Shared clinic calendar
Every practitioner, discipline and location on one calendar, colour coded so reception can read it at a glance.
Allied health clinic software for multi-discipline practices
Allied health clinics: many practitioners, one system. One clinic, not ten diaries.
Physios, psychologists, dietitians and OTs under one roof. Each has their own diary, their own way of billing and their own idea of what a referral looks like. We build allied health systems that join the clinic up so clients move between practitioners easily, every funder gets claimed properly and payouts add up. Then we host them and look after them.
Looking for multi-disciplinary allied health clinic software?
A multi-disciplinary clinic is only as good as how well its practitioners work together. You've got contractors and employees on different splits, rooms and a gym shared between disciplines, plus NDIS, Medicare, DVA, WorkCover and private health all wanting something different. Most clinics hold it together with practice software, a whiteboard, a few spreadsheets and a very patient practice manager.
Wollopit builds custom allied health software around how your clinic actually runs. Internal referrals turn into booked appointments. Rooms lock to the appointment. Care plan sessions are counted across the whole clinic, not per practitioner. Payouts calculate themselves. We work alongside Cliniko, Halaxy, Nookal or whatever you're already using, fill the gaps it leaves and look after the lot on our own servers.
01The problems
What we hear from allied health clinics
Does your allied health clinic have these problems? Here's how we'd fix them.
Most clinics we talk to have great practitioners and a front desk drowning in the gaps between them. It works fine until a care plan runs out or two people need Room 2 at nine.
- The problemInternal referrals get lostThe physio tells a client to see the dietitian, it goes on a sticky note for reception and it never happens.How we fix itA refer button in the client file that notifies the right practitioner and sends the client a booking link straight away.
- The problemRooms double bookedTwo practitioners turn up to the same treatment room while the gym sits empty and the hydro pool is booked on paper.How we fix itRoom, gym and equipment scheduling tied to every appointment, so nothing gets booked without a free space.
- The problemEvery funder claims differentlyNDIS, Medicare, DVA, WorkCover, CTP and private health all want different codes, reports and paperwork.How we fix itBilling that knows each funder's rules, item numbers and price limits, then checks the claim before it goes out.
- The problemCare plan sessions run out mid-treatmentA client uses three Medicare sessions with the physio and two with the podiatrist. Nobody notices the care plan is spent.How we fix itOne care plan tracker across the whole clinic showing sessions used, sessions left and when the GP referral expires.
- The problemNDIS budgets blow outService agreements sit in a drawer, plan funds get checked by phone and plan managers bounce invoices.How we fix itService agreements, budgets per support category and invoices formatted the way plan managers want them.
- The problemClients repeat their storyEvery new practitioner asks the same intake questions and sends the same forms.How we fix itShared client profiles with consent controls, so each discipline sees what it needs and nothing it shouldn't.
- The problemContractor payouts take daysEvery contractor has a different split or room rent. The practice manager rebuilds it in a spreadsheet every fortnight.How we fix itAutomatic payout reports per practitioner, with splits, rent, fees and adjustments calculated from what was actually paid.
- The problemClients can't see who's availableThe website lists ten practitioners but booking means ringing reception to find out who's free.How we fix itOne booking page across every discipline, filtered by service, funder and location.
- The problemGP letters go out lateReferring GPs wait weeks for an initial report and quietly stop sending clients.How we fix itReport templates per discipline, reminders when a letter is due and secure sending straight to the GP.
- The problemPractitioner paperwork expires quietlyAHPRA registration, insurance, police checks and NDIS worker screening all expire on different dates.How we fix itA practitioner register with every document in one place and reminders well before anything lapses.
- The problemGroup classes on a clipboardClinical Pilates, hydro and strength classes run off paper with no idea who's paid or who's on a plan.How we fix itGroup class bookings with capacity limits, class packs, funder billing and attendance on a tablet.
