There are two main screens or pages that make up appointments: 

1) The New/Edit Appointment screen 

2) The Appointment Details page

This document will go over the New/Edit Appointment screen, for information about the Appointment Details page, click here


Accessing the Edit Appointment Screen

To editing an existing appointment, either click on the existing appointment slot via the appointment calendar or access the appointment from the appointments section of the client's Cover Page.

Via the Appointment Calendar

  1. On the appointment calendar, click on the applicable appointment block
  2. The New/Edit Appointment screen will appear


Via the Client's Cover Page

Alternatively, you can directly access the Edit Appointment screen via the client's Cover Page. 

  1. Open the client's file. 
  2. The first page in the client's file is the Cover Page. Under the Appointment section (as shown below), you can click on the calendar icon to view the Edit Appointment screen.


Creating a New Appointment

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

Alternatively, click on the New Appointment link as shown below:


New/Edit Appointment Screen

 This document will now detail each field on the New/Edit Appointment screen.



This is person who is taking 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 are able to schedule appointments for other clinicians.



The type of appointment that is being conducted. Kalix provides you with a list of preset appointment types, however, we recommend that you create and customize your own via the Appointment Types page. Customization includes being able to add a set duration to each appointment, making scheduling much quicker.


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 click here for details.


 From and To

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. 



Click to select the appointment location, in the Location field. The location's address will be shown in the address field.

Appointment locations can be set-up in Kalix 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 that you want to show up on the appointment slot via the Details field. 

Add Clients

Add the client/s (or patient/s) who will be attending the appointment via the clients 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 appointment screen, click here for details.


Group Appointments

Kalix supports group appointment bookings. Just continue to add clients to the appointment using the Find Client search and/or the new Client link.

Selected Client

Once a client has been associated with an appointment, the client section on the Edit Appointment screen will appear as below. It is made up of the following components.


Linked Referral
You are able to associate a referral with the appointment click here (US) or here (everyone else) for details about referrals.

By linking referrals to appointments you can keep track of the number of appointments a client has attended via the referral 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, referring provider details.

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


Mark off whether client document's, doctors letters and billing have been completed, click here for details.
By selecting or deselecting the Reminder checkbox, you can choose whether automated appointment notices and reminders are sent out for this appointment, click here for information about this.
Appointment Status
Assign an attendance status against the client and the appointment, click here for information about this.

Recurrent Appointments

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


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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