This support article provides a detailed overview of the entire workflow of a setting up and running a telehealth session in Kalix. It is broken down into seven steps:

  • Step 1 - Create an Appointment
  • Step 2 - Clients Receive Automated Appointment Notice & Reminders
  • Step 3 - Open the Telehealth Room
  • Step 4 - Set-up the Meeting
  • Step 5 - Participants Join the Meeting
  • Step 6 - Participant Interaction
  • Step 7 - Ending the Meeting

    

Step 1 - Create an Appointment

Schedule an appointment through Kalix's Appointment Calendar feature. Create the appointment just as a regular appointment, just make sure the Enable Telehealth checkbox is selected.

To book a group telehealth appointment, simply add multiple clients to the scheduled appointment.
    

      

    

Important Note

You can also set up Kalix to automatically check this field by editing your Appointment Types

Create specific appointment type/s for scheduling telehealth appointments. On their appointment type page, check the Telehealth Enabled checkbox on the top right of the screen.

    

     

Step 2 - Clients Receive Automated Appointment Notice & Reminders

Your clients access the virtual appointment using a secure weblink and access code. This can be 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. For step-by-step instruction on this please click on the link below.

      

     
Email

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

    

SMS and Text-to-voice

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

Adding Merge Fields

1. Place your cursor in the location you wish to add the merge field tag (like you would to start typing)

2. Click on the Merge Fields button located on the editing bar

3. Select the telehealth merge field [TELEHEALTHLINK]
  

  

    

Step 3 - Open the Telehealth Room

When it is time for the virtual appointment, select the camera icon on the far left of Kalix. Next, click on the appointment you wish to start.
  

     
Alternatively, click on the Open Room link located on the Edit Appointment screen (the screen that appears after an appointment slot is clicked on).
    

    

Before joining the meeting, enter your screen name and then select the start button.
    

    

Step 4 - Set-up the Meeting

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

When a session is running, the telehealth feature will run in the side panel of Kalix (as shown below). You can use other Kalix features (such as charting) while conducting the telehealth meeting.
    

You will see the speaking participant in the telehealth side panel as well as the meeting controls. Participants can see your streaming video as normal, but they will not be able to 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 right of the video.
  

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

   

     

Granting Kalix Permission 

The very first time you use Kalix's telehealth feature, you need to grant the program permission to use your camera (shown on Safari),
 
   

   
and microphone (shown on Chrome). A pop up message will appear on the top corner of the screen.
    

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

Connecting Camera

To turn on your camera, click on the Connect Camera / Share Screen button. A pop-up window will appear (shown below). You will see a preview of the video you're about to share.
    

   
At the top of the Connect Camera / Share Screen window, you may be able to select the camera you want to use. 

Click the Connect button to turn video on.
    

   
When video is connected, the Connect Camera / Share Screen button will change to a purple color.

 
    

Screen-sharing

To share your screen, click on the Connect Camera / Share Screen button. A pop-up window will appear. Select the Share Screen button. It is located on the bottom left of the Connect Camera / Share Screen window. Screen sharing is supported in Google Chrome and Mozilla Firefox only. Safari does not currently allow browser screen sharing.  
 

Important Note

Kalix does not support both screen-sharing and video at the same time. You need to switch between the two options to change. You do this by clicking on the Connect Camera / Share Screen button. Select whether to connect the camera by clicking on the Connect button or share your screen by choosing Share Screen.
  

  

Chrome

If you are using the Google Chrome browser, to support screen-share, you will need to first install the Kalix Desktop Streamer. This is a one time set-up step. Click here to install.

 
Alternatively, Kalix will prompt you add the extension. On the Connect Camera / Share Screen window, click on the "here" link.
    

   
You will be taken to the Chrome Web Store in a new browser tab. Select the Add to Chrome button, followed by the Add Extension button.
    

 
Once the extension is added, close off the Chrome Web Store and go back to browser tab that has Kalix open. Click on the Retry link.
    

Important Note
The page will refresh and the telehealth session will disconnect. You will need to restart the telehealth session. Once in the meeting again, click on the Connect Camera / Share Screen button. The Connect Camera / Share Screen window, will appear, select the Share Screen button. 

The Share Your Screen window will open (shown below). You will be given the choice to either share your entire computer screen "Your Entire Screen" or just a specific window or application "Application Window" e.g. Google Chrome only.
 
  

   
Once you have made your selection, click Share, followed by Connect. 

 
Firefox

In Firefox, there is not extension to install, screen-sharing is built-in. You will need to allow Kalix permission to share your screen.
    

 
Next, select the window or application you wish to share.
    

      

Connecting Audio

When setting up audio, you can test the microphone and speaker by clicking on the play icons (shown below).
    

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

   
When testing the speaker, there should be a ringing noise after selecting play. The volume bar will also light up green.
  

