission to use your camera and microphone. You may also need to do this again after running updates on your computer.

Below is the notification as it appears when using Safari browser.

It is most important you select Allow. By clicking Block, you will prevent audio and video use during the meeting.

Allowing Camera, Microphone & Screensharing on macOS (Chrome & Firefox)

Apple computers have additional security measures for cameras, microphones, and screen sharing programs. As a result, you may need to adjust your Security & Privacy settings to enable the use of these during a telehealth session.

1) On your Mac desktop, open System Preferences.

2) Choose Security & Privacy.

3) The Security & Privacy window will appear. Select the Privacy tab (as shown below), followed by camera.

Note: to make changes to your privacy settings, you might need to click on the padlock icon on the bottom left of the window.

4) Enable Google Chrome or Firefox.

5) Next, click on the microphone and enable Google Chrome or Firefox.

6) Select Screen Recording and allow Google Chrome or Firefox again.

7) You may be prompted to close your Chrome or Firefox browser for the changes to take effect (and leave and return to the telehealth meeting).

Allowing Video & Audio Access After Blocking

If you block Kalix from accessing your video or audio by mistake, you must unblock access (as shown below).

Chrome & Edge



  1. Open Safari Preferences.

2) Navigate to Websites.

3) Go to Camera and Microphone tabs.

4) Change access to Allow. The website will be ''.

5) Restart Safari.

Testing Your Microphone & Speakers

To test that your microphone and speakers are working correctly and that you have the right option selected, please follow the steps below:

1) Click on the arrow above the microphone icon.

2) The volume bar will light up green if the sound is detected (make sure you are speaking into your microphone to test this out).

3) The bars will light up green if the microphone is working.

Hide Self-View Video

Hide Self View allows you and your clients to remove the self-view video. (This only works when another person joins your meeting).

To use this feature, go to the upper right corner of your video panel and click on the three dots.

Screen Sharing

Kalix Telehealth has a two-way screen sharing feature. This allows you and your client to share your screen.

1. To share the screen, click on the bottom menu on the icon with the computer and arrow as shown below.

2. Choose what you want to share. Notice the tabs allow you to share the entire screen, window, or browser tab.


If you share your screen via mobile, your full screen is shared automatically, and you cannot limit what portion of the screen is shared. All notifications that show up onscreen are also visible to other participants.

The shared content you select is made visible to everyone in the meeting until you toggle the control again to stop sharing your screen.


The Chat feature allows you to communicate with your client during the telehealth session. You can also share documents stored on your computer or in Kalix by pressing the paper clip icon at the bottom of the chat.

Note: The documents must be downloaded and saved by the client before the session ends.

1) To view the chat, click on the chat tab as shown below.

2) Type into the bar at the bottom of the screen. Pressing enter will submit what you have entered.

3) Click on the smiley face icon to add emojis.

4) To share attachments, choose the paperclip icon.

5) Select the files you would like to share. The Upload Files window will appear. Click on the Scan for Viruses and Save button to share.

6) If attachments are shared with you, you will receive the files as part of the chat. You can click on their links to view them. The attachments will open in a new tab in your browser.

Important Notes:

1: The chat will disappear once the meeting ends. You should download shared files before this happens.

​2: Chat is shared with all participants.

Raise/Lower Hand

This feature allows your clients to notify you that they wish to speak. When the hand has been raised, you will see it on the top where the timer is and also on the client's image, as shown below.

To access this feature, click on the hand icon on the bottom menu.

This will open the settings window. Click on the different tabs on the top to access different settings. Here you can also change how your name displays.

Full-screen & Side Panel View

When a virtual session is in progress, the telehealth feature can run on the side panel of Kalix, allowing you can use other features (such as charting).

You can still see the speaking participant in the telehealth side panel and meeting controls.

Participants can see your streaming video as usual in full-screen view. They cannot view your screen unless you choose to turn screen share on.

Kalix also gives you the option to make telehealth full-screen, if desired. Select the expand icon on the top left of the video.

Once in a full-screen view, you can return to the side view again by clicking on the compressed icon.


To use the whiteboard, select the more option (3 dots) on the telehealth menu bar, followed by View Whiteboard.

  1. To use the whiteboard, click on the editing tools on the upper side of the screen.

  2. Click the icons on the canvas bar to select the tool you want to use for drawing, including adding shapes or typing text.

  3. By using the Selection tool, you will be able to select one or more objects and change their properties.

    Drawing Options

Customize the appearance or edit the elements added to the whiteboard by:

  • Changing the Stroke color

  • Changing the Background

  • Choosing the Fill type

  • Changing the Stroke width

  • Choosing to Duplicate or Delete the elements

Zooming in and out of the whiteboard

  • Using the Undo and Redo buttons

  • Using the Eraser to delete the content


To save your whiteboard, click on the Save as Image icon in the upper left corner of the whiteboard and choose the format from PNG or SVG.


While in a telehealth appointment, you have various features at your disposal to make your meetings more efficient. Share high-definition audio, video, on-screen content, and much more!

Meeting control



(2) Mute/unmute

All apps and browsers

Mute or unmute your microphone.

By default, your microphone is enabled automatically when you join a meeting.

Click the arrow next to the Mute/unmute option to open a selection menu for your accessible audio devices.

(3) Start/stop camera

All apps and browsers

Share or stop sharing video from your camera.

Your video is switched on automatically when you join a meeting.

Click the arrow next to the Start/stop camera option to open a selection menu for your accessible video devices.

(4) Share screen

All apps and desktop browsers
(on mobile, found under More actions)

Depending on whether you are on desktop or mobile:

Desktop: Select between sharing your full screen, a specific window, or (if you are joining via some browsers) a specific browser tab.

Mobile: Share your entire screen.

(5) Open/close chat

All apps and browsers

Open or close the meeting chat panel.

(6) Raise hand

All apps and browsers
(on mobile, found under More actions)

If you want to let a presenter know you want to contribute to a meeting without speaking over them, make yourself more visible by displaying a Raised hand

(7) Tile view

All apps and browsers
(on mobile, found under More actions)

Toggle between two views of your meeting screen:

The default view: displays the current speaker or presenter in a large central tile and all other participants in a tile strip on the side of the screen.

The tile view: displays all participants in tiles of equal size.

(8) Invite someone

All apps and browsers
(on mobile, found under More actions)

While running a session, view and copy the meeting link others can use to access the meeting.

(9) More actions

All apps and browsers

Open to access advanced meeting controls and settings, including the ability to:

On desktop:

  • Manage video quality for your meeting experience.

  • Enable a virtual background for your video.

  • Stream the meeting live on YouTube.

  • (Only on desktop browsers) Toggle full-screen view.

  • Manage your device and default participant settings.

  • Mute everyone in the meeting.

  • View meeting speaker stats.

On mobile:

  • Select whether to use your mobile device or another connected device for audio.

  • Toggle between your front-facing and back-facing mobile cameras while sharing video.

  • Toggle audio-only mode to increase performance when the connection is poor.

  • Toggle tile view to change how participants display on your screen.

  • Invite participants.

  • Copy or share meeting details.

  • Raise your hand to request a presenter's attention.

(10) Leave

All apps and browsers

Leave the meeting.

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