Features
A referral arrives with a presenting concern, an age and a payer. The payer is the part that decides everything after it. NDIS needs the plan. TAC needs a claim approval. A referral written under a mental health treatment plan needs the GP's letter and the plan itself, as two separate documents. Katina holds those rules per practice and runs every referral against them before anybody offers an appointment.
Katina sits in front of your practice management system, not instead of it. It does not count sessions, calculate rebates or submit claims.
8 funding schemes · 17 document rules · 6 matching axes · 9 referral states
The states
Automation carries a referral as far as documents complete and no further. Having every document is not the same as having checked them, and Katina does not blur the two. Un-booking is a legal move, so a collapsed appointment returns the referral to verified where a person can see it.
| # | State | What it means |
|---|---|---|
| 01 | received | It arrived. Nothing has been read yet. |
| 02 | scheme identified | The payer is named, so the rules that apply are known. |
| 03 | awaiting documents | The checklist has gaps, and each gap is named by document. |
| 04 | info requested | Someone has been asked for something. It waits here until it comes back. |
| 05 | documents complete | Everything required is attached. Nobody has checked it yet. |
| 06 | under verification | A person holding document:verify is checking it. |
| 07 | verified | The only state a booking may proceed from. |
| 08 | booked | An appointment is committed. Returns to verified if it collapses. |
| 09 | rejected | Closed, with the reason recorded. |
The funding spine
Rules are held per practice, per scheme, and can be split per service. Self-funded referrals seed no rule at all, which keeps the gate closed and sends them to a person. An unconfigured scheme must never read as a clear one.
Two documents, one scheme · the missing one is named rather than looking complete
Matching
The result is not a percentage. It is six answers, each carrying the values from both sides, so a near miss is readable and arguable.
Axis 01
The locations on the practitioner's availability panel, intersected with the patient's. Telehealth is a per-practice setting and is off until you turn it on.
Axis 02
The bands the practitioner sees, against the patient's age. Assessment referrals read against a separate band set, because seeing a nine-year-old and assessing one are different competencies.
Axis 03
Which schemes the practitioner accepts, against the one the referral arrived under. Checked before an appointment is offered, not after.
Axis 04
Matched against what the clinician actually treats, from a shared vocabulary rather than a free-text biography.
Axis 05
Day and time-of-day overlap, so the appointment offered is one the patient can take.
Axis 06
Therapy or assessment, including which assessments the practitioner offers.
Ways in
01
Embedded on your own site, in your clinic's colours, behind a per-practice origin allowlist. A clinic that has not named its domain gets frame-ancestors 'none' and the form embeds nowhere, rather than defaulting open. Patients never see Katina, and never make an account.
02
Faxes arrive, are read, classified, and then linked to a referral by a person. The machine proposes; a human links. The review itself is recorded in the audit chain.
03
From a phone call or a letter. Still a referral, still gated by the same nine states and the same scheme rules.
—
There is a table and a consent gate for Halaxy. There is no connection to Halaxy. We would rather say that than let the word "integration" do work it cannot.
The gaps
A feature page that only lists wins is a feature page you find out was wrong in week two. Every line below is accurate on 11 October 2026 and gets edited when it stops being true.
Not built
There is no mail provider connected: no new-referral notification, no templates, no bulk send, and no invitation posted on your behalf. Our current website describes an integrated email service. That description is wrong, and this line is the correction.
Not built
Your locations are recorded on every referral, but nothing filters by them yet, so a three-site practice sees one list with the site shown on each row. This is the next thing being built, and it is being built with a multi-site practice rather than for one.
Not built
The code is written and no account is attached to it, so nothing goes out.
Not built
Nothing moves between Katina and Halaxy today.
Next
Twenty minutes, your screen, your funding mix. We set up the document rules for the schemes you actually bill and run one of your referrals against them, so you can see the checklist it would hit and the practitioners it would reach.
If the scheme you need is not among the eight, say so. That is the conversation we want to be having.