Kalix streamlines your in-house billing process, making it incredibly easy to create and track client invoices, payments, superbills, and insurance billing.
When you first start using Kalix, you must set up your Kalix account. Once everything is set up, you will not need to modify these settings again.
Below is an overview of the progress of the account set-up.
Article Contents
Select Learn More at the bottom of each section for detailed instructions.
1. Your Practice Details
First, set up your practice details. You need to make sure you set up the following:
Clinician: (individuals who provide the billed services). Enter these details via the My Details page.
Billing details: Set up your practice details, such as NPI and tax ID, used for billing purposes. Input these into the Account Settings page's Mailing and Billing Details section.
Make sure that you enter the NPI type. If your NPI is a Type 1 for Individual, you will see the section to enter the first and last name of the NPI holder.
Location of service details: (the locations where billed services are conducted). Enter location details under the Location section of the Account Settings page.
2. Payments
Kalix's payments functionality lets you link your Stripe or Square account to accept payments online and in person.
You can also choose which payment methods you wish to support, including credit cards, Afterpay (and other buy now pay later vendors), Direct Debit, and Apple Pay.
Clients can save their payment details for future use via:
Online Scheduling Widget: requires clients to enter their payment details to book appointments online.
Online Documents (forms): collect payment details through online documents (credit card element).
Shared Invoices: as a client pays for an invoice online, they can choose to save their payment details to file for future use.
Users (e.g., providers, admin staff) can save client credit cards from:
The client's file: the details page of the client file.
Invoices: when adding a payment to an invoice.
Payments can be made:
Online Scheduling Widget: requires clients to pay for appointments upfront as they schedule them online.
Billing: after a user generates a bill (invoice, superbill, or insurance bill), client credit cards can be charged via the payment page.
Shared Invoices: share invoices with clients for them to pay online
To set up, navigate to the Integrations section of the Accounts Settings page. Select Connect against your chosen online payment solution.
3. Setting up Clearinghouses For Insurance Billing (USA Only)
Kalix simplifies insurance billing with a fully integrated billing solution and managed clearinghouse, ensuring automated claim tracking, real-time updates, and faster processing with no third-party clearinghouses to deal with. This results in lower fees and quicker reimbursements.
For $15/month (per Billing Provider Tax ID), the Kalix Managed Clearinghouse gets you unlimited claims, insurers, and rendering providers.
To set up, please follow the steps below.
On the top menu bar, navigate to Settings (your practice name) > Account Settings > Integrations.
Under the Insurance Clearinghouses selection, select the Subscribe button associated with Kalix.
Third-Party Clearinghouses
Prefer a different clearinghouse? Kalix directly integrates with 4 third-party clearinghouses clearinghouses: Availity, Claim MD, Office Ally & TriZetto via Secure FTP (or SFTP) for batch claim processing. By using Kalix's clearinghouse integrations, you can submit claims to your chosen clearinghouses from within Kalix with a click of a button.
You can receive back claim status updates, remittance advice, payment information, adjustments, and patient responsibility amounts without ever leaving Kalix.
Clearinghouse Lookup
To view each clearinghouse's participating insurer, navigate to the Integrations section of Account Settings in Kalix and use the Clearinghouse Lookup.
Use the search field to find each insurer you bill by name (usually, including your state in the search terms gives a more exact match). Kalix will list the supporting clearinghouses and their participating status.
Connecting Kalix to Your Selected Clearinghouses
Navigate to the Integrations page of Account Settings in Kalix.
Scroll down to the Clearinghouses section and turn on the Enabled switches for each clearinghouse you wish to use.
3. Click the Connect associated with each clearinghouse. A pop-up window will appear.
4. Complete all of the fields in the pop-up window.
5. Click Connect.
Setting Up Your Insurer List
We highly recommend setting up your Insurer Page in Kalix.
To navigate to your Insurer page, hover your cursor over Billing on the top header, followed by Insurers.
Your Insurer page (even if you have never visited it before) will contain a list of all the insurers you have billed.
If you haven't created any insurance bills yet, click on the Plus button to add a new option. Search for and select each insurer you plan to bill for. Kalix should list each clearinghouse's participating status.
If you are already using Kalix's insurance billing for all insurers you bill, click on each insurer's row to edit. Their details will open up in a new window.
Delete insurers that are entered incorrectly or not used. To do this, click on an entry to edit. Then select the Delete button at the bottom left of the pop-up window.
Turn on to limit the selection of insurance companies to only what is listed on this page.
4. Billing Items
Bill items in Kalix are crucial for submitting claims. Many users create separate bill items for each appointment type and link them accordingly. Each bill item includes:
CPT Codes: Procedure codes used for insurance billing.
Place of Service Codes: Specifies where the service was provided (e.g., office, telehealth, home visit).
Modifiers: Additional details about the service.
Default Number of Units: Standard quantity billed for the service.
Price Per Unit: Default charge per unit.
To set up bill items, go to the Bill Items page under the Billing tab, click Add Bill Item, fill in the fields, and save.
5. Appointment Types
Kalix allows you to create and customize your own appointment types. As part of the setup process for an appointment type, you will need to link each appointment type to its associated bill item. This connection streamlines the generation of bills, invoices, superbills, and insurance claims.
How to Link a Bill Item to an Appointment Type:
Navigate to the Appointment Type page.
Under the Bill Items section, click +Add.
In the Add Bill Items pop-up window, use the Find Existing Bill Item field to select the appropriate item.
Click Add to confirm.
Once linked, Kalix will automatically include the bill item on invoices and claims for appointments of that type—saving you time and ensuring accuracy.
6. Bill Templates (Optional)
Kalix allows you to create your own bill templates. Designing your own bill templates allows you to decide on what information you would like to include on bills, superbills, and receipts.
7. Messaging (Optional)
Messaging must be enabled in your Kalix account if you want to share bills with clients via email (and accept online payments).
8. Billing & Late Payment Reminders (Optional)
Billing Reminders and Late Payment Notices are sent to remind clients to pay for unpaid invoices/bills. These automated messages are sent based on the bill's due date. Clients can also make payments online from these messages if you have enabled online payments.
