Kalix provides comprehensive billing and payment reporting, allowing you to track the amount billed, payments received, and outstanding balances. You can filter reports by time period, location, clinician, and payer. Additionally, reports can be exported as CSV files for further analysis or integration with accounting software.
Contents of this article:
Filters
Filters allow you to refine billing data by selecting a specific time period, location, clinician, or payer. Multiple filters can be applied simultaneously.
Time Period: Choose a predefined range or set custom dates.
Client Search: Locate bills using a client’s name or ID number.
Billing Status: To show only open bills, uncheck the “Show Closed” switch or filter by specific billing statuses.
Clinician: View bills by a specific clinician.
Insurer: Search and filter by the client’s insurance provider.
Location: Filter bills based on the service location.
And many more!
To apply filters, click the Filters icon at the top right of the Billing page, select the desired options, and apply them.
Check to select the filters you wish to use. Next, select the applicable choices under each filter.
Filter Options
Filter by Time Period
The date filter is always visible. Click to select a predefined time period or choose custom to select your own date period.
For custom dates, enter a date range in the date fields. Date of first bills - Date of last bills.
Or use the date picker.
Search by Client ID Number or Client Name
To filter bills by a particular client, use the search located at the top center of the bill page. This search bar is always visible. Search using clients' first or last name or their Client ID Number.
Filtering By Billing Status
There are two different options for filtering by Billing status. To see only open bills, unselect the Show Closed switch at the top right of the page
To filter further against a specific billing status, click on the Filter icon.
Next choose the status option.
Click in the status bar to view and select from different billing statuses.
Filter by Clinician
Select the Clinician option under the filter, to filter by clinician (user).
Choose the applicable clinician by name.
Filter by Insurer
Select the Insurer option under the filter to filter by Insurance.
Search for the insurance company by keywords. Click to select.
Filter by Location
Select the Clinician option under the filter to filter by clinician (user).
Select the applicable appointment location.
Billing Overview
At the top of the Billing page, Kalix will display the stats for bills meeting the selected criteria.
The information displayed includes:
Total: total number of bills meeting the selected criteria.
Billed: the total amount billed for.
Contract Amount (USA Insurance Billing Only): the total amount expected to be paid, taking into account your contracted rates with insurance companies.
Paid: the amount you have already been paid for the selected bills.
Expected: the amount you are still expected to be paid.
Exports
Once you have chosen the bills, you can view further details by clicking on the Export button.
Export Types
Kalix supports four different export types:
Insurance Details: this export contains the information entered into CMS 1500 forms (insurance claims), including clients' insurance details, diagnosis, and procedure codes.
Payments: outputs each payment as a new row. Information includes details of the appointment billed for, payment date, payer (or insurance company), item/service description, client name, clinician name, locations of service, referring provider, payment due date, payment type, the amount owed, amount due, amount paid and contact rate.
Bills: Output each bill as a new row. Information includes the linked appointment, billing number, bill status, date of issue, client name, clinician name, location due date, amount due, amount owing, amount paid, and contract amount.
Bill Items: These are similar to the Bills export, but each bill item is listed as a new line.
File Format
The information is exported as a CSV file (or comma-separated values file), which allows data to be saved in a table-structured format. CSV files can be used with any spreadsheet program, such as Microsoft Excel, Open Office Calc, or Google Spreadsheets. Many accounting programs accept data imports in CSV file format.
Overdue
Another useful place to check is the Overdue page. On this page, Kalix lists all open bills and the total amount owed to you.
Individual Client Information
If you want to view information specific to a particular client, navigate to their file. At the top of the page and on the side panel (as shown below), Kalix will list the total amount owed.
A bit further down on the client's cover page, Kalix will list all their generated bills. For each bill, you will be able to view information, including the amount billed, the amount paid, and the bill's status. Click on the applicable row to view the bill in its entirety.
Downloading Multiple Bills As PDFs
Export multiple bills at once from the client cover page into a single PDF.
- To download every bill, select the Download All button
- To download selected bills, select the "Enable Multiple Bill select" checkbox (the square next to the section title "Bills."
Now, you can select the bills you wish to download.
After you tick the bills you would like to download, click on the Download button.
