Kalix's calendar and scheduling functionality makes appointment management quick and easy. It has lots of features including; 

  • Online scheduling widget for your website
  • Day, week and month view
  • Adjustable appointment week view- enter your own start and end times, show or hide weekends
  • Adjustable calendar increments
  • Customizable appointment types, appointment slot colors and duration
  • Associate billing/invoice items with appointments for instant bill generation
  • Quick client create - create a client file quickly via the appointment screen
  • Recurring appointments and group appointment bookings
  • Appointment status (confirmed, attended cancelled, rescheduled, no show)
  • Tracking of completed appointment-related documents, letters and invoice/bills
  • Appointment Details page
  • Automated appointment reminders and appointment confirmation (email, text and voice)
  • Follow up functionality (Move Forward) for quick scheduling of follow-up appointments
  • Each clinician has their own calendar
  • Filter calendar per location
  • Customizable availability per location and/or clinician
  • Blockout days to schedule out public holidays and other time periods you are unavailable
  • Time tracker to record the duration of appointments
  • Syncs with Google calendar, Outlook calendar and Mac calendar

Layout

This document will now briefly overview the layout and the structure of the Kalix Appointment functionality. Please click on links for additional details about anything.

Appointment Pages

Appointments lives under the first tab on the Kalix menu bar - Appointments. There are currently four different pages living here. 

Appointment Calendar

The Appointment calendar is the first page under the Appointment tab in Kalix. It is the central place for appointment management. Click on an appointment slot to view the New/Edit Appointment screen page. For information about creating appointments, please click here

Appointment Types

Kalix allows you to create and customize your own appointment types, via Appointment Types page. Customization options include; entering your own appointment names, associating billing items or invoice items with appointments, setting up appointment durations and customizing appointment slot colors. Click here for more details.

Availability

The Availability page, allows you 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. Click here for more details.

Blockout Days

Under this page also lives Blockout Days. This functionality allows you to schedule out public holidays and other days that you and all of your users are unavailable to take appointments.

Note: If you need to block-out particular time periods within a day or vacation times for specific individuals, please create a non-client related appointment via the appointment calendar instead. You may wish to set up an 'Unavailable' Appointment Type (or use the one already available in your account).

Online Scheduling

Under this page you can set up and preview your online scheduler. Kalix's online scheduler widget allows your clients to book appointments via your website 24/7. 

The Appointment Screen

A specific appointment has two pages 1) the New/Edit Appointment screen and 2) the Appointment Details page. 

New/Edit Appointment Screen

New/Edit Appointment Screen is where you enter a new appointment's information or edit the details of an existing appointment. It can be accessed from the appointment calendar or through the Appointment subsection of the client's Cover Page. For more information about this screen please click here

Appointment Details Page

The Appointment Details page, is a summary of all the information against a specific appointment. It contains has two different sections: General Details and Messages. 

General Details Section
The general details section contains the following information.

  • A summary of the appointment details
  • The Time Tracker (to record the actual duration of appointments)
  • The Appointment status
  • The appointment's referral
  • The appointment's documentation created via Kalix's Doc feature
  • The appointment's bills or invoices
  • A link to create an invoice/bill for the appointment
  • A link to create appointment specific documentation

Messages Section
View messages send against the appointment. Resend appointment reminders and notifications. Respond to client responses. 

Appointment Details page can be accessed from the appointment calendar or through the Appointment subsection of the client's Cover Page. For more information about this page, please click here

The Client's Cover Page

The client cover page is the first page on the client file. It contains a summary of a specific client's appointment history, click here for details. The New/Edit Appointment screen and the Appointment Details page, can be accessed here, see the image below for details.

Features

Kalix's Appointment functionality has lots of features. Some of them are detailed below:

Day, Week and Month View

Choose whether you would like to see your calendar in Month, Week or Day view, by clicking on the applicable option on the top right of the Appointment Calendar screen.

Note: only Day view is available on the smart phone version of Kalix. 

Adjustable Appointment Week View

Located at the bottom of the appointment calendar, are your calendar options. These allow you to adjust your calendar view.

The Start and End Time

The Start and End Time (as shown below) allows to you choose the calendar's displayed time range (the start of the calendar's day and the end of the calendars's day).

Show Weekends

Choose whether you would like to your Kalix calendar to be a 5 or a 7 day calendar by selecting or un-selecting the Show Weekends checkbox.

