A key task when setting up your Kalix account is to enter your provider details, as well the details for your practice. Kalix will automatically use these details when creating bills, documents and messages.
My Details Page
Entering Your Individual User Details
First set-up your ID and contact details and access settings as an individual user. These are not your practice details, you will set-up your practice or organization details later.
Click on settings (your practice's name) on the top header, then select My Details.
The first section of the My Details page contains your general contact details, as well as your individual ID numbers for billing purposes. To set-up and edit, click on the pencil icon as shown below:
The Edit General Details pop-up window will appear. The following fields are supported:
1) Name and Title: your name was set-up when you first registered for Kalix. These details can be edited at anytime.
2) Credentials (Optional): your qualifications or credentials. Entering your credentials is optional, but they can be used by Kalix's billing functionality (superbills and CMS 1500 field 31) and added to documents.
3) Contact Email: Kalix will use the entered email as your contact email. Your contact email can be added to documents and bills/invoices. System notifications are also sent to this email e.g. new appointment, new message, document submission notifications.
Note: Modifying this email address will not change your Kalix login in email. For security purposes, we ask you to contact Kalix support to change your login email.
4) Phone Numbers: Kalix supports the entry of unlimited contact phone numbers. Contact phone number can be include on bills/invoices as well as in documents and messages. Add additional telephone numbers by clicking on the Add button (shown above). Use the type field to select number type e.g. cell phone, home, work, after hours, fax.
5) Individual NPI (or Provider Number): Input your individual (or Type 1) National Provider Identifier (NPI) number in this field for insurance billing purposes (superbills and CMS 1500 field 24J).
Note: This field is for your individual NPI which identifies you as the individual provider of your billed services. It is not for your group (or Type 2) NPI. Your group NPI will be entered later under the billing details section of the Account Settings page.
If you wish to label your NPI, add a name in the field called Name.
6) Individual Tax ID (Optional): You have the ability to save your federal tax identification number e.g. your Social Security number for invoices and superbills. Entering this number is optional and is not used for insurance billing purposes.
Note: Your practice's tax ID number will be entered later under the billing details section of the Account Settings page.
7) Other ID Number: Input any non-NPI ID numbers you use as an individual provider (CMS 1500 field 24J). Non-NPI ID numbers are assigned by a specific payer or a third party, as a unique identifier e.g. State License Number, or Taxonomy Number.
If completed, the Other ID Qualifier field must also be selected in the neighboring field. Other ID Qualifier identifies the type of other ID number entered in the preceding field.
Under the provider description section, you can write a short description about yourself (e.g. background information, your work history, speciality areas, courses completed).
This description is displayed along with your name and credentials, as part of the online scheduler. Clients will be able to read this description when scheduling an online appointment. Learn More
Edit Other User's My Details Page (Directors Only)
If you are a director of your account, Kalix also allows you to edit other user's My Details page.
1) Navigate to the User Management page. Under the Users section, against the specific user you wish to edit, click on the menu icon (3 vertical dots).
2) Click on Edit User Details.
3) Kalix will take you to the user's My Details page. Make you changes and click save.
The last section on this page controls your access to Kalix. Here you can reset your login password, as well as set-up Two-Factor Authentication.
To change your login password, click on the Modify button next to Change Password.
The Change Password window will appear (shown below). Enter your current password, followed by your new password.
Note: For security purposes and HIPAA compliance, make sure you choose a strong password. Learn More.
Two-Factor Authentication is an extra layer of security for your Kalix account. It uses a trusted device (your phone or tablet) to verify your identity when logging into Kalix. This prevents anyone but you from using your login, even if they know your password.
Kalix gives you the option of setting and using two-factor authentication each time you log into the program.
Please Note: Account directors can make it mandatory for all users to log in to Kalix using Two-Factor Authentication via Account Settings (please see below for details).
Notifications is the second page under My Details. Use Notifications to control how often you receive system notification emails from Kalix. Learn More
Entering Your Account (Practice's) Details
Next, it is a good idea to enter your practice's details under the Account Settings (Directors and Administrative users only).
The first section of the page is the general section. It contains information including practice or organization name, country, timezone, currency and profession. These details were set-up when you first created your trial account.
Click on the expand icon at the end or any row to edit.
Two-Factor Authentication is a security setting for your account. It uses secondary devices to verify your users' identity each time they log into Kalix. This prevents anyone but you and your invited users from accessing your account, even if a third party know someone's username and password.
From Account Settings, you are able to require all users to set-up and use two-factor authentication each time they log into Kalix. To do this just turn on the switch.
