Katina Quick Start Videos, User Guide & FAQ's

Frequently Asked Questions

Q: Does Katina integrate with practice management software?

A: We have an integration with Coreplus. Referral information can be sent to Coreplus to automatically create a client profile. We're in talks with other main practice management software providers to establish integrations. We understand this would be hugely beneficial to our users and will keep you updated.

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Q: Can we add questions to the enquiry form?

A: It is possible to add questions if they would have utility for all accounts on the platform, as each account accesses the same form. Therefore, they cannot be specifically related to your practice. However, on the landing page of your website or in your automated email response you could address specific requirements more generally. Please contact us to discuss further.

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Q: I've made a mistake on the locations and entered them in twice. Can I delete or edit a location? 

A: To edit, delete or archive a clinic location please send a support request through the help tab located in the navigation panel. 

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Q: A presenting issue that we see at our clinic is not available on the form, can we add it?

A: We can usually add additional presenting issues. Account holders can exclude them from the form if required. Please send us a support request through the help tab located in the navigation panel. 

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Q: There are many allied health services available. Why don't they have a list of main presenting issues?

A: While Katina was originally designed for psychology practices, we have had a lot interest from other allied health professions and psychiatrists, as well as multidisciplinary practices. We will be working with these professions to create match criteria for each discipline. For now, Katina only provides the matching functions for clinicians offering mental health services.  Other allied health clinics can still use Katina's dashboard features, urgency review functions, email and archiving functions.

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Q: Why can I not see any matches on the prospective client profile?

A: For a match to appear on a prospective clients profile there needs to be an exact match with the clinician profile on the presenting issues, referral type and age. These are key criteria to ensure your clinicians are working within their preferences and scope of practice.

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Q: How does Katina capture phone enquiries?

A: Our administrative team uses the Client Form available via a link on the Katina dashboard. We assist patients in completing the form online or email it to them if they prefer.

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Q: What about faxed referrals?

A: At this time we do not have a fax integration. We are considering this as part of our roadmap. Information from the faxed referral can be entered by your administration team into Katina using the enquiry form and the referral uploaded to the system. Alternatively, the prospective client can be contacted and provided with the enquiry form link to complete their details.

Q: What level of support is provided if I subscribe to Katina?

A: We offer comprehensive support including:

- Step-by-step guide for account setup

- Free training for all staff

- Creation of QR codes and flyers

- Adding the client form link to your website

You can also schedule a meeting to discuss your needs at Calendly.

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Q: Why can't I change the logo and colours?

A: Ensure you have created at least one email template before accessing the customisation screen. Let us know if you encounter any further issues.

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Q: How do I create a personalised reply for clients added to our waitlist?

A:To create an automated reply email:

1. Go to the 'Templates' section and create the email.

2. Navigate to the 'Account' section, click on 'Customise,' and select the template under "Automated Response to Clients who are added to your waitlist."

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Q: What size image should we upload for our logo?

A: We recommend a 1200x200 image. Our system centres and aligns images, so slightly larger sizes should also work.

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Q: My admin staff member cannot access Katina.

A: Ensure you have updated their permissions to 'Admin' instead of 'User.' Go to Dashboard > Users > Manage > pencil/notepad icon next to the admin account > change permission to Admin.

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Q: How can I specify that clients need to be medically stabilised for certain concerns?

A: Mention this requirement on your website and reiterate it in the customisable automated email response to new enquiries.

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Q: How do we offer a group programs?

A: Group offerings are not yet an option on the enquiry form. For now, create an email template for potential participants and include this information in your automated email response to new enquiries.

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Q: We only offer adult ADHD/Autism assessments. Can we change that?

A: Edit your form in the account settings to exclude all other assessments, so only ADHD and Autism Assessments are shown on your enquiry form. Specify on your website that you only provide adult assessments.

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Q: How do we set up Telehealth as a location?

A: Set up Telehealth as a location in your clinic. There's an enquiry form question about telehealth preference, linked to matching. For quick screening, having it as a location is helpful and visible from the Katina dashboard.