Online pre-admission
Health questionnaire, medications, allergies, consent and escort details on any phone, with reminders until it's done.
Day surgery software: pre-admission, theatre lists & funds
Day surgeries: patients prepared before they walk in. Pre-admission to discharge, sorted.
Booking forms come in by fax, pre-admission paperwork gets chased by phone and the theatre list lives in a spreadsheet that changed twice since you printed it. Then someone turns up having eaten breakfast. We build day surgery systems that get patients properly prepared, keep theatre lists accurate and follow up after discharge. Then we host them and look after them.
Looking for day surgery pre-admission software or theatre scheduling?
A day surgery runs on preparation. Every case on the list depends on a booking form from the surgeon's rooms, a health history, a fund check, signed financial consent, fasting and medication instructions and an adult to drive the patient home. Miss one and the case gets delayed or cancelled on the morning. That means an empty theatre with a surgeon, an anaesthetist and a full nursing team standing around.
Wollopit builds custom day surgery software around how your day hospital actually runs. Surgeons' rooms book cases online. Patients complete pre-admission on their phone and get the right instructions at the right time. Fund eligibility and out-of-pocket estimates are sorted before admission. The theatre list stays live for every screen in the building. We connect to the practice and billing systems you already rely on and host everything securely in Australia.
01The problems
What we hear from day surgeries
Does your day surgery have these problems? Here's how we'd fix them.
Most day surgeries we talk to have brilliant clinical teams and a front desk drowning in faxes, phone calls and spreadsheets. It holds together until a Monday list falls over at 7am.
- The problemBooking forms arrive by faxSurgeons' rooms fax or email admission forms. Half are missing the item numbers, the procedure side or the patient's fund details.How we fix itA surgeon portal where rooms book cases into their sessions with required fields, so nothing arrives half done.
- The problemPre-admission chased by phoneAdmin staff spend days ringing patients to get health questionnaires back. Some still turn up with the paperwork in hand.How we fix itOnline pre-admission sent the moment a case is booked, with SMS and email reminders until it's done.
- The problemFund problems found on the dayA waiting period or excluded procedure turns up at admission. Now it's an awkward conversation or a cancellation.How we fix itEligibility checks done at booking, with exclusions and waiting periods flagged to staff days ahead.
- The problemOut-of-pocket surprisesPatients don't know their excess or gap until they're at the desk. Informed financial consent is a form nobody really reads.How we fix itEstimates sent online with a clear breakdown, signed consent and payment of the excess before the day.
- The problemFasting and medication instructions missedPatients eat breakfast, keep taking blood thinners or forget to stop a GLP-1 medication. The case gets bumped.How we fix itTimed texts based on admission time and medications, following your anaesthetists' protocols.
- The problemNo one to drive them homePatients arrive without an escort or anyone to stay overnight. Discharge stalls and beds back up.How we fix itEscort and carer details collected at pre-admission, confirmed by SMS the day before.
- The problemTheatre lists in spreadsheetsThe list changes five times before Monday. Theatre, recovery and the front desk all work from different printouts.How we fix itA live theatre list on every screen and phone. Change the order once and everyone sees it.
- The problemAnaesthetists see flags too lateSleep apnoea, high BMI or a cardiac history gets spotted at 7am instead of last week.How we fix itRisk flags from the health questionnaire sent to the anaesthetist with a review queue well ahead of the list.
- The problemProstheses and consumables slip throughImplants used in theatre never make it onto the invoice. The billing team finds out a month later.How we fix itProstheses and consumables logged per case, matched to the Prescribed List and pushed to billing.
- The problemDay-after calls forgottenPost-op phone calls rely on a nurse with a spare minute and a paper list.How we fix itAutomatic post-op check-in messages, with anyone reporting pain, bleeding or nausea escalated to a nurse.
- The problemClaims and data retypedFund claims, Medicare details and HCP data get keyed in again from paper charts.How we fix itCase details flow once from booking through to billing and your claims system.
- The problemNo real view of theatre useLate starts, overruns and on-the-day cancellations are a feeling, not a number. Accreditation reports take weeks.How we fix itUtilisation, start times, cancellations and reasons tracked automatically, with reports ready for audits.
02What we build
Solutions
What we build for day surgeries. 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.
Surgeon & rooms portal
Practice managers book cases into their sessions, upload referrals and see the status of every patient.
Fund eligibility checks
Cover, waiting periods and exclusions checked at booking, with problems flagged to staff early.
Estimates & financial consent
Clear out-of-pocket estimates, signed informed financial consent and the excess paid online.
Patient instruction texts
Fasting, medication, arrival time and what to bring, timed to each admission and procedure.
Live theatre list
Session lists, case order, changes and status on screens in theatre, recovery and reception.
