01
The plan expired three weeks ago
A GPMHTP covers ten sessions, then needs a review. Nobody tracks session six, so the eleventh appointment is unfunded and someone has to make an awkward phone call.
Referral management for Australian practices
Every referral arrives with a scheme, a document and a deadline.
Katina tracks all three — from the first enquiry to a funded booking with the clinician who can actually see them. No spreadsheet, no shared inbox, no referral sitting in a tray because nobody checked whether the plan had expired.
Built for psychologists, allied health practitioners and practice managers.
01
Mental Health Treatment Plan
Verified
Received 4 Oct · GP referral, 10 sessions
02
Referral letter
Verified
Received 4 Oct · fax, OCR matched
03
Consent to share with referrer
Outstanding
Requested 7 Oct
Matched · 3 clinicians across 6 axes · earliest 21 Oct
The Monday
What the tray actually costs you
02
One waitlist for four clinics
Every referral lands on the same list. Your Bacchus Marsh bookings lead scrolls past Geelong, Ballarat and Cranbourne to find the three that are theirs, and re-applies the same filters every morning.
03
The right clinician, the wrong registration
A clinically perfect match who is not registered for NDIS · PLAN-MANAGED, so the booking is made, then unmade, and the family waits another fortnight.
04
No answer to "how are we tracking?"
Referral volume, source, conversion and time-to-booking live in four places, so the question gets answered with a feeling rather than a number.
The funding spine
An enquiry becomes a funded booking in four stages
Each stage has an entry condition. A referral cannot reach the next one until the stage before it is satisfied, which is why nothing gets booked against paperwork that is not there.
Stage 01
Intake
Your own enquiry form, embedded on your site. Answers arrive structured, not as free text in an inbox.
Stage 02
Scheme identified
The funding path is named — NDIS DVA TAC — and with it, the documents that path requires.
Stage 03
Documents verified
A checklist per scheme, not per practice guess. Outstanding items are visible and chased; verified ones unlock the next stage.
Stage 04
Matched and booked
Clinicians ranked against the referral, with the reason shown. You choose; the system shows its working.
Funding
Do you handle my schemes?
Each scheme carries its own document requirements and its own session arithmetic. Katina holds the rules, so a coordinator does not have to.
| Scheme | Code | What it requires |
|---|---|---|
| GP Mental Health Treatment Plan | GPMHTP | Referral and plan, session count against the cap, review at the threshold |
| NDIS — plan-managed | NDIS · PM | Plan dates, plan manager details, service agreement, stated supports |
| NDIS — self-managed | NDIS · SM | Plan dates and participant consent; invoicing direct to participant |
| Department of Veterans' Affairs | DVA | D904 referral, white or gold card details, approved session allocation |
| WorkCover / WorkSafe | WC | Claim number, insurer approval, treatment plan and review dates |
| Transport Accident Commission | TAC | Claim number, approval for the service type, session allocation |
| Employee Assistance Program | EAP | Employer or provider authorisation, capped session block |
| Private and self-funded | PRIV | Fee consent; no external paperwork gate |
Matching
Six axes, and it shows you its working
A practice manager should not have to trust a black box with their clinicians' caseloads. Every ranking is explained axis by axis, and you make the call.
Axis 01
Presenting issue
Matched against what each clinician actually treats, not a free-text bio.
Axis 02
Age band
Early childhood through older adult, as each clinician declares it.
Axis 03
Funding scheme
Registration checked before a booking is offered, not after.
Axis 04
Location
Clinic site against where the client can attend. Telehealth matching is a per-practice setting, off until you turn it on.
Axis 05
Availability
Day and time-of-day overlap, so the offer is one the client can take.
Axis 06
Service type
Therapy or assessment, including which assessments are offered.
What is actually built
Specific, not aspirational
6
Matching axes, each explained
8
Funding schemes modelled
17
Document rules installed per practice
5
Roles, from owner to read-only
100%
Of mutations written to the audit chain
AU
Data residency, Sydney region
A written case study from a practice using Katina is available on request.
Security and residency
The questions your procurement checklist asks
Encryption
Patient information is encrypted with a per-record key, wrapped by a managed key that never leaves the key service. Clinical fields are decrypted server-side only — never in the browser.
Residency
All data is stored in the AWS Asia Pacific (Sydney) region. Patient information is not replicated offshore.
Audit
Every change is written to a per-practice hash chain in the same transaction as the change itself, so the record is tamper-evident rather than merely append-only.
Access
Five roles, enforced server-side, with two-factor authentication available on every account. Consent is recorded and default-deny.
Moving across
What happens to the referrals you already have
Step 01
Your clinics and your team
Add each location, invite your people, and assign who works where. Nothing is shared across practices.
Step 02
Your enquiry form
We configure the questions you actually ask, then give you one line to embed on your own site.
Step 03
Run both for a fortnight
New referrals come through Katina while the old list drains. No cutover weekend, no frozen bookings.
Pricing
Priced by the size of your practice
All plans include practitioner matching, referral and document tracking, custom enquiry forms, your clinic's branding, and booking notes.
Small group practice
$197 /month ex GST
- Up to 15 practitioners
- 3 administrators
- Multiple clinic locations
Large group practice
Let's talk15+ practitioners
- Unlimited administrators
- Cross-clinic referral transfer
- Onboarding support
Questions
Before you book a demo
Does it replace our practice management software?
No. Katina handles the referral — intake, funding documents, matching and the decision to book. Your practice management system keeps the diary, the notes and the invoicing.
Can each clinic see only its own referrals?
Clinic locations sit under one practice account, and people are invited to the practice. Per-clinic scoping of the worklist is the next thing we are building, and it is being built with a multi-site practice rather than for one.
Who can see patient information?
Only people you invite, under the role you give them, and only within your own practice. Clinical fields are decrypted on the server for an authorised request and are never sent to the browser as part of a list or a report.
What if a referral arrives by fax?
Inbound faxes are received, read and offered to a coordinator for triage against the referral they belong to, rather than printed and re-keyed.
How long does setup take?
A single-site practice is usually taking referrals the same week. The work is configuring your enquiry form and your clinicians' profiles, which is what makes the matching useful.
Book a demo
See it against your own referrals
Half an hour, with one of your real referral scenarios. You will see the funding checklist, the matching and the audit record.
Or email admin@katina.com.au