Allied Health, From Referral To Payment.

Practice software built natively on Salesforce. Referrals, agreements, the diary, session notes, travel and claiming, all in one system.

Meet Maica
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INTAKE & AGREEMENTS

From Referral To Agreement.

  • Referrals arrive as Maica Forms submissions and land straight in Salesforce. No inbox, no re-keying.
  • Service Agreements hold an Agreement Item per service, with Utilisation tracked as sessions are delivered.
  • Plans and budgets sync from the NDIS. You know what funding is left before booking the next block of sessions.
THE PLANNER

A Diary That Knows Your Rooms.

  • The Accommodation View lays the day out room by room across every site. Book into a row and the Appointment takes that room.
  • Clinic, a participant's address or a Digital Location for telehealth, set per Appointment.
  • Skills and Checklists sit on the Appointment Service, so the service defines the qualification needed to deliver it.
  • The Resource Finder and Resource Optimiser score practitioners against an Appointment, with travel weighted as you choose.
  • Availability is set per Location with Operating Hours, so a therapist across two clinics is scheduled correctly at both. Recurring Appointments cover therapy blocks, and one Appointment can carry several participants for groups.
NOTES & GOALS

Documented In The Session.

  • Participant Notes sit on the profile and can be linked to a Goal, so progress is evidenced as it happens.
  • Billable Participant Notes turn report writing and case conferencing into a documented, billable service in one entry.
  • The Mobile Worker App puts the day, the notes and the checklists in a practitioner's pocket, away from the clinic.
BILLING & CLAIMING

Every Minute Billed Correctly.

  • Appointment Services group the Support Items that deliver the same service at different times. The practitioner picks the service. The Billing Engine picks the item at billing time.
  • Under the 2026-27 Pricing Schedule, telehealth, provider travel, reports and non face-to-face each have their own item number. Maica resolves the right one from the Claim Type and prices it from its own Price List Entry.
  • Travel Management handles chargeable and payable travel separately, by time and by kilometre, and generates the practitioner's reimbursement.
  • Invoices and Payment Requests through to PRODA claiming, with Xero and Stripe for the rest.
PRACTICE PERFORMANCE

Your Practice, In Numbers.

  • Delivery Activities record what was delivered, what was billed, and what needs review before it goes out.
  • Billable hours and Utilisation by practitioner and by agreement, so a caseload's shape is visible rather than guessed at.
  • Reports and Dashboards come from the Salesforce platform, built and changed by your team, with Audit Trails underneath.

And Everything Else.

A practice runs on more than its diary. Incident Management, staff training through Maica Learning, client and family portals, and document generation all come with the suite.

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Good to know.

What allied health practices ask us most.

Can we book clinic rooms as well as practitioners?

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Yes. Rooms are set up as Accommodations against a Location, and the Planner's Accommodation View lays the day out room by room, grouped by site. Creating an Appointment from a room's row assigns that room to it.

How does Maica handle the 2026-27 allied health item numbers?

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The direct service item is the parent and each variant sits beneath it against its Claim Type. Select the Claim Type on the service and Maica resolves the correct item number and its price at billing time, rather than asking the practitioner to choose a code.

Can practitioners work across multiple clinics?

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Yes. Availability is recorded per Location with its Operating Hours, so a practitioner can be available at one site on one day and another on the next. Leaving the Location blank makes them available at any site for that period.

How is travel billed and paid?

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Chargeable and payable travel are configured separately, so what you bill a client and what you reimburse a practitioner are independent. Travel bills by time or by kilometre depending on the Funding Type, and Sequential mode works origins and destinations out from the order of the day.

Is non face-to-face work billable in Maica?

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Yes. A Billable Participant Note records the work and creates the Appointment and the Invoice Line Item from the same entry, with the note validated against the participant's Service Agreement before it saves.

Do we need Salesforce to use Maica?

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Maica Healthcare is a managed package built natively on the Salesforce platform, so it runs in your Salesforce org. Maica Forms, Docs, Portals and Learning connect to Salesforce data and also work without it.