Online booking
Appointment types, practitioners and rooms with buffers for needle rest time and setup.
Acupuncture clinic software: bookings, intake & notes
Acupuncturists: bookings and intake done before the first needle. Calm clinic, fewer calls.
The phone rings while you're mid-needling, new clients fill in a clipboard form while their session ticks away and the treatment notes live in a folder or a template nobody likes. We build booking, intake, notes and follow-up systems for acupuncture clinics so the admin is done before the client walks in. Then we host them and look after them.
Looking for acupuncture clinic booking software that handles intake and notes too?
An acupuncture clinic runs on calm, but the admin behind it rarely is. You can't answer the phone with a client on the table and needles in. New clients arrive ten minutes early to fill in a health history, consent for cupping or electro gets signed on paper and health fund details get asked for at the desk every single visit. Then the course of treatment that was going to help drifts off after two sessions because nobody followed up.
Wollopit builds custom software for acupuncture clinics around how you actually treat. Clients book the right appointment type online, complete intake and consent at home and arrive ready. Your notes sit next to their history, with points, patterns and herbs in a layout that suits you. Course reminders and recalls go out on their own. We connect to Cliniko, Nookal, Halaxy, HICAPS or Tyro if they're working for you, then host and look after the lot.
01The problems
What we hear from acupuncturists
Does your acupuncture clinic have these problems? Here's how we'd fix them.
Most acupuncturists we talk to are brilliant practitioners running the front desk in the gaps between clients. It holds together until the clinic gets busy.
- The problemBookings by phoneThe phone rings mid-treatment, you can't answer and the caller books somewhere else.How we fix itOnline booking by practitioner, room and appointment type, live on your website, Google and Instagram.
- The problemIntake on arrivalNew clients fill in a clipboard form in the waiting room and the first session starts late.How we fix itOnline health history sent at booking, completed at home and waiting in their file before they arrive.
- The problemConsent on paperNeedling, cupping, moxa and electro consent signed on paper and filed who knows where.How we fix itDigital consent forms by treatment type, signed on their phone and stored against the client record.
- The problemHealth fund details asked every visitFund name and member number forgotten, then the HICAPS claim holds up the front desk.How we fix itHealth fund details captured at booking and ready for HICAPS or Tyro claims at checkout.
- The problemNotes on paper or a clunky templateTongue, pulse, pattern and points scribbled down, hard to find and harder to compare over a course.How we fix itDigital treatment notes with your own TCM template, point charts and progress over time.
- The problemClients drop off mid-courseA six-session plan becomes two sessions and a 'see how I go'.How we fix itCourse plans with booked follow-ups, gentle reminders and a nudge when someone hasn't rebooked.
- The problemNo-shows and late cancelsAn empty room and a lost hour, with no deposit and no notice.How we fix itSMS and email reminders, easy online rescheduling and a cancellation policy with deposits if you want one.
- The problemFertility timing by textIVF clients message about transfer dates and you juggle the diary around clinic calls.How we fix itCycle-linked booking with priority slots held around transfer days and quick rebooking when dates move.
- The problemHerbs tracked in your headGranules and formulas dispensed with no record of what was given or what stock is low.How we fix itHerbal prescriptions saved to the client file, dispensing labels and stock alerts for your dispensary.
- The problemA website nobody findsAn old site with a phone number and no way to book or learn what you treat.How we fix itA calm, quick local clinic website with online booking, built to rank for 'acupuncture near me'.
02What we build
Solutions
What we build for acupuncturists. Usually all talking to each other.
Pick the one that's hurting most or join the whole lot up. Everything is built around how your team works, not the other way round.
Intake forms
Health history, medications and goals completed at home before the first visit.
Consent forms
Separate consent for needling, cupping, moxa, gua sha and electro, signed on any phone.
Health fund capture
Fund and member details on file with receipts and item numbers ready for claiming.
Treatment notes
Your TCM template with tongue, pulse, pattern, points and progress, stored securely.
Course plans & reminders
Treatment plans with booked follow-ups, rebooking nudges and recall messages.
Fertility & cycle booking
Priority slots around IVF transfer days and appointments that shift when dates change.
Herbal dispensary
Formulas, granule prescriptions, dispensing labels and stock alerts.
Packages & gift vouchers
Prepaid courses, multi-session packs and gift vouchers sold online.
Payments & receipts
Card payments, deposits and itemised receipts flowing into Xero or MYOB.
Clinic website
Local, calm and quick on mobile with online booking and what you treat.
03The systems
The big ones
Your whole clinic, on one quiet system.
These are the systems acupuncture clinics ask us about most. Each one works on its own and they get properly useful once they're joined up.
Bookings
Clients book themselves. The phone stays quiet.
Online booking that understands how an acupuncture clinic runs. Initial and follow-up appointments, practitioners moving between rooms and time held for needles to rest. Reminders cut no-shows without you lifting a finger.
- Initial, follow-up and fertility appointment types
- Booking by practitioner and room
- Buffers for setup and needle rest
- Book from your website, Google and Instagram
- SMS and email reminders
- Online reschedule and cancel
- Deposits and cancellation policy
- Waitlist for cancelled slots
Intake & consent
Forms done before the first needle.
Intake and consent go out the moment someone books. Health history, medications, goals and treatment consent are signed at home and waiting in the file, so the first session starts on time and starts with treatment.
