Family-friendly online booking
Hearing tests, fittings and clean-and-checks booked online in a few big taps, with family members able to book for a parent.
Audiology clinic software: bookings, trials & follow-ups
Audiologists: from hearing test to happy wearer. Tests, trials and follow-ups tracked.
Hearing tests get booked by phone because Mum can't hear the receptionist. Device trials quietly run out and the patient who said "I'll think about it" never hears from you again. We build booking, trial, funding and device systems for audiology clinics that follow every patient from first test to happy wearer. Then we host them and look after them.
Looking for audiology clinic software that follows the patient, not just the appointment?
An audiology patient isn't a one-off appointment. It's a hearing test, a chat about options, a quote, a fitting, a trial, two or three tweaks, then batteries, domes, repairs and an annual check for the next five years. Usually there's a daughter on the phone, a GP referral to reply to and a Hearing Services Program voucher to sort as well. Most clinics hold that journey together with a practice system that's built for appointments, a whiteboard of trial end dates and a lot of sticky notes.
Wollopit builds custom audiology software around how your clinic actually works. Families book online for a parent. Trials have check-ins scheduled the moment the devices go out. Voucher and funding details are captured before the first test. Repairs, warranties and supply reorders are tracked per device. We connect the tools you already rely on (Noah, your practice system, HICAPS, Xero) and look after the lot on our own servers, so you can spend your day with patients instead of chasing them.
01The problems
What we hear from audiologists
Does your audiology clinic have these problems? Here's how we'd fix them.
Most audiology clinics we talk to are great at the clinical bit. It's everything between appointments that leaks: trials, quotes, repairs and recalls.
- The problemEvery booking is a phone callOlder patients and their families ring to book, then ring again to check the time. Reception spends half the day on the phone repeating themselves.How we fix itSimple online booking with big buttons and plain words. Family members can book on behalf of a parent with both sets of contact details saved.
- The problemTrials that quietly lapseDevices go home on trial, nobody books the check-in and the trial period runs out with the patient unsure. Then they come back in the box.How we fix itEvery trial gets check-ins booked the day it starts, a countdown on the dashboard and a nudge to the audiologist before it ends.
- The problemQuotes that go nowhereThe patient says they'll talk it over with the family. Nobody follows up and they buy online or from the chain down the road.How we fix itQuotes tracked as open opportunities with a friendly follow-up plan, plain-English comparisons to take home and reminders for the team.
- The problemVoucher paperwork chased after the factHearing Services Program voucher status, DVA details or NDIS plans get sorted after the test. Claims are late and some get missed.How we fix itFunding type captured at booking with eligibility questions up front. A claims board shows what's ready to submit, what's missing and what's paid.
- The problemFollow-ups and fine-tuning forgottenA patient says it's all a bit tinny. Nobody books the adjustment and they stop wearing the devices.How we fix itPost-fitting follow-ups scheduled automatically with a quick check-in SMS that flags anyone who's struggling.
- The problemAnnual checks never promptedHearing changes slowly. Without a reminder patients don't come back until the devices are well out of date.How we fix itAnnual hearing review and clean-and-check reminders sent on time with a link to book straight in.
- The problemBatteries and domes run outPatients ring in a panic on a Friday afternoon because they're down to their last battery or wax guard.How we fix itSupply reminders based on what they wear plus easy online reorders that post out or wait at reception.
- The problemRepairs lost in the postDevices go off to the manufacturer and nobody can tell the patient where they are or when they're back.How we fix itRepair tracking per device: sent, at manufacturer, returned and ready for pickup, with an SMS to the patient at each step.
- The problemWarranties and upgrades in nobody's headWarranty end dates and upgrade eligibility sit in a file. Patients hit the end of their device's life with no plan.How we fix itEvery device on record with serial, warranty and fitting date, plus a heads-up before warranty ends or a new voucher is due.
- The problemGP referrals left hangingGPs and ENTs send referrals by fax or email. Reports back are slow so referrers drift to someone else.How we fix itReferrals logged on arrival and a report template that fills itself from the test, ready to send back the same day.
