Kalix allows you to creating your own bill templates (account Directors only). By designing your own bill templates, you are able decide what information is included on bills, superbills and receipts.
Note: if you are using your bill template to create CMS 1500 forms (for insurance billing), the bill template formats the information to be included on the client receipt only, not the CMS 1500 form.
To create a new bill template, click on Billing on the top header followed by New then Template, or click here.
Bill Template Fields
Below is a description of the fields and options available on the Bill Template:
Give your template a name for easy identification.
This is the number of days after the bill was created, that the bill payment is due. Leave this field blank you do not have a due date.
Select this if you would like Kalix to send out automated payment reminders to request payment of outstanding bills. Note: Payment reminders must also be set-up in your Kalix account Learn more.
Support CMS 1500 Forms (USA Only)
Select this tickbox if you would like this bill template to support the creation of CMS 1500 forms (insurance billing).
Note: if you tick this box, the bill template formats the information to be included on the client receipt only, not the CMS 1500 form.
These are the options available to be selected as payments methods. To remove an option, click on the cross icon.
To add an additional option, select the free text field as shown below. Type a description for the payment and click enter.
If you would like your practice's or company's logo to appear on the top your your bills/receipts, upload it here. The image must be in picture format (.png, .jpg, .bmp, etc).
To upload, drag and drop an image file onto where it says No Logo. Alternatively, click on this rectangle, the Open file window will appear, select your picture and click Open. Your logo will appear just below the image field.
Select to include your own assigned unique Client ID. This corresponds to the Client ID field on the Client Details page.
Medicare Number (Australia Only)
The client's Medicare Number. Pulled from the client's details page.
Concession Card Number (Australia Only)
Any concession card number and concession type (from client's details page).
Choose this to include your client's next appointments.
Client Consent Panel (US Only)
Tick to include a consent panel for clients to authorize the use of PHI to make insurance claims. This is useful when using Kalix for insurance billing (CMS 1500 forms).
The name of the clinician that provided the billed appointment.
Individual NPI (USA & Canada Only) / Provider Number (Australia)
The National Provider Identifier (NPI) for the individual provider of the service. The practice's NPI number is found under the Practice Details section.
Individual Tax ID
The federal tax identification number for the individual provider of the billed service. The practice's tax ID number is found under the Practice Details section.
The credentials (or qualifications) of the clinician that provided the billed service. These details are pulled from the qualifications field on the individual clinician's My Details page.
Contact Phone Numbers
The contact phone number saved on the My Details page of the clinician the provided the billed service.
Contact Email Address
The contact email address saved on the My Details page of the clinician the provided the billed service.
Your practice's Public Name (not legal name). It is pulled from the General section of the Account Setting page (as shown below).
Billing Provider NPI (USA & Canada Only)
The NPI number associated with your account's mailing and billing details.
Practice Tax ID (USA & Canada Only)
The federal tax ID number entered against your account's mailing and billing details. This is your practice's EIN or your own social security number, depending on your business structure.
Australian Business Number (Australia Only)
Australian Business Number or ABN is a unique ID number used for tax purposes.
Australian Company Number (Australia Only)
Australian Company Number or ACN is a unique ID number purely for companies.
Appointment Location Address
Select this to include the location that the billed services were conducted. Kalix will obtain these details Account Settings page, Location section.
Mailing and Billing Address
This option will add your practice's mailing address (or billing provider address). Kalix obtains these details from Account Settings page, Mail and Billing Address Details section.
Banking Details (Non-USA Countries)
Select to include your practice's banking details on bills. After selecting Banking Details, the banking details fields will appear.
The referral section supports the inclusion of details relating to the bill's linked referral Learn more.
ICD 10 Diagnosis Codes (USA Only)
The medical diagnoses or reasons that the client is attending appointments (required for superbills). Uses the standardized medical coding ICD-10.
If setting up a template to create superbills, ICD 10 Diagnosis Codes are required (USA only).
The name of the referring provider for the billed appointment. The referrer is linked as a contact to the created bill.
Referrer NPI (USA & Canada Only) / Provider Number (Australia)
The provider number of the referring provider.
The address that is saved on the details page of the bill's linked contact. This is usually the referring provider's office location (not required).
This is the date on which the referral linked to the bill was received (not required).
Share Bill Messages
Use this section to set-up and preview the messages associated with sent bills. These messages are used when you manually share bills with clients via email, SMS, text-to-voice or fax Learn more.
Once you are happy with your bill template click the Save button at the bottom of the page.
Creating a new bill using your template
Your template is now available for use. When creating a new bill in Kalix, on the Select Template screen, you can choose to use your new template as the basis your bill by clicking on its name.