📝 Overview
The Calling Module in ChiroHD allows you to efficiently assign and call patients to appointment areas using automated or manual options. Whether you use check-in devices, flow tab, or SOAP notes screen, this tool helps guide patients to the correct areas and keeps operations smooth.
🧭 Finding and Setting Up Office Areas
Navigate to:
Live Location > Settings > Initial Setup > Adjusting Areas
→ Ensure appointment areas (e.g., Table 1, Exam Room) are added.
🔧 Step-by-Step Setup Instructions
1. Enable the Calling Module
Go to:
Settings > Office > Office Configuration > Enable Calling Module
✅ If the Calling tab isn't visible on the calendar screen, this setting is likely off.
2. Set Appointment Types to Auto-Assign
Navigate to:
System Dashboard > System Settings > Appointment Types
→ Click appointment type > Set Eligible for Auto Assign = True
❗ If set to False, the appointment must be manually assigned to an area.
3. Create Appointment Areas
Go to:
Live location > Settings > Initial Setup > Adjusting Areas
→ OR in the Calling Tab > Appointment Areas > Create AreaAdd Name, Phonetic Name, and Order
Drag and drop to reorder
4. Assign Areas to SOAP Devices
Go to each computer or tablet located at an adjusting area.
Open your preferred SOAP notes 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. Confirm Computer Time Settings
Make sure each device uses the correct time zone
⚠️ Incorrect time may disrupt the calling system.
6. Identify the Device Connected to Speakers
Determine which device (computer, tablet, etc.) is connected to the speakers, 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.
Note: 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.
If the device that is connected to the speakers 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.
7. Enable the Calling Module
On the speaker-connected device:
Go to the Calling tab
Click Enable Audio on This Device/Tab
🎧 Only enable audio on one device to avoid duplicate calls.
8. Configure the Calling Module
You’ll be taken to the calling module configuration page with the following options:
A. Calling Device
In this field, enter the designated name for your Calling Device. This name helps identify the specific device responsible for playing audible calls.
B. Enable Calling
Once audio is enabled, this section will turn blue. To disable, click it again to toggle to a gray Disable Calling on This Device button.
If Calling is enabled, voice will come over your speakers and tell patients which area to go to. If Calling is disabled, ChiroHD (or your staff) can still assign patients to appointment areas, but no audio will play.
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 disabled, your staff will manually assign patients to areas.
D. Speech Engine
Select the cadence of speech. Standard is more robotic/computer-sounding. Neural sounds more like a human speaking with a standard conversational cadence.
E. Speech Style
Text: You can use macros to pull the patient's first name (do not pull both first and last). The system will read the text, then announce the appointment area. You can edit this text (e.g., “Head back to …”).
SSML: Provides additional controls while keeping the same text.
F. Voice
Select the voice for the calling module from the drop-down menu.
G. Verbiage Template
Customize the verbiage to suit your preferences. Adjust punctuation (commas, periods, exclamations) to improve clarity and flow.
Change the break time and rate of speech by switching to 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.
Do not modify any other SSML settings beyond the numeric values. ⚠️
H. 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.
I. Appointment Areas
Enable or disable specific adjusting 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.
9. Appointment Mapping (Optional but Recommended)
If you do not set up mapping and you have Auto-Queuing enabled, the system will assign any eligible appointments to any available room. When certain appointment types should be restricted to specific areas, use mapping:
a) Appointment Type Mapping
Click Add Mapping → select Appointment Type (and optionally Appointment Subtype) → select the Area.
Example: Re-exam appointments should only go to your Exam/X-ray room.
For each mapping, you can choose to call out loud (or not). For example, auto-assign based on mapping but do not call yet if the patient must sign a form first.
b) Calendar Mapping
Click Add Calendar Mapping → Select the Calendar (e.g., Provider/calendar resource) → Select the Area.
Example: All New Patient appointments on a provider’s calendar should go to Room 1 for exams/X-rays.
c) Patient Preference Mapping
On a Patient Profile, scroll to Preferred Adjusting Area and select the preferred room (e.g., a patient who needs a scoliosis table located in one specific room). Click Submit Changes.
In the calling module setup, you can mark that room as Enabled for preferences only—honoring that preference without assigning other appointments there. The UI highlights this state in a lighter blue.
Mapping Priority (specific → broad):
Patient Preference (most specific)
Appointment Mapping
Calendar Mapping
The calling module will honor the most specific applicable rule before broader rules.
🖥️ Managing the Active Calling Device
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 (speaker-connected 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.
✅ Enabling Calling on a Check-In Device
Log into the check-in device. Ensure this is 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.
📲 Using the Calling Module: 3 Options
Option 1: Auto-Assign Patients to Rooms
Follow the setup instructions above.
Set Auto-Queuing to Enabled. The system will automatically call patients to available adjusting areas.
You can prevent auto-queueing a specific appointment type by setting that appointment to "false".
Option 2: Manually Assign Patients to Rooms
Follow the setup instructions.
Set Auto-Queuing to Disabled.
Use the Flow tab on the calendar screen to manually drag and drop patients to the desired area.
Option 3: Assign Patients via Provider SOAP Notes Screen
Follow the setup instructions.
On the devices in adjusting areas, click the user’s name in the top right and go to Preferences.
When patients are marked as arrived, providers can assign them to specific areas from the queue by clicking their name.
Use the Call Patient button to initiate the call.
✅ Key Takeaways
Only enable audio on one device connected to speakers
Use appointment mapping and patient preferences for optimal room assignment
Choose between auto-queuing and manual assignment
Customize verbiage, voice, and pacing for clear announcements
Test audio regularly to ensure it's working properly
📌 Conclusion
By following these steps, your Calling Module will be fully configured for a smooth and professional patient flow. Whether automated or manual, ChiroHD’s Calling Module helps guide patients efficiently and ensures a more organized front office experience.