Kalix allows you to create and 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.
Viewing Your Appointment Types
Click 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.
Editing Appointment Types
To edit an existing appointment type, click on it's name. Make your required changes (see below for details) and click the Save Button.
Note: by modifying an existing appointment type you will automatically update all associated appointments.
Deleting Appointment Types
On the Appointment Types page, you can delete irrelevant and unused appointment types by click on the trash icon at the end of each row. If you are using Kalix's online scheduler Widget, we highly recommend you do this.
Creating a New Appointment Type
To create a new appointment type, click on the Quick Link, New Appointment Type (on the top right of the screen as shown above). Enter the appointment type details (see below) and click Save.
It may be quicker to modify existing appointment types rather than creating your own from scratch. Kalix's appointment types are fully customizable. We suggest that you select the appointment types with colors you like and customize them to meet your needs. Next you should delete the remaining unused appointment types. This will make appointment scheduling much quicker.
Another suggestion is that you assign each of clinician their own specific color. Now for each different appointment your practice offers, edit or create a different appointment type for each clinician. Assign each different appointment for each clinician, a shade of the clinician's specific color. An example of this is shown below. By setting up your appointment types this way, you can make your appointment calendar much easier to read.
Appointment Type Options
The edit or new appointment type screen is shown below. There are a number of different options when customizing an appointment type, these will be detailed below:
Give your appointment a name. This name is the appointment description, that will be used as the Appointment Type in Appointment Reminders.
Duration is the set length of time (in minutes), for the specific appointment type. By setting up set appointment durations, when creating a new appointment on Kalix's appointment calendar, Kalix will be able to automatically calculate the appointment end time, based duration entered. This is also the appointment duration used by the online scheduler widget
Kalix allows you to choose or edit the color for your particular appointment type (the color of the appointment slot on your calendar) using the color slider and the color field. Click in the color slider to move it up and down to select a color. Then move the circular marker or click in the color field to select the color's intensity (intensity increasing from left to right) and darkness (darker from top to bottom). Alternatively, enter your desired color's hex code as shown below.
Note: Dark appointment colors can make the information on the appointment slots difficult to read.
Client - Related
There is a - Client related tick box on the top right of an Appointment Type's details page. When the Client related tick box is selected on a specific appointment type, the associated appointments created, must be linked to at least 1 client click here for details.
If the Client related tick box is not select i.e. it is a non-client related appointment, a client cannot be associated with related appointments. Non-client related appointments are useful for scheduling staff meetings and blocking out time that is not available for client appointments.
You can also set up Kalix to automatically make appointments created using this appointment type virtual (or Telehealth) appointments. To do this check the Telehealth Enabled field.
This subsection of this page allows you to enter information that your clients will see as they select their appointment on your online scheduler.
This is the price Kalix will display for the appointment on your scheduler widget. This is for information purposes only. The field does not interact with billing.
Description of Service
This is the description that will be displayed on your scheduler widget.
Below is an example of the appointment type as seen on the scheduling widget.
Bill Items or Invoice Items
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 a 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.
Once your bill or invoice items have been set up, link them to the specific appointment type, by searching for them by name in the Add Existing field as shown below.
To remove the bill item, click on the trash can as shown above.
By clicking on the edit icon (pencil), you will be redirected to the Billing/Invoice Item page. Here you can modify your bill/item item. By clicking on the Create New button, you will also be redirected to the Billing/Invoice Item page. From this page you can also create new items.
Once you are happy with your new appointment type click save. Your new appointment type is now available for use on your appointment calendar.