 
Depending on the browser you are using, you may be able to select which microphone and/or speaker to use.
  

 
When audio is connected, the Connect Audio button will change to a purple color.
  

  

Connection, Audio, Microphone and Speaker Status

On the set-up tab, you are able to see status of various elements of your meeting set-up: connection strength, video connection, status of microphone and speaker connection and volume.
  

Connection Strength

The six different connection statuses, they are:

  • Great Connection (Green)
  • Good Connection (Green)
  • Non Optimal Connection (Yellow)
  • Poor Connection (Red) 
  • Connection Interrupted (Red)
  • No Connection (Red)

If your connection is poor or non-optimal, you and your participants may receive video and audio in low quality or experience stalling. Poor or non-optimal connections are related to the your internet's upload and download speed. 

Good internet download AND upload speed is required for quality telehealth meetings. Even some superfast internet plans with fast download speeds, may have slow upload speeds. You can conduct an internet speed test by clicking here

Below are our recommended minimum upload and download speeds:

Tips for Better Connections

  • Closing other applications that use the internet, especially those playing music or video.
  • Cancelling any file download or uploads that are in progress.

Status of Video Connection

If the camera icon is purple, it is connected. If the camera icon is grayed out, video is not connected.

Status of Microphone Connection and Volume

If the microphone icon is purple, it is connected. If the green volume bar is low or grayed out, you should increase your microphone's volume or check that you are using the correct microphone source. 

Note: you need to outputting sound to test this i.e. speaking.

Status of Speaker Connection and Volume

 If the speaker icon is purple, it is connected. If the green volume bar is low or grayed out, you should increase your speaker's volume or check that you are using the correct speaker source.   

Note: you need to receiving sound to test this i.e. a participating is speaking to you.

Room Options

As part of the meeting set-up, you have the option to mute the audio and/or video of all meeting participants.  
  

 
Once participants have entered the meeting, you can also mute specific people if required (see forced mute section).
  

Important Note
Muted participants are able to unmute themselves at any time. Once participants are muted, the presenter (you) are unable to unmute them. 

  

Load Share Link

Also on the set-up screen, is the Load Share Link button. Select this to manually view and copy the meeting's weblink and code. To copy, click on the copy icon as shown below. 

Kalix automatically shares the meeting's link and code as part of the automated appointment messages (appointment notices and appointment reminders). Use the manual link for participants that are having trouble finding their appointment messages.

    

  

Step 5 - Participants Join the Meeting

When participants joins your telehealth meeting, you will hear a bell ring. Select the participants tab as shown below.  
  

  

All participants that have joined the meeting will be listed on this page, along with their connection strength, status of their video connection and status of their microphone connection.
  

Connection Strength

Kalix will display each participants connection strength.

The different options are:

  • Great Connection (Green)
  • Good Connection (Green)
  • Non Optimal Connection (Yellow)
  • Poor Connection (Red) 
  • Connection Interrupted (Red)
  • No Connect (Red)

Participants with poor or non-optimal connections may be sending and receiving video and audio in low quality or experience stalls. Likewise, their connect can affect the quality of video and audio you are receiving from them. 

Poor or non-optimal connections are related to the participant's internet upload and download speed and not the Kalix program. Participants with poor quality connections can try turning off their video in order to improve their audio output.
 

Status of Video Connection

If the camera icon is purple, it is connected. If the camera icon is grayed out, video is not connected.

Status of microphone connection and volume

If the microphone icon is purple, it is connected. If the icon is gray, the participant's microphone is not connected. There is also green volume bar, if the volume is low or grayed out ask the participant to increase their microphone's volume or check that they are using the correct microphone source. 

Note: participants will need to outputting sound to see the volume bar moving i.e. speaking.

Force Muting

As previously mentioned, part of the meeting set-up, you have the option to mute the video and/or audio of all participants on entering the meeting. Alternatively, can also force mute individual participants after they have joined. To do this this click on the three virtual dotes, choose to force mute video and or audio. 

Important Note: Muted participants are able to unmute themselves at any time. Once muted the presenter (you) are unable to unmute participants.
  

Step 6 - Participant Interaction

Chat and File Sharing

Once participants have joined the meeting, you are able to interact with them via chat. This can be useful especially if they require assistance setting up their audio and video.
 
To view chat click on the chat tab as shown below.

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

Click on the smiley face icon to add emojis. Chat is shared with all participants.

 To share attachments, choose the paperclip icon.  

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.  
  

  

Participants will receive the files as part of the chat. They can click on their links to view. The attachments will open in a new tab in the participants browser.  
  

Important Note
The chat will disappear once the meeting ends. Participants should download shared files before this happens.
  

Step 7 - End the Meeting

To end the meeting, click on the End Call button.
  

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