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Client & Contact Responses

Clients and contacts in Kalix can reply to messages send via Kalix's messaging feature. You are notified when a new message is received.

Updated over a week ago

Kalix allows you to correspond with Clients and Contacts using a choice of four different methods; fax, SMS (text messages), text-to-voice (computer-generated voice messages) and email.

Clients and contacts in Kalix can reply to messages sent via Kalix's messaging feature. You are notified when a new message is received. Client and contact responses via fax, SMS (text message), and text-to-voice) are pay per usage, click here for pricing. Email is free.

Contents of this article:


Fax

Kalix offers you the ability to purchase your own unique phone numbers to send and receive faxes. You can also port an existing number (the continental United States only) over to Kalix. By using a dedicated number, you will be able to receive faxes messages from anyone. 

You are not required to purchase a dedicated number in order to use Kalix's faxing functionality. Kalix also offers you the ability to send a fax, messages for the message cost only. Your ability to receive faxes, however, is limited to clients who have already received a fax from you. Clients or contacts that receive faxes from Kalix are then able to reply to the fax number and send you faxes.


Moving Faxes To a Client's or Contact's File

Once you receive a Fax, you may want to move it to a client's or contact's file.

  1. Go to the inbox in your messaging tab.

  2. Click on the fax message received.

  3. Click on the share icon.

  4. The Transfer Attachment box will open.

  5. Choose Client or Contact.

  6. Search by name

    7. Change the name of the attachment (optional)

    8. Type in a description (optional)

9. Click Copy

10. The fax will then be available to view in the Documents section of the Client's

or Contac's File.


SMS (Text Message) Responses

If using SMS (text message), clients and contacts can reply to any of your sent messages. You will receive an email notification from Kalix when a new message is received and the response can be read in Kalix. 

As with fax, Kalix offers you the ability to purchase your own unique phone numbers to send and receive SMS (text) messages. By using a dedicated number, you will be able to receive text messages from anyone.

Automatic Appointment Confirmation & Cancellation

Kalix allows for automatic appointment confirmation and/or cancellation via SMS (text message) for appointment messages. The status of the scheduled appointment is automatically updated based on the client's response. 


Email Responses

Clients and contacts can reply to any of your sent email messages (manual or automatic) the response will be received directly in Kalix. You can receive an email notification from Kalix when a new message is received. Clients or contacts can also send you an email message at any time, as long as they have already received an email message from Kalix. Clients and contacts can also share attachments.

Automatic Appointment Confirmation & Cancellation

Kalix allows for automatic appointment confirmation and/or cancellation via email for appointment messages. The status of the scheduled appointment is automatically updated based on the client's response. This feature needs to be enabled via your Messaging Settings.


Moving Email Attachments to the Client's or Contact's File

Once you receive an attachment via email, you may want to move it to a client's or contact's file.

  1. Go to the inbox in your messaging tab.

  2. Click on the email message received.

  3. Click on the share icon.

  4. The Transfer Attachment box will open.

  5. Choose Client or Contact.

  6. Search by name

    7. Change the name of the attachment (optional)

    8. Type in a description (optional)

    9. Click Copy

    10. The fax will then be available to view in the Documents section of the Client's

    or Contac's File.

When successfully copied, you will get a pop-up message as shown below.


Text-to-voice Message Responses

You are also given the option to allow your clients to respond to automated text-to-voice messages (appointment reminders, appointment notices, billing reminders, and late payment notices). Manual text-to-voice messaging (online forms, electronic paperwork, communication with other healthcare providers, and ad hoc messaging) does not currently support responses. If this functionality is enabled, your clients are given the option to "talk" to you at the end of the voice message. If they press the corresponding number on their keypad, Kalix will connect their call to your desired phone number.  

If the text-to-voice phone call is missed, Kalix will leave a message containing a phone number to call back on. the receiver can call back at their convenience and listen to the entire missed message. The client will still be able to choose menu options as per normal. 

Automatic Appointment Confirmation & Cancellation

Same as SMS and email, Kalix allows for automatic appointment confirmation and/or cancellation via text-to-voice (for appointment reminder messages only). The status of the scheduled appointment is automatically updated based on the client's response. 


Response Notification

When a client or contacts has responded or sent you a message (fax, SMS, or email), the notification icon will appear on the menu bar (to the right of the Kalix logo) as shown below. Click on the icon to view the message. You will also receive an email notification.


View History of Sent Messages

The record of all messages sent to and from your account can be viewed under the Messaging section, subsection Inbox. 

The record of all messages sent to and received from a particular client can also be viewed against the messaging section of the client's file.

Note: There are filters on both of these pages, make sure you have the correct time period selected. 

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