Kalix allows you to securely share online forms, electronic agreements, letters, client summary and other documents via Kalix's documents and messaging feature. Save time by automating your intake process. Stay connect by sharing completed chart notes, letters and summaries with other healthcare professionals.
Note: Before sharing documents, you must enable Kalix's Messaging feature, click here for details.
For convenience, the rest of this article will refer to online paperwork, forms, letters etc as documents.
The Share Link & Code
The recipient (the client or contact) accesses the shared document via a secure web link and access code. Kalix can be sent these with just a couple of clicks (see below for workflow) via email, SMS (text message) or text-to-voice.
Alternatively, a document's link and code can be copied and pasted (see below for details) and sent manually via your own email.
The link is your client's or contact's temporary login to the online document. The code is the key (or password) to unlock the document. The code provides extra security to prevent breaches.
Note: Kalix does not send the document via email, text-to-voice or SMS, only the web link, and code. The shared document is viewed and completed within Kalix, in an encrypted HIPAA compliant environment. Please click here to find out more about this feature and HIPAA compliance.
Setting up Templates for Online Documents
Templates are pre-formatted files that serve as the starting point for new documents, including online documents. Before you start sending online documents, you must (if not already done so, set up your templates).
You can add templates to your account from Kalix's Template Library (recommended) or create your own templates from scratch.
Before sharing documents, you must enable and set-up Kalix's messaging feature as well as assigning a messaging method against the client's or contacts details page.
1) Enabling & Setting-up Messaging
Kalix's Messaging feature, can be enabled under the Messaging Setting section of the Messaging tab.
2) Setting-up the Client's or Contacts Details Page
A messaging method should be assigned against the client or contact's details page, as well as their contact email, phone and/or fax number.
- Make sure the client or contact has a valid email, fax and/or phone number saved.
- Phone numbers must contain your state area code.
- If using SMS (text message), the telephone number Type field must be set to cell phone (or mobile).
- If using fax, the telephone number Type field must be set to fax.
Note: Kalix allows you to save unlimited contact phone numbers against the client's Details page. If you save multiple numbers for a particular contact, Kalix will send messages to the first phone number listed.
If you choose to use Opt-in messaging, clients or contacts will need to opt-in to Kalix's messaging system before an online document can be received (note you can queue online documents to go out before the opt-in is accepted). Opt-in is not supported for fax.
Kalix will automatically send opt-in messages to clients or contacts (using their assigned messaging method) when their first message from Kalix is due to go out e.g. as you sent them their first online document.
Once the client or contact has opted in, the queued message/s e.g. the message associated with the online document will automatically go out. Kalix's Messaging Opt-in functionality offers better security to both you and your clients. It also makes it easier to maintain HIPAA Compliance.
Sending Online Documents
To send out the online document, your first need to create a new document (just as you would do to create a new chart note).
In the new document, select the checkbox - Share with others (if not already ticked).
The page will refresh. You will notice the appearance of two buttons.
View Manual Link
View Manual Link will just display the document's link and code. This information can be copied and pasted and sent manually via your own email. Click on the button to view and copy the link.
The Send Document button will use Kalix to send the document's link and code via messaging. Click on this button. The Send Message pop up window will appear.
You have the option of sending the document to the associated client or one of their contacts e.g primary care physician. Select who you wish to send the document to and click send.
Note: Kalix only supports sending one document per link. A single link cannot be used to access multiple forms. Multiple messages, however, can be used to send a client or contact several documents at once.
Client or Contact Access
To access a shared document, the client or contact clicks on the link included in the associated text message or email, (or manually enters the URL into a web browser, if using text-to-voice). Their browser navigates to the below page, where the they enter their code.
The code is included in the document's associated message along with the URL (an example email shown below).
The code can be copied from the message and then pasted into the field (or manually entered).
You will get an email notification new an online form has been submitted.
You can view shared documents at any time, even before your client or contact have submitted them. The doc will be saved against the Documents section of the client's Cover Page.