Kalix simplifies the billing process by automatically inputting and completing the information for you.
This support document will discuss the creation of superbills and invoices only. For information about CMS 1500 forms, click here.
Contents of this article:
When first using Kalix, you must set up your Kalix account. Once everything is set up, you will not need to modify these settings again.
Before you create a bill, you should set up your client's file and save their demographic details against their Details page.
Kalix auto-fills bills with information from the client's details page, appointments, and Referrals.
Navigating to Billing
There are two different navigation pathways to create a CMS 1500 form (insurance bill). Choose a path that makes the most sense to you.
Pathway 1 - Via the Client's File
Click on the search icon on the purple bar to the far left of the screen. A side menu will appear. Using the search field, search for the applicable client as shown below. Once selected, click on the New Bill link.
Pathway 2 - Via the Appointment Screen
Navigate to your appointment calendar, locate the appointment you are billing and click on the appointment slot. The Edit Appointment screen will appear. Click on Create Bill button.
Selecting a Template
You will be asked to select a template for your bill. Select the default superbill or invoice template. Alternatively, use your own bill template.
On the Quick Set-up page, link up records to autocomplete your bill. Kalix may (depending on your workflow) auto-link up the relevant records for you. If this is the case, you must click Start Bill at the bottom of the page.
Alternatively, 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 the selected appointment is linked to a referral (for superbills only), Kalix will automatically link this next.
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 (for superbills only - optional). You can also complete this step manually by searching by name. If a referring provider is not required, leave this field blank.
Now click Start Bill.
The Billing Page
Kalix will now auto-complete the bill for you. You can go through the page and edit any incorrect information.
At the bottom of each bill section, several options exist for modifying the contained details.
Edit Linked Records
Clicking on this icon will take you back to the Quick Step-up page, where you can modify the bill's linked records.
Edit (Pencil icon)
The pencil icon (only supported for some sections) allows you to change or correct the entered information on a specific bill section.
After clicking on the pencil icon, a pop-up window will appear. Make your changes and then click Update.
Note: Changes are made to the bill's information only. They do not flow back to the pulled record.
Edit permits you to modify the selected options on a specific bill section, e.g., select a different rendering provider. After clicking on the edit icon, a pop-up window will appear. Make your changes and then click Update.
Use the Refresh icon to update (or reload) a bill section after changes are made to the page from which its info was auto-filled.
Using the Rendering Provider section as an example, if you update the My Details page (for example, change the Other ID) by clicking Refresh, this section will get the most up-to-date details (i.e., the corrected Other ID).
Fixing the Source of Errors
Instead of just fixing the errors on the specific bill, you also have the option of editing (and fixing) their 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 initially 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 to update the bill.
The Sections of the Bill
A bill in Kalix is broken down into eight sections. Depending on the bill template selected, some of these sections may not be present on your bill.
Section 1 - Bill Details
Section 2 - Client
Section 3 - Referring Provider (Optional)
Section 4 - Clinician
Section 5 - Location of Service
Section 6 - Mailing Address
Section 7 - ICD 10 Diagnosis
Section 8 - Billing Items
Section 1: Bill Details
This section contains the date the bill was generated and identification details.
1) Bill ID: this is a unique identification number for this specific bill. You can let Kalix auto-generate the bill ID or enter your own. If you input your own ID number, Kalix can automatically increment the ID on your next bill. This field is used for internal identification purposes only.
2) Date: the date the bill was generated.
3) Due date: the date by which the payment is expected.
Section 2: Client
This section refers to the client you are generating the bill for. Client information is auto-pulled from the client's details page.
Section 3: Referring Provider (Optional)
The referring provider section will only be present on superbills. Private pay insurance often does not require a referring provider. Check with the insurance company to confirm this.
Kalix inputs the referring provider's details from the linked Contact's Details page in Kalix. Contacts are saved under Clients on the top header, subtab Contacts.
If there is no referring provider, these details can be left blank.
Section 4: Clinician
This section contains details relating to the individual healthcare professional that provided the service/s.
Kalix can automatically link the clinician that conducted the appointment to the bill.
Kalix auto inputs the rendering provider details from the My Details page (shown below). Click here for more information about the My Details page.
Section 5: Location of Service
The location of service section contains the details of where the appointment was conducted.
Kalix auto inputs this information from the location details. Kalix will automatically select the correct option based on the chosen location on the linked appointment. Click here for more details.
Section 6: Mailing Address
The mailing address section contains your practice's contact and billing details (NPI and tax ID).
Kalix auto inputs this information from your account's details; select settings (your organization name) on the top header and then Account Details. The mailing and billing address field is used here. Click here for more information.
Section 7: ICD 10 Diagnosis (Optional)
Kalix auto inputs information from the client's linked Referral (superbills only). Click here for additional information about referrals.
Section 8: Bill Item
Billing items contain the service/s procedure/s being billed for. Kalix will auto-create your billing item from the information entered into the linked appointment.
For this process to work correctly, we recommend setting up your own Billing Items and Appointment Types. Also, when setting up your Appointment Types, associate their related Billing Item. Click here for details.
Edit Bill Item
If Kalix has created your billing item incorrectly, you can click on the pencil icon to edit.
Adding Bill Items
Click on the Add Bill Item button to add additional bill items, e.g., to bill for additional services.
When you are happy with the bill, click Save to create. Kalix will save and close to the insurance bill's Payment screen.