Account Set-up for Billing
An outline of setting up your Kalix account for billing.
Updated over a week ago

Kalix streamlines your in-house billing process, making the creation & tracking of client invoices, payments, superbills, and insurance billing incredibly easy.

When first starting off 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 allows you to 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: require 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: require 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 Office Ally Clearinghouse For Insurance Billing (USA Only)

Send insurance bills to the clearinghouse Office Ally with a click of a button, and receive back payment information, adjustments, and final claim status. View rejections and resubmit claims with ease.

Below is a very abbreviated version of the instructions for setting up Kalix's Office Ally integration. We recommend clicking on the Learn More button at the bottom of the section to view the full instructions.

If you are new to Office Ally, please complete the online enrolment form by clicking here to create a new account. You require an SFTP Office Ally Account.

Navigate to the Integrations page of Account Settings in Kalix. Scroll down to the Office Ally section. Click Connect. A pop-up window will appear.

Enter your SFTP Office Ally Account details in the pop window and click Connect again.

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 make the generation of appointment-specific bills very quick. 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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