- The problemWorkplace hearing tests on spreadsheetsEmployers book noise exposure testing for their crew and you juggle site visits, consent forms and results by email.How we fix itA workplace portal for employer bookings, staff lists, on-site schedules and results reports in one place.
02What we build
Solutions
What we build for audiologists. 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.
Trial tracker
Every device trial with its start date, check-ins, notes and end date on one board so none slip past.
Quote follow-ups
Open quotes tracked with gentle follow-ups, take-home comparisons and a clear view of who's still deciding.
Funding & voucher manager
HSP vouchers, DVA, NDIS, workers comp and private health details captured up front and claims tracked to paid.
Follow-up scheduling
Fittings trigger adjustment appointments and check-in SMS automatically, so nobody struggles in silence.
Recall & annual reminders
Annual hearing reviews, clean-and-checks and upgrade timing prompted by SMS and email with a booking link.
Batteries & supplies
Battery, dome, wax guard and charger reorders online, with reminders timed to what each patient wears.
Repairs & warranties
Device register with serials, warranty dates and repair status, plus patient updates as repairs move along.
Referral inbox & reports
GP and ENT referrals logged in one place and audiogram reports sent back to referrers quickly.
Patient intake forms
Hearing history, consent and funding forms filled in at home or on a tablet in the waiting room.
Workplace screening portal
Employer bookings, staff lists, site visit schedules and results reports for noise exposure testing.
Outreach & aged care visits
Home and aged care visit runs planned by area, with resident lists and what to bring on the day.
A website that's easy to hear
Hand-built, clear on mobile and readable for older eyes, built to rank for 'hearing test near me' and your suburb.
03The systems
The big ones
Your whole clinic, on one system.
These are the systems audiology clinics ask us about most. Each one works on its own. Joined up, they follow every patient for years.
Bookings & families
Booking a hearing test shouldn't need a hearing test.
Online booking that's dead simple for older patients and just as easy for the son or daughter booking on their behalf. Reminders go to whoever needs them so people actually turn up.
- Big buttons and plain words
- Family members book for a parent
- Reminders to the patient and the carer
- Appointment types with the right length
- Funding type asked at booking
- Intake forms sent before the visit
- Home and aged care visit requests
- Syncs with Cliniko, Halaxy or Nookal
- HotDoc and Google booking links
- Waitlist for cancellations
Trials & fittings
Every trial followed through to a decision.
The moment devices go home on trial the check-ins are booked and the countdown starts. Your team sees who's loving them, who's struggling and who needs a call before the trial runs out.
- Trial start and end dates per patient
- Check-ins booked automatically
- Mid-trial SMS: how are they going?
- Struggling patients flagged early
- Adjustment notes kept with the trial
- Quote and device details attached
- Kept or returned outcome tracked
- Returns sent back to the manufacturer
- Conversion by audiologist and device
Funding & claims
Vouchers and funding sorted before the first beep.
Hearing Services Program, DVA, NDIS, workers comp and private health details are collected at booking, not chased after the fitting. A claims board shows what's ready, what's missing and what's been paid.
- Funding type captured at booking
- Eligibility questions up front
- Voucher details and expiry on file
- Missing paperwork flagged
- Claims board: ready, lodged, paid
- Top-up device quotes alongside
- Private health rebates via HICAPS
- Invoices straight into Xero or MYOB
- NDIS and workers comp invoices
Devices, repairs & supplies
Every device known, every battery remembered.
A register of every device you've fitted with serials, warranty dates and repair history. Patients get supply reminders before they run out and updates when their repair is back.
- Device register with serials
- Fitting and warranty dates
- Repair status from sent to ready
- SMS when repairs are back
- Loaner devices tracked
- Battery and dome reminders
- Online supply reorders
- Post out or collect at reception
- Upgrade and warranty-ending alerts
- Stock levels for consumables
Recalls & referrals
Patients come back. Referrers keep referring.