- Health history sent at booking
- Medications and conditions flagged
- Consent by treatment type
- Signed on any phone
- Reminder if forms aren't done
- Answers saved to the client file
- Updated history for returning clients
- Health fund details captured once
Treatment notes
Notes that fit how you actually treat.
A notes template built around your practice, not a generic physio form. Tongue, pulse, pattern, points and herbs sit next to the client's history, so you can see how a course is tracking at a glance.
- Your own TCM note template
- Tongue and pulse fields
- Pattern and treatment principle
- Point selection with body charts
- Herbal prescriptions on file
- Progress scores across a course
- Secure access for practitioners only
- Notes ready for health fund audits
Courses & recalls
Clients finish the course they started.
Set a treatment plan once and the follow-ups book themselves. If someone drifts off, a gentle reminder goes out. Packages and prepaid courses make committing easy.
- Treatment plans with session counts
- Follow-ups booked in one go
- Rebooking nudges after a gap
- Seasonal recall messages
- Prepaid courses and packages
- Gift vouchers online
- Birthday and check-in messages
- Plan progress per client
04How it changes
Before and after
A new client, wolloped.
Here's how a new client's first visit could change. Every clinic is different, so we map yours first.
Before
- Phone rings mid-treatment and goes to voicemail
- Play phone tag to find a time
- Clipboard intake form in the waiting room
- Ask for health fund details at the desk
- Handwritten notes filed in a folder
- Course abandoned after two sessions
After
- Client books online at 10pm
- Intake and consent sent straight away
- Forms done at home before they arrive
- Health fund details ready for the claim
- Notes saved to their file in your template
- Follow-ups booked and reminders sent
05Services
Everything under one roof
Software, websites and systems for acupuncturists.
Whether you're starting fresh or upgrading what you've got, it's one team from the first sketch to the support call.
Custom software for acupuncturists
Built around how your acupuncture clinic actually runs: online booking, intake forms and the admin in between, in one system you own.
Websites for acupuncturists
Fast, hand-built websites that rank for the searches your customers make and turn visits into enquiries, bookings or orders.
Acupuncture clinic system upgrades
Running on spreadsheets, old software or a platform you've outgrown? We move your data across and upgrade in stages so the business never stops.
Apps and portals for acupuncturists
Consent forms and health fund capture: customer and staff portals that work on any phone without an app store.
Integrations and automation
We connect Cliniko, Nookal and Halaxy so information moves on its own and nobody retypes it.
Hosting, support and care
Managed hosting, updates, backups and security for your acupuncture clinic, looked after by the people who built it.
06Integrations
Connections
Plays nicely with what you already use.
We connect to the practice tools you rely on, work alongside the ones you're happy with or replace the ones holding you back.
- Cliniko
- Nookal
- Halaxy
- Zanda
- Jane App
- HICAPS
- Tyro
- Stripe
- Square
- Ezidebit
- Xero
- MYOB
- Mailchimp
- Twilio SMS
- Google Business Profile
07How we work
The process
Some people dip their toe in. We turn up in a rebreather.
We get properly below the surface of your acupuncture clinic: the systems, the busy days and the jobs everyone hates. Then we fix the bits that matter most first.
- 01
Think
We sit with you between clients and at the front desk to see where bookings, forms and follow-ups are slowing you down.
- 02
Archi-tech
We plan it before writing code: your appointment types, rooms, forms, notes, health fund claims, hosting and cost.
- 03
Build
Real engineering, shown to you early and often. Usually online booking and intake first, so the phone goes quiet quickly.
- 04
Look after
We host it, maintain it and keep improving it. When something needs fixing you call the people who built it.
08Questions
FAQ
Things acupuncturists ask us.
Something else on your mind? Ring 0423 011 252 and ask the people who'd build it.
Are treatment notes kept private?
Yes. Notes are stored securely in Australia with access restricted to practitioners. We build with Australian privacy requirements for health records in mind.
We already use Cliniko. Do we have to switch?
No. If Cliniko, Nookal, Halaxy or another platform is working for you we build around it, adding the intake, course reminders, dispensary or website pieces it doesn't do well. If it's holding you back we'll show you what replacing it would involve first.
Can clients claim from their health fund on the spot?
Yes. We capture fund details at booking and connect to HICAPS or Tyro so claims are quick at checkout with the right receipts.
Can it handle fertility clients with changing transfer dates?
Yes. We can hold priority slots around transfer days and make rebooking quick when a date moves.
Can we track herbal prescriptions and stock?
Yes. Formulas and granule prescriptions save to the client file, labels print for dispensing and you get alerts when stock runs low.
How much does it cost?
It depends on what you need, so we quote up front once we understand your clinic. No surprise invoices, no lock-in and you own what we build.
How long does it take?
Online booking and intake forms can be quick. Bigger systems are planned in stages so you get the first win early instead of waiting for everything at once.
Who looks after it once it's built?
We do. We host it on our own managed servers and keep it updated and secure. When you need something you ring the people who built it.
We already have systems. Can you upgrade them instead of starting again?
Usually, yes. Most acupuncturists we work with keep what's working and upgrade the rest in stages. We move your data across, connect the old and new while we switch and retire the old system only when the new one is proven.
Contact
Got an acupuncture clinic problem? Consider it wolloped.
Tell us what's slow, broken, manual or missing. You don't need a spec, just describe what's going on.