Account Set-up for Billing

An outline of setting up your Kalix account for insurance billing.

Updated over a week ago

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 account set-up progress.

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 used for billing purposes, e.g., NPI, tax ID. 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. Credit Card Payments

Kalix's payments functionality lets you link your Stripe or Square account to accept payments online and in person.

Clients can save their credit card details for future use via:

  • Online Scheduling Widget: requires clients to enter their credit card details to book appointments online.

  • Online Documents (forms): collect credit card details through online documents (credit card element).

  • Shared Invoices: as a client pays for an invoice online, they can choose to save their credit card 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.

Credit card 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 directly integrates with five different clearinghouses: Assertus, 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.

Kalix insurance billing offers a unique feature that allows you to submit different bills within the same batch to various clearinghouses at the same time.

Kalix's insurance billing allows you to choose the most suitable clearinghouse for each claim. It can save you money by submitting claims to insurers via participating clearinghouses only.

Many practices use the combination of two clearinghouses, e.g., Availity and Office Ally. By doing this, you might potentially complete all your insurance billing for FREE!

Office Ally is free to use if greater than 50% of your claims per month are from "Participating insurers."

While Availity offers their Essentials plan which is completely free to use. Availity Essentials supports many of the largest health insurers, including Anthem and BCBS plans.

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

  1. Navigate to the Integrations page of Account Settings in Kalix.

  2. 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 if you choose to utilize two clearinghouses at the same time.

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

The next step is to set up your billing items. Bill Items can include (but aren't limited to) procedures (using CPT and HCPC codes or your own), your products (e.g., books, supplements), packages, and gift certificates.

  1. Navigate to the Bill Items page (under the Billing tab on the top header).

  2. Click on the Add Bill Item button.

  3. The Bill item fields will appear (see below for details).

  4. Complete the applicable fields and click Save.

5. Appointment Types (Optional)

You may wish to set up your appointment types and link them to their applicable billing items. By completing this task, you will generate appointment-specific bills very quickly. Kalix will automatically add the bill item to bills for you.

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. You can also upload your logo.

7. Messaging (Optional)

If you want to share bills with clients via email (and accept online payments), Messaging must be enabled as part of your Kalix account.

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.

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