📝 Overview
This article walks you through setting up and configuring the Calling Module in ChiroHD. Follow each section to ensure your clinic’s calling workflow is optimized for patient announcements, treatment area assignment, device mapping, and audio preferences.
What is the Calling Module?
The ChiroHD Calling Module helps clinics manage patient flow by automatically assigning arrived patients to treatment areas and announcing those assignments through audio notifications. The feature supports customizable language settings, appointment auto-queueing, and device mapping to streamline patient movement and improve clinic efficiency.
Setting Up the Calling Module
1. Setup of Treatment Areas
Navigate to your Live location, Settings, Initial Setup, Treatment Areas OR
Navigate to your Live Location, Calling Tab, Appointment Areas, Create Area
Ensure Treatment areas (e.g., Table 1, Exam Room) are added and fill out Phonetical Name.
If you have further questions about the specifics on Treatment Areas, please reference our other resources on this topic.
2. Enable the Calling Module - Toggle
If the Calling tab isn't visible on the calendar screen, this setting is likely off.
To enable the Calling Module, navigate to your Live Location, Settings, Office, Office Configuration, Toggle on Enable Calling Module.
After enabling, the Calling tab appears on the home screen.
3. Configuring Appointment Types for Auto-Assign
Navigate to your System Dashboard, System Settings, Appointment Types.
Click the Name of the Appointment type.
If set to True, this appointment type will be Eligible for Auto-queueing.
If set to False, the appointment must be manually assigned to an area.
4. Assigning Treatment Areas to SOAP Devices
Go to each computer or tablet located at an treatment area.
On each computer or tablet, open your preferred SOAP Note screen (Provider Mode, Patient Mode, or Patient Chart).
Use the drop-down menu at the top-right to assign a label to that device.
For example, if you're on the computer at "Table 1," select "Table 1" from the menu.
This is how the calling module knows where to assign people or where the SOAP note is coming from—what area is this SOAP note coming from; therefore, what appointment area is that patient in?
Remember to do this on every device at every appointment area.
5. Verify Device Time Settings
⚠️ Incorrect date, time, or time zone settings may disrupt Calling Module functionality.
Before enabling the Calling Module, verify that each computer in your treatment areas has the correct date, time, and time zone configured in the device's system settings.
These settings are managed on the computer and are not controlled within ChiroHD.
6. Identifying and Managing the Active Calling Device
The Active Calling Device is the device (computer, tablet, etc.) that is connected to the speakers.
REMINDER: Only enable audio on ONE device to avoid duplicate calls.
Identify which device this will be for your office as this will be the ONLY device where you enable calling.
Enabling calling on multiple devices will cause each to start calling names, leading to conflicts.
If you see a message on your calling module setup stating that audio is enabled on a different device, you can Update Calling to This Device only if you intend to move where audio comes from.
Example: Calling is enabled on Front Desk 2 (Active Calling Device). From another workstation, you may open the calling module to update settings (mappings, verbiage, etc.) without switching the active calling device.
Only click Update when you truly need to change where the audio comes from.
If the Active Calling Device is also your check-in device, please scroll below to “Enable the calling module on the check-in device.” This setup does differ slightly from the normal setup instructions.
Note on Bluetooth:
We officially do not support the use of bluetooth speakers for the calling module due to the vast variance in functionality between brands and models. You can certainly try a bluetooth speaker, but our support team will not be able to troubleshoot any calling module issues if you choose to use one, and we cannot guarantee that the calling module will function correctly with the use of a bluetooth speaker.
7. Enabling Audio on Active Calling Device
On the speaker-connected device:
Navigate to your Live Location, the Calling tab.
Click Enable Audio on This Device/Tab.
🎧 REMINDER: Only enable audio on ONE device to avoid duplicate calls.
8. Configuring the Calling Module
A. Calling Device
In this field, enter the designated name for your Calling Device.
This name helps identify the specific workstation responsible for playing audio announcements.
B. Enable Calling
If Calling is enabled, voice will come over your speakers and tell patients which area to go to.
If Calling is disabled, patients may still be assigned to treatment areas but no audible announcements will play.
When calling is enabled, you'll also see additional configurations (D-H) pop up.
C. Auto-Queuing
Use the drop-down to enable or disable Auto-Queuing.
When enabled, ChiroHD automatically assigns an arrived appointment to the first available appointment area and/or honors the appointment settings you set up (including mappings and preferences).
When enabled, this opens up the Appointment and Calendar Mapping Options (K and L).
When disabled, room assignments are performed manually.
D. Primary and Secondary Language Preference
You can configure primary and secondary language preferences at both the office and patient levels.
To update your office level language preferences, navigate to your Live Location, Settings, Office, Office Info. Currently, these office level language preferences are used only by the Calling Module.
To view or update a patient's preferred language in their profile, navigate to the Patient Profile, Patient Info Tab and select the appropriate language preference.
E. Speech Engine
Speech Engine allows you to select the cadence of speech.
Standard is more robotic/computer-sounding.
Neural sounds more like a human speaking with a standard conversational cadence.
F. Speech Style
Speech Style gives you two options of how you can edit the Verbiage Template.
Text
The system will read the text, then announce the appointment area.
You can edit this text (e.g., “Head back to …”).
SSML
NOTE: Do not modify any other SSML settings beyond the numeric values.