- The problemNo-shows across ten diariesEmpty appointments add up fast across the clinic and nobody wants to chase the fee.How we fix itSMS reminders with confirm or cancel replies, a waitlist that fills the gap and cancellation fees that follow your policy.
02What we build
Solutions
What we build for allied health clinics. 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.
Room & equipment scheduling
Consult rooms, the gym, the hydro pool and shared equipment booked with the appointment.
Internal referrals
Referrals between disciplines that notify, track and turn into booked appointments.
Funder billing
NDIS, Medicare, DVA, WorkCover, CTP and private health with the right codes every time.
Care plan tracker
Medicare sessions used and left across the whole clinic, with GP referral expiry alerts.
NDIS service agreements
Agreements, support budgets and plan manager invoices in one place.
Shared intake & client profiles
One intake form, shared with consent and access controls per discipline.
Referrer reports & letters
Templates per discipline, due-date reminders and secure sending to GPs and case managers.
Practitioner payouts
Fee splits, room rent and adjustments calculated automatically each pay run.
Practitioner register
Registrations, insurance and screening checks with expiry reminders.
Group classes
Pilates, hydro and exercise groups with capacity, class packs and attendance.
Online booking
One booking page across every discipline, filtered by service, funder and location.
Reminders & waitlists
SMS reminders, two-way confirmations and a waitlist that fills cancellations.
Clinic dashboard
Room use, referrals and revenue by funder and practitioner on one screen.
Clinic website
Disciplines, team profiles and booking, quick on mobile and built to rank for your suburb.
03The systems
The big ones
Your whole clinic, on one system.
These are the systems multi-discipline clinics ask us about most. Each one works on its own and they get properly clever when they're joined up.
Shared booking & rooms
Every practitioner, every room, one calendar.
One calendar for the whole clinic, with rooms, the gym and equipment locked to each appointment. Reception sees who's free across every discipline and clients can book online without ringing around.
- Every discipline on one calendar
- Rooms locked to appointments
- Gym, hydro pool and equipment booking
- Multi-location support
- Online booking across disciplines
- Filter by service, funder or location
- SMS reminders and two-way confirms
- Waitlist that fills cancellations
- Works alongside your practice software
Internal referrals & shared records
Refer in one click. Booked before they leave.
A practitioner refers from the client file and the right colleague is notified with the reason and notes. The client gets a booking link straight away and the shared profile comes with them, with consent recorded.
- One-click internal referrals
- Notifies the receiving practitioner
- Booking link sent to the client
- Referral tracked until booked
- Shared intake with consent records
- Access controls per discipline
- Audit log of who viewed what
- Referral reports by practitioner
- Follow-up if nothing gets booked
Funder billing
Every funder, claimed the right way.
Billing that knows the difference between NDIS, Medicare, DVA, WorkCover, CTP and private health. Care plan sessions and NDIS budgets are tracked across the whole clinic so nobody gets caught out mid-treatment.
- NDIS, Medicare, DVA and private health
- WorkCover and CTP claims and reports
- Item numbers and price limits checked
- Care plan sessions counted clinic-wide
- GP referral expiry alerts
- NDIS service agreements and budgets
- Plan manager invoices formatted properly
- HICAPS and Tyro payments
- Invoices and payments into Xero
- Outstanding claims at a glance
Practitioner payouts & register
Payouts that add up without the spreadsheet.
Contractors on splits, contractors on room rent and employees on payroll, all in the same system. Payouts calculate from what was actually paid and every registration and insurance certificate is tracked with reminders.
- Percentage splits per practitioner
- Room rent and sessional models
- Employees and contractors side by side
- Payouts from money actually received
- Adjustments and refunds handled
- Payout statements practitioners can see
- Exports to Xero or MYOB
- AHPRA and insurance expiry reminders
- NDIS worker screening and police checks
Referrers & reports
GPs who keep sending clients.
Report templates for each discipline, reminders when an initial or progress letter is due and secure sending straight to the referrer. Your best referrers get looked after and you can see where new clients actually come from.
