Creating Appointments

An overview of creating appointments in Kalix.

Updated over a week ago

Kalix doesn't just keep you on track; it saves you a step ahead. All you need to do is create appointments via our intuitive calendar. Kalix automatically sends out online documents, agreements, and reminders. The clients' information copies over to their profile, chart notes, and bills. So, you can focus on what you do best: client care.


Contents of this article:

Creating a New Appointment

To create a new appointment, double-click on the appointment start time. 

Alternatively, select the New Appointment button on the top left of the calendar as shown below:


Clients can also schedule their own appointments via Kalix's online scheduling widget.

The New Appointment Screen

After selecting to create an appointment, the New Appointment window will appear. We will now describe each field on the screen.


The clinician is the person who is conducting the appointment. Kalix supports adding multiple clinicians per appointment. Depending on your access level to Kalix (if you are a Director or Administrative user), you can schedule appointments for other clinicians.

Appointment Type

Appointment Type is the kind of appointment being scheduled. Kalix has a list of preset appointment types. However, we recommend creating and customizing your own via the Appointment Types page. Customization includes assigning appointment durations and default locations, enabling telehealth and group booking. Setting up your appointment types makes scheduling much quicker.

Appointment Date & Time

The appointment's start and end time and date are entered into the To and From fields. If your appointment type has a set duration, Kalix will autocomplete the end time for you. 

Note: If you chose a time slot that is outside of the availability of the clinician, an alert above. You can choose to hide this alert in the calendar settings.


Click to select the appointment location in the Location field. If the location is a physical one, its address will also be shown in the field below.

Locations can be physical addresses, virtual (e.g., telehealth, telehealth), or home visits (uses the client's address).


Kalix can autocomplete the appointment's location for you. To set this up, assign a default location against each specific appointment type via the Appointment Types page.

Setting up Locations

Appointment locations are set up via the Locations section of the Accounts Settings page. 


You may also enter a room number for the appointment. These details will be shown on the appointment slot. 


Enter any other information you would like to show up on the appointment slot via the Details field. 

Add Clients

Add the client/s who are attending the appointment via the client's section of the appointment screen.

If the client already exists in Kalix, search for their name via the Find Client field.

If the client does not have a client file in Kalix yet, you can create a new client file via the New Client button.

Linked Referral/Diagnosis

You are able to associate appointments with a referral/diagnosis code for insurance billing.

By linking referrals to appointments, you can keep track of the number of appointments a client has attended via the appointment tracking functionality.

When creating a bill or invoice for a specific appointment, Kalix can also auto-add the linked referral information, e.g., diagnosis codes and referring provider details.

If there is a current active referral for the client, Kalix will automatically link this referral to the appointment.

Non-Client Related Appointments

Kalix also allows you to create non-client-related appointments, e.g., for events, meetings, and unavailable time. You can set up non-client-related appointment types when you set up your appointment types.

Group Appointments

Any appointment type can be made a group session. When creating the appointment, add clients one by one like you usually do for any other appointment.

Just continue to add clients to the appointment using the Find Client search and/or the New Client link.

Allowing Clients to Book into Groups Using Kalix's Online Scheduling Widget (coming August 6)

If you wish to allow clients to book themselves into a group appointment online, select the Support Group Scheduling check box on the New Appointment screen.

Enter the maximum number of attendees you want to attend into the Max Attendees field and click save.

To save time, you can customize any appointment type to allow group scheduling as a default via the Appointment Types page.


Kalix can keep track of the completion of online documents, letters, and bills associated with particular appointments.

Kalix will highlight (or mark complete) the document icon when the client has submitted the shared documents sent as part of their appointment messages.

The bills icon (calculator) will be highlighted when a bill is created for the appointment.

Marking the doctor's letter as complete is a manual process.

Appointment Status

Assign an attendance status against the client and the appointment.

Recurring Appointments

You can make any recurring appointment by selecting the checkbox Recurring. Enter how often you would like the appointment to recur. Lastly, enter an end time for the recurring appointments. Click Save.

Appointment Messages

By turning on or off the Appointment Messages switch, you can choose whether automated appointment notices and reminders are sent out for this appointment.

Enable Telehealth

To turn the appointment into a telehealth (virtual meeting) one, select the Enable Telehealth checkbox. 

You can also set up Kalix to automatically check this field if scheduling using specific appointment types that have Telehealth Enabled checked on their Appointment Types page. 


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