Change the break time and rate of speech in the Verbiage Template by using SSML.
Break Time
The pause between calling patients to their areas. If multiple patients arrive back-to-back, this is the pause between calls. Adjust only the number of seconds.
Rate of Speech (prosody)
If too fast/slow, adjust only the numerical value.
G. Voice Options
Select the voice audio option for the calling module from the drop-down menu.
H. Verbiage Template
Customize the verbiage to suit your preferences (using either Text or SSML shown above).
Adjust punctuation (commas, periods, exclamations) to improve clarity and flow.
You can use macros to pull the patient's first name (do not pull both first and last).
Keep these macros as they are so that the calling module functions accordingly.
I. Test Audible Message
Test audible on this device: Tests the current field on your current computer.
Test audible on calling module: Tests on the device connected to speakers in your office.
J. Treatment Areas
Enable or disable specific treatment areas.
Enabled: Room is available for appointments to be assigned when open.
Enabled for preferences only: Room will be available only when it matches a patient’s profile preference.
Disabled: Stops the calling module or your office from assigning anyone to that area.
Rearrange the order of areas via drag-and-drop.
To add a new area, click Create Area.
If you have further questions about the specifics on Treatment Areas, please reference our other resources on this topic.
K. Appointment Type Area Mapping
See details about Appointment Type Area Mapping in the section below.
L. Calendar Area Mapping
See details about Calendar Area Mapping in the section below.
9. Calling Module Preference Settings
A. Nickname Calling
When Nickname Calling is enabled, the Calling Module will announce the patient's nickname if the Nickname field is populated in their patient profile.
When Nickname Calling is disabled, the Calling Module will announce the patient's first name only.
Upon enabling this setting, a warning message will appear if existing patient records contain nicknames.
If you click the Here, you will see a CSV file of a report that shows all the active patients with a nickname in your office.
Important: If your office uses the Nickname field for internal purposes, those values may be announced aloud. Review all patient nicknames before enabling this setting.
B. Room Assignment
First Available - Assigns the patient to the next open room in order of which room came available first.
Round Robin - Assigns the patient by cycling through rooms sequentially regardless of which one comes available first, distributing patients evenly across rooms.
C. Calling on Manual Room Assignment
Enable this setting if you want to use the Calling Module without utilizing Auto-Queueing.
D. Queue Delay
This setting determines how long the system waits after a patient is marked as Arrived before the patient becomes eligible to be called through the Calling Module.
E. Queue Order
Arrival Time - Patients are called in the order they arrived or when they checked in.
Appointment Time - Patients are called by their scheduled appointment time.
On-time patients are always called before late patients.
If Appointment time is chosen, it will open up the Grace Period option.
F. Grace Period
This setting determines the grace period used to classify a patient as on time for their appointment. Available options include 5, 10, or 15 minutes.
10. Appointment Mapping (Optional but Recommended)
Appointment mapping allows specific appointment types to be routed to designated treatment areas.
If you do not set up mapping and you have Auto-Queuing enabled, the system will assign any eligible appointments to any available room.
Mapping Hierarchy
The calling module will honor the most specific applicable rule before broader rules.
Patient Preference (most specific)
then Appointment Mapping
then Calendar Mapping
Lets talk about each of the three appointment mapping categories in depth.
Patient Preference Mapping
On the Patient Profile, Info Tab, scroll down to Preferred Treatment Area and select the preferred room (e.g., a patient who needs a scoliosis table located in one specific room). Click Submit changes.
Appointment Mapping
Click Create Appointment Mapping, select Appointment Type (and optionally Appointment Subtype), select the Treatment Area.
Example: Re-exam appointments should only go to your Exam/X-ray room.
Each mapping includes a Do Not Call option. When selected, patients associated with that mapping will not be included in the Calling Module queue.
Example: Auto-assign based on mapping but do not call yet if the patient must sign a form first.
Subtypes - if you have multiple appt types, the subtype mapping is disabled because it is too difficult to assign multiple appointments with multiple subtypes to multiple rooms.
Calendar Mapping
Click Create Calendar Mapping, Select the Calendar (e.g., Provider/calendar resource), Select the Treatment Area.
Example: All New Patient appointments on a provider’s calendar should go to Room 1 for exams/X-rays.
11. Enable Calling on a Check-In Device
If the Active Calling Device is also your check-in device, this setup does differ slightly from the normal setup instructions.
Log into the check-in device. Ensure this is the Active Calling Device (or the device connected to the speakers).
Type 555-555-5555 on the check-in screen.
Click Enable Audio on This Device/Tab on the blue warning screen.
Configure the settings as described above.
Click Go Back to Check-in Screen so patients can continue checking in as usual.
There is a another resource that will cover Calling Module Day-to-Day Usage if you have further questions.
✅ Key takeaways
Create all treatment areas before enabling the calling module.
Configure device and appointment type settings for automation or manual assignment.
Use phonetic names and preferred languages for clear, accurate announcements.
Assign SOAP devices to treatment areas individually for accurate workflow management.
Only enable audio on the designated calling device; avoid Bluetooth speakers.
Map appointment types and patient preferences for targeted, personalized patient care.
📌 Conclusion
With your ChiroHD calling module configured, your office is ready to manage patient flow efficiently. The next video will guide you through using the calling module for daily staff and provider workflows, including managing assignments, queues, and treatment area controls.