The September 2018 update to Kalix saw the launch of the new look billing pages. Our aim for this redesign was to:
Support a more flexible workflow
Easier bill creation on smartphones and tablets
Simplified bill editing after bills are created
While the look of the billing pages have changed, the workflow and functionalities remain the same (with the inclusion of greater flexibility and enhanced capabilities).
The workflow for billing can be be broken down into 7 Steps:
Step 1: Setting-up your client details
Step 2: Navigating to billing
Step 3: Selecting your billing template
Step 4: Quick set-up (linking up records)
Step 5: Saving the bill
Step 6: Recording the payment
Step 7: Closing the bill
This document will now go through each of the 7 stages and discuss any changes made by the update.
Step 1: Setting-up Your Client Details
There are no changes affecting this step. For step-by-step instructions about setting up clients for billing, please click on the below button:
Step 2 - Navigating to Billing
There are no changes to this step.
Step 3 - Selecting a Template
After clicking the New Bill button, you will be asked to select a template to create your bill.
The billing Select a Template page may look slightly different but there are not real changes in functionality.
The only difference is that the system (default or preset-up) bill templates are now located at the top of the template list, instead sitting as purple buttons at the top of the bill template page (as in the old design).
Your custom bill templates are listed below the system templates.
Step 4 - Quick Set-up
After selecting a bill template, a new page will appear - the Quick Step-up page.
The goal of this page is to link up records to autocomplete your bill. Kalix may (depending on your workflow) auto-link-up the applicable records for you. If this is the case, all you need to do is click Start Bill at the bottom of the page.
This page is one of the biggest changes to billing, it is brand new. Kalix now supports the linking of referrals and contacts (referring providers) to bills, without them being first link-up to the billed appointment.
To link a client, start typing the client's name into the client field and then click to select (as shown below).
Next, select the appointment you are billing for (if applicable).
If the selected appointment is linked to a referral, Kalix will automatically link this next.
Note: there may not be a referral field on your bill's Quick Step-up page. If you are creating a simple invoice, the field will be hidden.
Alternatively, you can manually link the referral by clicking and selecting an option in the referral field.
Likewise, Kalix may link up the referring provider. You can also complete this step manually searching by name. If a referring provider is not required, leave this field blank.
Note: there may not be a referring provider field on your bill's Quick Step-up page. If you are creating a simple invoice, the field will be hidden.
Now click Start Bill.
Step 5: Saving the Bill
Kalix will now auto-complete the bill for you. You can go through the billing details page to add and edit any fields as required. Ideally, the bill should be created by Kalix in its entirety with little (or any) editing required.
The layout of the bill details page is again essentially the same. It is broken down into the following sections: client, referring provider (optional), clinician (rendering provider), location of service, billing provider (optional), ICD-10 diagnosis codes (optional) and bill items.
This support document will not go through each field on a bill, because they have not changed. It will however, point out the new editing functionalities. We will use the Clinician section as an example.
Edit Linked Records - clicking on this icon will take you back to the Quick Set-up page. Here you can modify the linked records.
Refresh - this updates (or refreshes) the specific section of the bill, if any changes were made to the page that info was auto-filled from.
Using the Clinician section as an example, if I update the My Details page (for example fix a typo in my NPI number), by clicking refresh, this section will get the most up-to-date details (i.e. the corrected NPI number).
Edit - this allows you to edit the section's details on this specific bill. After clicking on the edit icon, a pop up window will appear. Make your changes and then click Update.
Instead of just fixing the errors on the specific bill, you also have the option to edit (and fix) its source. To do this, select the button at the bottom left of the Edit window (as shown above) e.g. Edit My Details. By clicking on this button, Kalix will take you to the page where the info was originally pulled from.
If you edit the info source instead e.g. the My Details page, and then navigate back to the bill (just press back on the browser), use the Refresh feature update the bill.
Saving the Bill
Click save at the bottom of the page, Kalix will navigate automatically to the payments page.
Step 6: Recording the Payment
Navigate to the Payments page of a specific bill by clicking on the Payments section at the top of the page (only visible on bills that have been saved at least once).
Alternatively, click save at the bottom of the bill details page.
The Payments Page
All of the old payment page functionalities are still available with the additional of a new Bill Items section. Kalix now supports be able to view and edit the Bill Items from the bill's payments page.
To add a Payment, click on the Add Payment button. Alternatively, for insurance bills, select the Pay Now button under the Insurance section.
Step 7: Closing the Bill
You can close a bill at any time, via the Payments section of the specific bill's Payments page. Just click on the Close button as shown below.
The location of the Close button has moved as part of the update. It is now located at the top of the page, not the bottom.