When setting up your Kalix account, an essential task is to enter your practice details under Account Settings (Directors and Administrative users only). Kalix will automatically use these details when creating bills, documents, and messages.
Account Settings is located under your practice name on the top menu bar.
Contents of this Article
General Details
The first section of the page is the general section. It contains information, including practice or organization name, logo and website, country, time zone, currency, and profession. These details were set up when you first created your trial account.
Click on the edit icon (pencil) to modify any of these settings.
Select the edit icon (pencil) associated with the logo area to upload or change your practice logo.
Kalix will add your practice logo automatically to a number of different client-facing areas of the program. These include:
Shared Documents (online forms & agreements)
Invoices, superbills, and receipts
Email messages.
Two-Factor Authentication
Two-factor authentication is a security feature for your Kalix account that requires a secondary device to verify your identity each time you log in. This prevents unauthorized access to your account by anyone who knows your username and password.
To enable this feature for all users, go to Account Settings and turn on the switch.
Legal (US Only)
For US customers, Account Settings contain a Legal section. You can view and sign your Business Associate Agreement (BAA) with Kalix here.
Locations
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
Home or workplace visits
Kalix uses your 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.
Each location allows you to enter the following information:
Name
The name of the location 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.
Kalix uses location names for appointment scheduling, automated appointment messages, and insurance billing purposes (CMS 1500 field 32).
Location-Based Telehealth Control
This feature allows you to set specific telehealth preferences at each location. This setting overrides the telehealth preference set at the appointment type level, ensuring that telehealth options are tailored to each location's needs and capabilities.
The control that is overridden is displayed below:
There are three settings you can choose from to customize how telehealth is handled for each location:
Select 'Force On' to enable telehealth for all appointments at this location, regardless of appointment type settings.
Choose 'Force Off' to disable telehealth for all appointments at this location.
'Use Appointment Type Setting' will apply the telehealth settings specified for each appointment type.
Location NPI (Optional)
This is only required if the location has a different National Provider Identifier (NPI) number than the Billing Provider NPI (your group NPI or your individual NPI if you are a sole proprietorship).
Other ID (Optional)
If you have a non-NPI ID number for a 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 you are required to enter an Other ID number, please also select a qualifier for this number to identify the type of non-NPI number used (CMS 1500 field 32B).
Location Type
As mentioned above, Kalix supports three different location types. You can use the Location Type field to select what kind of location you are setting up.
Your selection configures how location details are displayed for appointment scheduling and in automated appointment messages.
The allowed options are shown below:
Physical Address (for office locations): After selection of this location type, Kalix allows the entry of a physical address.
Virtual Location: For non-physical locations, such as virtual meetings and telephone appointments.
Once you have selected this option, Kalix will allow you to enter a virtual location description (instead of a physical address). You can use this field to describe how or where appointments will take place, e.g., via Kalix's telehealth feature.
Home/Workplace Visit: Kalix will use the associated client's residential address (as saved against the client's details page) as the location address.
Billing Location
You can choose the address you would like to use for billing purposes, i.e., the Service Facility/Place of Service (CMS 1500 field 32), and choose between your entered location address or the client's address.
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), the Location Address should be selected as the Billing Location. A physical address must also be entered into the address field (as shown below) to receive reimbursement for virtual appointments.
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.
Location Groups
Location groups allow you to group practice locations together. For example, you may group locations within the same area or state.
Location groups are employed by several different features in Kalix, including:
Filtering the appointment calendar
Creating custom filters for online scheduling,
Generating reports (Appointment, Billing & Payment Reports)
The location group field is towards the bottom of the Edit Location window (shown below).
If you have any existing locations group/s, you can assign them to the selected location via the Location Groups field (shown above).
If you haven't created any location groups yet, want to create new ones or edit existing groups, click the Manage Groups button.
The Edit Locations Groups window will appear. The following actions can be completed here:
Create new location groups by clicking on the plus button (Add Group)
Delete location groups by clicking on the cross.
Edit the name of location groups by clicking in its field.
Note: these changes and new groups will be available for all locations in your account.
6. Once you are done, click Save.
7. Kalix will navigate back to the Edit Location window.
8. Select the location group/s you wish to assign to the selected location.
To learn more about location groups, click on the button below:
Location Display Photo
If you want to upload an image to your location and use it as part of the online scheduler, click the pencil icon on the top right, as shown below. Select the image you would like to upload.
Crop your image using the cropping tool. Select and drag the cropping tool to adjust your selection so it captures the portion of the image you wish to keep.
Mailing & Billing Details
In the last section of the Account Setting page, you can 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.
Each location allows you to enter the following information:
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).
Phone
Your billing provider phone number for insurance billing purposes (CMS 1500 field 33) or your practice's contact phone number.
Billing Provider NPI
Enter the billing provider's HIPAA National Provider Identifier (NPI) number (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.
Tax ID & Type
Enter the federal tax ID number you use for billing purposes (CMS 1500 field 25). It could be your business's employer identification number (EIN) assigned by the IRS or your social security number (SSN). The tax ID type must also be selected in the neighboring field (SSN or EIN).
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 third party as a unique identifier for you as a provider or for your professional type, e.g., Registered Dietitian.
The insurance companies you are billing will 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 - a number assigned by a 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 a full list.
Other ID Qualifier:
In the Other ID Qualifier field, select the applicable option to denote which ID type you have entered.
If you are required to enter an ID number for billing purposes, the Other ID Qualifier must also be selected.
Address
This is your address for billing or contact purposes - is needed for insurance billing purposes (CMS1500, field 33).