Annual reviews, clean-and-checks and upgrade timing are prompted automatically so patients don't vanish for five years. GP and ENT referrals are logged on arrival and reports go back quickly.
- Annual hearing review reminders
- Clean-and-check recalls
- Upgrade and new voucher timing
- Booking link in every reminder
- Referral inbox for GPs and ENTs
- Report templates filled from the test
- Reports sent back the same day
- Referrer list and referral counts
- Google review requests after fittings
04How it changes
Before and after
A hearing aid trial, wolloped.
Here's how a typical device trial could change. Every clinic is different, so we map yours first.
Before
- Devices go home with a 'call us if you need anything'
- No check-in booked so the patient just puts up with it
- Trial end date lives on a sticky note
- Patient decides it's all too hard
- Devices come back in the box on day 31
- Nobody follows up the annual review
After
- Check-ins are booked the moment the trial starts
- A mid-trial SMS asks how it's going
- Struggling patients are flagged for a quick adjustment
- The audiologist gets a heads-up before the trial ends
- Patient keeps the devices and they're on the register
- Supply reminders and annual reviews are already scheduled
05Services
Everything under one roof
Software, websites and systems for audiologists.
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 audiologists
Built around how your audiology clinic actually runs: family-friendly online booking, trial tracker and the admin in between, in one system you own.
Websites for audiologists
Fast, hand-built websites that rank for the searches your customers make and turn visits into enquiries, bookings or orders.
Audiology 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 audiologists
Quote follow-ups and funding & voucher manager: customer and staff portals that work on any phone without an app store.
Integrations and automation
We connect Noah (HIMSA), Blueprint OMS and Cliniko so information moves on its own and nobody retypes it.
Hosting, support and care
Managed hosting, updates, backups and security for your audiology clinic, looked after by the people who built it.
06Integrations
Connections
Plays nicely with what you already use.
We connect to the tools you rely on, work alongside the practice systems you're happy with or replace the ones holding you back.
- Noah (HIMSA)
- Blueprint OMS
- Cliniko
- Halaxy
- Nookal
- HotDoc
- HICAPS
- Tyro
- Stripe
- Xero
- MYOB
- Microsoft 365
- Twilio SMS
- Google Business Profile
- Mailchimp
- Australia Post
- Sendle
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 audiology clinic: the systems, the busy days and the jobs everyone hates. Then we fix the bits that matter most first.
- 01
Think
We sit at reception, follow a patient from test to fitting and work out where trials, quotes and recalls are leaking.
- 02
Archi-tech
We plan it before writing code: your bookings, funding types, trials, devices, repairs, practice system links, hosting and cost.
- 03
Build
Real engineering, shown to you early and often. Usually the trial tracker or online booking first, so you get a win quickly.
- 04
Look after
We host it, maintain it and keep improving it. When something breaks you call the people who built it.
08Questions
FAQ
Things audiologists ask us.
Something else on your mind? Ring 0423 011 252 and ask the people who'd build it.
Can family members book for a parent?
Yes. Family members can book on someone's behalf with both their contact details recorded. Reminders can go to the patient, the family member or both.
Can it track device trials so they don't lapse?
Yes. Check-ins are booked when the trial starts, patients get a quick how's-it-going SMS and your team is alerted before the trial ends.
Can it handle Hearing Services Program vouchers?
Yes. We capture funding type and voucher details at booking, flag what's missing and give you a board of claims that are ready, lodged and paid. The same goes for DVA, NDIS and workers comp.
Do we have to switch from Blueprint, Cliniko or Noah?
No. If your practice system and Noah are doing their job we build around them and fill the gaps they leave. If something is holding you back we'll show you what replacing it would involve before anything changes.
Is patient information kept secure?
Yes. Systems are built with health privacy in mind: hosted in Australia, with staff logins, access controls and audit trails.
How much does an audiology system cost?
It depends on what you need, so we quote up front once we understand it. No surprise invoices, no lock-in and you own what we build.
How long does it take?
Smaller jobs like online booking or supply reminders can be quick. Bigger systems are built 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 audiologists 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 audiology 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.