- Report templates per discipline
- Due-date reminders for letters
- Secure sending to GPs
- Case manager and insurer reports
- Referrer list with history
- New clients by referrer
- Care plan expiry heads-ups
- Reports on time tracking
04How it changes
Before and after
An internal referral, wolloped.
Here's how a physio-to-dietitian referral could change. Every clinic runs differently, so we map yours first.
Before
- Physio tells the client to see the dietitian
- Referral goes on a sticky note for reception
- Client leaves before anyone books it
- Dietitian asks the same intake questions again
- Care plan sessions get double counted
- Nobody follows up and the client drifts off
After
- Physio taps refer in the client file
- Dietitian is notified with the reason and notes
- Client gets a booking link before they reach the car
- Shared intake comes across with consent
- Care plan tracker updates for the whole clinic
- Referral tracked until the first appointment is booked
05Services
Everything under one roof
Software, websites and systems for allied health clinics.
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 allied health clinics
Built around how your allied health clinic actually runs: shared clinic calendar, room & equipment scheduling and the admin in between, in one system you own.
Websites for allied health clinics
Fast, hand-built websites that rank for the searches your customers make and turn visits into enquiries, bookings or orders.
Allied health 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 allied health clinics
Internal referrals and funder billing: customer and staff portals that work on any phone without an app store.
Integrations and automation
We connect Cliniko, Halaxy and Nookal so information moves on its own and nobody retypes it.
Hosting, support and care
Managed hosting, updates, backups and security for your allied health clinic, looked after by the people who built it.
06Integrations
Connections
Plays nicely with what you already use.
We connect to the practice software you rely on, work alongside the platforms you're happy with or replace the ones holding you back.
- Cliniko
- Halaxy
- Nookal
- Splose
- Zanda
- Coreplus
- HotDoc
- HICAPS
- Tyro
- Medicare Online
- NDIS PRODA
- Physitrack
- HealthLink
- Stripe
- Xero
- MYOB
- Microsoft 365
- Twilio SMS
- Mailchimp
- 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 allied health 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 reception, the practice manager and a few practitioners, then work out where clients, referrals and money are slipping through.
- 02
Archi-tech
We plan it before writing code: your disciplines, rooms, funders, contractor models, privacy controls, hosting and cost.
- 03
Build
Real engineering, shown to you early and often. Usually the most painful bit first, so you get a win before the next pay run.
- 04
Look after
We host it, maintain it and keep it secure. When something breaks you call the people who built it.
08Questions
FAQ
Things allied health clinics ask us.
Something else on your mind? Ring 0423 011 252 and ask the people who'd build it.
Can contractors and employees work in the same system?
Yes. We set up different fee splits, room rent models and access levels so contractors and employees each see what they need and payouts are calculated correctly.
We already use Cliniko, Halaxy or Nookal. Do we have to switch?
No. If your practice software is doing its job we build around it, adding the referrals, room scheduling, funder tracking and payouts it doesn't handle well. If it's holding you back we'll show you what replacing it would involve before anything changes.
Can it handle NDIS, Medicare, DVA and WorkCover in one place?
Yes. Each funder gets its own rules, item numbers and paperwork. Care plan sessions and NDIS budgets are tracked across the whole clinic, not just per practitioner.
How do you keep shared client records private?
Client health information is sensitive, so consent records, access controls per discipline and audit logs are built in from day one. A psychologist's notes don't have to be visible to the physio just because they share a client.
Can clients book across different disciplines online?
Yes. One booking page covers every practitioner and service, filtered by funder and location, with rooms checked automatically before a time is offered.
We have more than one location. Can it cope?
Yes. Practitioners, rooms and reporting can be split by location while the client record and billing stay joined up.
How much does an allied health clinic system 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?
Smaller jobs like internal referrals or payout reports 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 allied health clinics 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 allied health 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.