Contacts contain the contact details of referring providers (e.g. physicians), referral sources or the details for anyone else other than the client you wish to save and view later.

Referrals use Contacts to link to the referring provider, for billing and tracking purposes, click here for more details.

Contacts can also be linked to clients via the contacts table on the client's details page, click here for details. 

Creating a New Contact

Hover your cursor on Clients on the top header followed New then Contacts.

New Contact Page


The first section on the new Contacts page is Name, it contains the contact's name and qualifications (the contact's credentials). If you use Kalix to create insurance claims, the contact's name and qualifications are entered into item number 17 on the CMS 1500 form. 

Other Details

Under this section, you are able to record the contact's organization (or practice's name), email address, phone/fax numbers (unlimited numbers are supported), NPI, other IDs and Messaging Method. 

NPI is the contact's HIPAA National Provider Identifier number if using Kalix's CMS 1500 feature this number is entered into item number 17b of the form. 

Other ID: is the non-NPI identification number for the contact. The number can include state license number, provider UPIN number, provider commercial number and location number. The other ID Qualifier just specifies the type of non-NPI identification number entered. If you use Kalix's CMS 1500 feature, this information is entered into item number 17a of the form.

Messaging method: the method will use to communicate with a contact using. Kalix will automatically assign new contacts created with your account's default Messaging Method (assigned on the Messaging Settings page). 

You can change the contact's messaging method here to another method if required. 

Email & phone number: these details can be used to message the contact. If messaging or sending documents to the contact via Kalix, make sure the contact has a valid email and/or phone number saved. Phone numbers must contain your state area code. If using SMS (text message), the telephone number Type field must be set to cell phone (or mobile).

Kalix allows you to save unlimited contact phone numbers against the contact. If you save multiple numbers for a particular contact, Kalix will send messages to the first phone number listed. 

Mailing Address

The contact's address. 

Contact List

To view your list of already created Contacts in Kalix, click on the Clients tab in the top menu, then the subtab Contacts. An example contact list is shown below. To view a particular contact's file, click on their name in the table. 

The Contact's File

The contact's file contains three different sections.

  • Cover Page- where you can upload and save files against the contact.
  • Client Details Page- contains the contact's demographic information.
  • Messages- a place where you can send ad hoc messages to your contact as well as see their messaging history. 

Cover Page

You can upload and save files against contacts. This is useful for keeping track of the communications sent to contacts and referrals sources. 

Uploading a File

1) Click on the Upload File link as shown below. Alternatively, simply drag and drop any file onto the page.

2) Now select your chosen documents (hold Control/Command) to select multiple items) and press Open.

3) Uploaded files will be listed in the pop-up window. 

4) You will be able to enter a category to save these files under. The file name and date can be edited and a description can be added.

5) If you would like to upload additional files, click on the Add More button as shown below. 

6) Once you are done click Scan for viruses and Save. 

Editing Uploaded Files

 Uploaded files are listed in the table, click on the tick box - Group by Category,  to see everything ordered into categories.

To edit an uploaded file e.g. add/modify its name, description, date, click on the edit icon as shown below. To delete, click on the trash icon.    


Contains the contacts demographic information. See the section above "New Contact Page" for additional information. 


The Messages tab in contacts is a place where you can send ad hoc messages as well as see their messaging history. 

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