Step 1 - Set-up Locations
Kalix supports the ability to set-up an unlimited number of locations.
Locations live in the Locations section of the Organization Details page. To find the Organization Details page, hover your cursor on the Settings tab (your practice's name or My Organization if you are yet to enter your practice's name).
To create a new location, click on the Create New Location button (shown above). Enter your location details and click save.
Kalix allows you to set up different location types including office locations, virtual locations and home visits.
For more information about setting up Locations, click here.
Note: Kalix also uses location details for the Service Facility/Location in billing (CMS 1500, Superbills and other bills), as well as the appointment location in automated reminders.
Step 2 - Set Up Appointment Types
Next step is to customize your own appointment types. Options include entering your own appointment names, display price, description, associating billing items or invoice items with appointments, setting up appointment durations and customizing appointment slot colors.
To view and edit your appointment types, hover your cursor on the Appointment tab on the top header, then select the subtab Appointment Types.
Your current Appointment Types will be displayed on this page. Kalix comes with a long list of default appointment types, but these can be quickly customized to meet your needs. You can also remove those that are not useful, by clicking on the trash icon at the end of each row.
To edit an appointment type, click on its row.
There are a number of different options when customizing an appointment type, click here for more information about setting up appointment types.
Kalix allows you to associate billing items (USA) or invoice items with specific appointment types. This makes the generation of bills or invoices a lot quicker.
Before associating a bill or invoice item with an specific appointment type, you must first set up your bill or invoice items under the Billing/Invoice tab. Click on the previous links for instructions.
Step 3 - Set-up Availability
Now you should to set up your locations' and clinicians' availability. You can create as many different sets of availability details as you wish e.g. create a different availability for each location and/or for each clinician. At least one set of availability, is required to use the online scheduling widget.
To view and edit your availability, hover your mouse on Appointment,s on the top header and then select Availability.
To create a new availability, click on the Add Availability button. The new availability fields will appear as shown below. Enter your desired options (Clinician/s, Locations and Appointment Type/s).
For additional information about setting up Availability, click here.
Optional Step - Set-up Reminders
Kalix supports two different types of appointment messaging:
- Appointment Notices - messages that are sent when you create a new appointment. As well as each time you edit an existing appointment's details.
- Appointment Reminders - these are sent before an appointment to remind clients of upcoming appointments.
Kalix's appointment messages are fully customizable, you can choose when reminder messages are send out, the reminder method used (email, text message or text-to-voice) and the contents of reminder message itself.
Please click here for further information about setting up reminders.
Optional Step- Step-Up Online Scheduling Settings
Kalix Online Scheduling feature allows you to add a widget to your practice's website, so that you can accept bookings 24/7. All bookings will sync with your Kalix appointment calendar, client files and automated reminders. Kalix's online scheduling is supported on PCs, Macs, tablets and smartphones.
To navigate to Online Scheduling Settings, follow the pathway below:
Click here for further instructions about Online Scheduling Settings.