Adjust Calendar Increments

By default, the calendar grid shows a time increment (or interval) of 30 minutes. You can decrease this interval, by selecting 5, 10, 15 or 20 minute increments as shown below. The Kalix calendar will automatically update. 

Customizable Appointment Types & Duration

Kalix allows you to create your own appointment types; choose your own appointment names, associate them with specific billing/invoice items as well as assign appointments with a set duration and color. Click here for further information

Quick Client Create

Kalix allows to create a new client file via the New Appointment screen. This is useful when creating new client appointments quickly via the appointment screen. On the New Appointment screen, click on the New Client link and the client demographic fields will appear. Enter your client details and click save. Kalix will create the new appointment as well as the new client's file. Click here for details about creating client's files.

Group Appointment Bookings

Kalix supports group appointment bookings. Just continue to add clients to the appointment using the Find Client search and/or the new Client link. Click here for more information about creating appointments.

Recurring Appointments

Any appointment can be made into a recurring appointment. On the New Appointment screen, select the checkbox Recurrent. Enter how often you would like the appointment to recur. Lastly enter an end time for the recurring appointments. Click Save.

Over the next few minutes Kalix will set up the recurring appointments for you.

Appointment Status

Kalix allows you to set a status against against a particular appointment: confirmed, attended cancelled, rescheduled and no show. Click here for further information

Tracking of Completed Appointment-related Documents, Letters & Invoice/Bills

Kalix can keep track of the completion of documents, letters and bills associated with particular appointments. Note: this is a manual process only. Click here for further information

Appointment Details (Encounter) Page

The Appointment Details (or Encounter) page, is a summary of all the information against a specific appointment. It contains the following:

  • A summary of the appointment details
  • The Time Tracker (to record the actual duration of appointments)
  • The appointment's referral
  • The appointment's documentation created via Kalix's Doc feature
  • The appointment's bills or invoices
  • A link to create an invoice/bill for the appointment
  • A link to create appointment specific documentation

To view the Appointment Details (or Encounter Details) page for a specific appointment, click on the View Details button on the New/Edit Appointment screen.

The Appointment Details page is shown below, for details about this page, please click here. 

Automated Appointment Reminders

Appointment reminders notify clients of upcoming scheduled appointments. Kalix's appointment reminders 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. Messages are charged at a pay-per-use rate. Click here to view pricing. Email reminders are free. Click here for further information about appointment reminders

Move Forward/Follow-up Functionality

Kalix allows you to quickly schedule follow-up/review appointments using the Move Forward functionality. The Move Forward field is located on the top right of the appointment calendar. 

Simply select the number of weeks or months you would like to schedule the follow up appointment in, and then click Move Forward. Kalix will automatically move the calendar forward for you. 

Return back to today by clicking on the today button. The arrow buttons (shown above) can also be used to move back and forward in time.

Each Clinician has their own Calendar

Kalix automatically providers each user in your account with their own appointment calendar (click here for information about adding new users to your account). Depending of your assigned access level, you may or may not have the ability to see and booth appointments for other users.

If your access level is supervisor, director or administrator in Kalix, you are able to view the calendar of other members of your organization. To do, this scroll down to the bottom of your appointment calendar to the section titled Clinicians. You can click to tick the name/s of the users whose calendar you wish to view. You can either view their calendar alone or along side others.

If you are a director or administrator, you can also schedule appointments for other users. On the New Appointment screen, select who you wish the appointment to be with. 

Back on the appointment calendar, you can see the clinician with whom the appointment is scheduled, as their initials are displayed on the top right of the appointment slot. 

Each Location has it's own Calendar

Kalix allows you to enter as many organization (or Practice) Locations as needed. For information about setting up locations click here

To view different locations, scroll down to the bottom of your appointment calendar to the section titled Locations. You can click to tick the name/s of the location/s that you wish to view. You can either view each location's calendar alone or along side others.

When scheduling a new appointment, on the New Appointment screen, select the location where the appointment will take place. 

Back on the appointment calendar, you can see the appointment's location displayed on the appointment slot. 

Customizable Availability Per Location and/or Clinician

Kalix allows you 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. Click here for information.

Time Tracker to Record the Duration of Appointments

Kalix allows you to record the actual duration of appointments via the Time Tracker functionality. For information about this feature, click here. 

Appointment Calendar Sync

 You can sync your calendar with Google, Mac and Outlook calendars as well as any other calendars that uses the iCalendar format.

Note: This is a one way sync only. Also you are not able to schedule and edit appointments for Kalix in Google, Mac calendar, Outlook calendar etc.
For information about how to do this click here.  

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