This document will describe how to enable Kalix's messaging feature. Kalix's messaging feature includes:
Please click on the applicable links for further information about each feature.
Kalix allows you to send messages to clients and contacts using a choice of four different methods; fax, SMS (text message), text-to-voice, and email reminders. Fax, SMS, and text-to-voice messages require the purchase of credit before use. Click here to view the pricing. Email messages are free.
Purchase Messaging Credit
To send and receive fax, SMS (text message), and text-to-voice messages, you must purchase prepaid messaging credit.
To purchase, click Purchase Credit (as shown below).
Kalix offers you the ability to purchase your own unique phone numbers to send and receive faxes, SMS (text messages), and/or text-to-voice messages (computer-generated voice messages). You can also port an existing number (the United States only) over to Kalix. By using a dedicated number, you will able to receive faxes and SMS messages from anyone.
To enable messaging, hover your cursor on the Messaging tab on the top menu, then click on the subsection Settings.
Under the Messaging Methods, select the messaging methods you wish to support, by turning on the switches.
Email "From" Name
If you choose to send email messages, you will need to specify the name of the email 'sender' that clients and contacts will see. This could be your practice name or your individual name.
Custom Email Address (Virtual Practice & Virtual Plus Packages Only)
Kalix now offers the ability to create a personalized email address for your Kalix account to use. We recommend using your practice's/organization's name.
A pre-defined domain is used - @email.kalixhealth.com.
You can add a personalized prefix to the domain.
You are able to specify the accent and gender of the text-to-voice message voice. Just click on the field and make your selection.
Default Messaging Methods
Under the Default Messaging Methods section, you must choose your preferred messaging methods that is automatically assigned to new clients and contacts (unless specified otherwise.)
Individual Client Messaging Methods
Kalix automatically assigns new clients with your default messaging methods.
For an individual client or contact, Kalix allows you to change the messaging methods from the default, to other methods.
If you do not wish for an individual client to receive any automated messages, select "Do not send messages" as their messaging method against their Details page.
Kalix's Opt-in feature sends your clients and contacts an authorization message, requiring their consent before receiving any messages (with the exception of fax).
Opt-in messaging helps make sure your clients and contacts only receive messages they have authorized from you. Kalix's Messaging Opt-in feature offers extra security for both you and your clients and ensures that all communications meet HIPAA compliance standards.
Automatic Sending of Opt-in Messages
Opt-in requests are sent out automatically once as the client or contact's first communication due to go out (usually a client's appointment notice). Any recipient who hasn't given their explicit permission via an "opt-in" request will not receive any messages using that method of communication via Kalix.
Resending Opt-in Messages
While opt-in messages are only automatically sent out once, you are able to manually resent them via the Messages tab of the client's or contract's file.
To disable opt-in, navigate to the Messaging Details page and un-select the Enable Opt-in.
Modifying the Opt-in Message
You are able to modify the default opt-in message by selecting the applicable expand icon.
Email Opt-In Landing Page (Optional)
If you choose to send email messages, you have the option to specify the web address your clients and contacts are directed to, once they have opted-in to receive email reminders.
If you choose not to specify a particular web address, clients and contacts will be directed to the default opt-in message page (shown above).
Under the Automated Messages section, select the type of automated messages you wish to send. They are sent via the client's default messaging method.
Appointment Notices are sent when you create or confirm a new appointment, as well as after you edit an existing appointment's details.
Appointment reminders notify clients of upcoming scheduled appointments. Kalix allows you to choose when they go out.
Send Appointment Reminders to allow you to specify the number of days before an appointment, to send the reminders. Enter the number of days in the applicable field e.g. if you enter 2 in this field, Kalix will send appointment reminders 2 days before each appointment.
Stop Appointment Reminders tells Kalix what to do if you schedule last-minute appointments, i.e. you book an appointment, but it's already past the time when the appointment reminder is sent.
Enter 1 to send reminders for appointments scheduled up 24 hours before the appointment date.
Enter 0 to always send appointment reminders, even if the appointment is scheduled for the current day.
Reminds clients to pay for unpaid invoices/bills. Reminders are sent based on invoice/bill due date. You are able to enter the number of days before the due date, that you want the message sent.
Late Payment Notices
Late payment notices are sent to clients requesting them to pay overdue invoices/bills. Late payment notices are sent based on invoice/bill due date.
You can enter the number of days after the due date that you want the message sent Enter 0 days to send the message on the same day that the payment is due.
Kalix offers you the choice of avoiding sending automated messages during the weekend (Saturday and Sunday). Click on the tick box to select this feature.
Shared Documents Message Templates
Customize the email, SMS, and text-to-voice message associated with multi-shared documents via the Messaging Settings page.
Select edit Message Templates under the Shared Documents Message Templates section of this page.
A pop-up window will appear. Choose whether you wish to modify the email, SMS (text message), or text-to-voice message template.
Make your desired changes to the message template and click save.
Note: the auto text field Link (Required) must be included somewhere in the message template. This auto text field is where Kalix will add the secure link and code that the recipient uses to access the shared documents.
Out of Office Reply
Let clients and contacts know you are out of the office by sending automatic message responses to new incoming email and SMS (text) messages.
Use the switch to turn on this feature. Click on Edit Message Templates to customize the automated responses Kalix sends.
Note: To prevent SPAM, out-of-office messages are sent to a particular email or cell phone number a maximum of once a day.
One Additional Task - Setting-up your Automated Message Templates
One additional step is to customize your automated message templates. Using autotext fields, Kalix will fill each message with the client-specific information before sending it. For more information please click on the below links.