Legal (US Only)
For US customers, Account settings contains a Legal section. Here is where you can view and sign your Business Associate Agreement (BAA) with Kalix. Learn More
Kalix allows you to enter as many practice locations as needed. To create a new location, click on the Add Location button.
Locations can be physical, virtual and even home or workplace visits. Kalix uses location details for appointment scheduling purposes, automated appointment messages and as the service facility in billing (CMS 1500 field 32). An unlimited number of locations are supported.
The name of the location - it could be the building or office name e.g. Patrick Street Clinic, your practice name or location type e.g. Virtual Appointment.
If creating multiple locations, each name should be unique for identification purposes.
Location name is used for appointment scheduling, in automated appointment messages and for insurance billing purposes (CMS 1500 field 32).
2. Location NPI (Optional)
If the location has a different HIPAA National Provider Identifier (NPI) number compared to the Billing Provider NPI (your group NPI or your own NPI if you are a sole proprietorship) make sure you enter it in the NPI field.
3. Other ID (Optional)
If you have a non-NPI ID number for the particular location, enter it in the Other ID field. Other ID is used for insurance billing purposes (CMS 1500 field 32B). This number is assigned by the payer (insurance company) as a unique identifier for the service facility location.
If entering an Other ID number, please also select a qualifier for the service facility's non-NPI ID number. It is used for insurance billing purposes to identify the type of Non-NPI number used (CMS 1500 field 32B).
4. Location Type
As mentioned above, Kalix supports three different location types. Select what type of location you are setting up.
Your selection configures the way location details are displayed for appointment scheduling and automated appointment messages.
The allowed options are shown below:
- Physical Address: For office locations. Enter the location address in the below fields.
- Virtual Location: For non-physical locations e.g. virtual meetings, telephone appointments. Once you have selected this option, Kalix will allow you to enter a virtual location description (instead of a physical address). Use this field to describe how or where appointments will take place e.g. via secure online meeting, you will be called using your preferred phone number.
- Home/Workplace Visit: Kalix will use the associated client's residential address (as saved against the client's Details page) as the location address.
5. Billing Location
Select the address you would like to use for billing purposes i.e. the Service Facility/Place of Service.
- Location Address: Kalix will use the same address as per the location address field.
Note: if you are setting up a virtual location for insurance billing purposes (CMS 1500), Location Address should be selected as the Billing Location. A physical address must also be entered into the address fields (as shown below).
- Client Address: Kalix will use the associated client's residential address (as saved against the client's Details page) as the location's billing address.
Mailing & Billing Details
Under the last section on the Account Setting page, enter the details you will use for billing and contact purposes. Kalix inputs this information as the billing provider info for insurance billing (CMS 1500 field 33) and as your mailing address in superbills and invoices. If you use multiple NPIs or Tax IDs, enter each as a new mailing and billing address.
Click on the Add Mailing and Billing Address to set-up your details.
1. Billing Provider Name
Enter your practice's legal name (or your name if you have a sole proprietorship). This is used for insurance billing purposes (CMS 1500 field 33).
Your billing provider phone number for insurance billing purposes (CMS 1500 field 33) or your practice's contact phone number.
3. Billing Provider NPI
Enter the HIPAA National Provider Identifier (NPI) number of the billing provider (CMS 1500 field 33A). This is the group (or Type 2) NPI number for your practice, or your individual (or Type 1) NPI if you are a sole proprietorship.
4. Tax ID & Type
Enter the federal tax ID number you use for billing purposes (CMS 1500 field 25). This is your businesses' employer identification number assigned by the IRS, or your social security number. The tax ID type must also be selected in the neighboring field (SSN or EIN).
5. Other ID & Qualifier (Optional)
This is the non-NPI ID number of the billing provider, used for insurance billing purposes (CMS 1500 field 33B).
This number is assigned by a specific payer (insurance company) or by a third party as a unique identifier for you as a provider or for your profession type e.g. Registered Dietitian.
The specific insurance companies you are billing will most likely let you know whether an other ID number is required. Common options include:
- State License Number - your license number, (requirement depends on the state you practice) assigned by your state.
- Provider Commercial Number - number assigned by third-party payer (insurance company).
- Provider Taxonomy - codes for identifying the provider type and area of specialization for health care professionals e.g. Registered Dietitian = 133V00000X. Click here for full list.
Other ID Qualifier: to denote which ID type you have entered, select the applicable option in the Other ID Qualifier field. If you are required to enter an ID number for billing purposes, the Other ID Qualifier must also be selected.
You address for billing or contact purposes. This is required for insurance billing purposes (CMS 1500 field 33).
Other Things to Set-up
While setting up your Kalix account, you may also wish to do the following: