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.
The video below shows an example implementation of the online scheduler. It is embedded into an example website.
This document will detail the process of setting up your Kalix account to accept online bookings. Click on the links within each step, for more detailed information.
Step 1 - Set-up My Details
Each user to be included as a practitioner on your online scheduler should enter their details under the My Details page. The information entered on this page will be used in the online scheduler widget (an example is shown below).
Note: Each practitioner must set up their own details (you cannot access other users' My Details page).
To edit this page, click on My Organization (or your practice's name) on the top header, then select My Details
In My Details, the following fields are used by the online scheduler: name, qualifications and description.
Once you are happy with what is entered, click Save. For more information about My Details, click here.
Step 2 - Set-up Locations
Kalix supports the ability to set-up an unlimited number of locations. To utilize the online scheduler, you must set up at least one practice location entered.
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 3 - 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 use online scheduling, your appointment types must have a set duration.
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.
The edit appointment type screen is shown below. 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 4 - 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).
Now you are able to enter the availability's time schedule. As a default, Kalix will use the time schedule shown below. You can edit this by clicking on the Edit link.
The Adjust Schedule screen will appear. Make your desired changes and click Save. 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.
Step 5 - Step-Up Online Scheduling Settings
The Settings section under the Online Scheduling page of Appointments, allows you to enable and disable the online scheduling feature, as well as configure your widget.
To navigate to Online Scheduling Settings, follow the pathway below:
To enable the Online Scheduling functionality, click on the Enable button.
Under this section there are a number of different options to configure when your clients can schedule appointments, these include:
- Minimum Notice
- Maximum Advance Booking
- Time Between Suggested Appointment Start Times
- Buffer Between Appointments
At the bottom of the Online Scheduling Settings, there is a legal section that you can enter any terms and and conditions clients must agree to before scheduling online appointments. If you do not wish to include any legal agreement here, please leave the field blank. Click here for further instructions about Online Scheduling Settings.
Step 6 - Add the Widget to Your Website
On this page you will see a preview of your online scheduler.
Above this, there will be an rectangle containing two lines of code. Copy this code to your clipboard (Control/Command C).
Cut and paste the code into your site where you wish the scheduler to appear. Click here for more information about adding the widget code to your website.
An Explanation of Your Widget's Security
Your online scheduling widget is running as an iFrame that uses the kalixhealth.com domain. Basically, you are embedding part of your Kalix account within your website. Hence, the Widget has all of the security and privacy practices of the Kalix site. Click here for info about Kalix and HIPAA.
Since the widget is running on the Kalix domain, all requests are secured by TLS and is therefore encrypted (this is true even if your website is unencrypted). The second consequence is that modern browsers (all browsers that Kalix supports) do not give access at the programmatic level to iFrames that have content in a different domain, this means no 'malicious code' in the outer site that could access any information that the client is entering. Perhaps a good way to imagine it, is that the iframe is running as if it was a tab in your browsers - tabs cannot access other tabs, and each tab may or may not have secure connections to their prospective servers.