Anaesthetic review queue
Risk flags, ASA notes and pre-op phone calls tracked so nothing waits until the morning.
Admission & check-in
Patients check in on arrival with paperwork already done. Reception confirms ID and fund in seconds.
Prostheses & consumables
Implants and items logged per case, matched to billing so nothing gets missed.
Post-op follow-up
Day-after check-ins by SMS, escalation to nurses and patient experience surveys.
Session & roster planning
Surgeon sessions, theatre allocation and nursing rosters on one calendar.
Reports & accreditation
Utilisation, cancellations, incidents and audit data ready for your board and NSQHS reviews.
A website patients trust
Clear patient information, surgeon profiles, pre-admission links and directions, built to be found on Google.
03The systems
The big ones
Your whole day surgery, on one system.
These are the systems day surgeries ask us about most. Each one works on its own and they get properly useful when they're joined up.
Pre-admission
Every patient ready a week before theatre.
The moment a case is booked the patient gets a link to complete pre-admission on their phone. Health history, medications, allergies, consent and escort details come back structured, not scrawled. Anything that needs a clinician's eye is flagged straight away.
- Mobile-friendly health questionnaire
- Medication and allergy lists
- Electronic consent and signatures
- Escort and overnight carer details
- SMS and email reminders until complete
- Risk flags for nursing and anaesthetic review
- Interpreter and accessibility needs
- Uploads for referrals and test results
- Progress tracking for every case
- Answers ready to print or send to your PAS
Funds & financial consent
No more money surprises at the front desk.
Fund cover, waiting periods and exclusions get checked when the case is booked, not when the patient is in a gown. Patients receive a clear estimate online, sign informed financial consent and pay their excess before admission.
- Fund eligibility checked at booking
- Waiting period and exclusion flags
- Self-funded and DVA case handling
- Clear out-of-pocket estimates
- Signed informed financial consent
- Excess paid online by card
- Payment plans where you offer them
- Reminders for unsigned consents
- Fund and item details passed to billing
Theatre scheduling
One theatre list. Always the latest.
Sessions, case order and status live in one place instead of a spreadsheet emailed around on Friday. Move a case and theatre, recovery, reception and the surgeon's rooms all see it. Admission times recalculate and patients get told automatically.
- Surgeon sessions and theatre allocation
- Drag and drop case order
- Live list on screens and phones
- Admission times recalculated on changes
- Patients texted when times move
- Case status from admitted to discharged
- Equipment and prosthesis needs per case
- Late start and overrun tracking
- Cancellation reasons recorded
- Utilisation reports per surgeon and theatre
Surgeon portal
Surgeons' rooms book cases without the fax machine.
Practice managers log in, pick a session and book the case with every field you need, from item numbers to the side of the procedure. They can see pre-admission progress and fund status, so nobody rings reception to ask.
- Book into allocated sessions
- Required fields for item numbers and side
- Referral and consent uploads
- Pre-admission and fund status visible
- Session availability at a glance
- Change and cancellation requests
- Prosthesis and equipment requests
- Separate logins for each practice
- Notifications when a case is confirmed
Discharge & follow-up
Every patient checked on the day after.
Discharge instructions go to the patient's phone so they're not lost in a bag of paperwork. The next day an automatic check-in asks how they're going. Anyone reporting a problem lands in a nurse's queue straight away.
- Discharge instructions sent by SMS
- Procedure-specific aftercare
- Day-after check-in messages
- Escalation for pain, bleeding or nausea
- Nurse call queue with outcomes
- Patient experience surveys
- Follow-up appointment reminders
- Results reported for accreditation
04How it changes
Before and after
A full theatre list, wolloped.
Here's how one patient's journey to theatre could change. Every day surgery is different, so we map yours first.
Before
- Booking form faxed from the rooms, missing the item number
- Pre-admission posted and chased by phone
- Fund waiting period found at admission
- Patient ate breakfast and kept taking blood thinners
- List reshuffled in a spreadsheet nobody refreshed
- Post-op call forgotten in a busy week
After
- Case booked through the portal with every field filled
- Pre-admission done on their phone a week out
- Fund flag sorted days before
- Fasting and medication texts sent on time
- Live theatre list updated for everyone
- Check-in message sent and answered the next morning
05Services
Everything under one roof
Software, websites and systems for day surgeries.
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 day surgeries
Built around how your day surgery actually runs: online pre-admission, surgeon & rooms portal and the admin in between, in one system you own.
Websites for day surgeries
Fast, hand-built websites that rank for the searches your customers make and turn visits into enquiries, bookings or orders.
Day surgery 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 day surgeries
Fund eligibility checks and estimates & financial consent: customer and staff portals that work on any phone without an app store.
Integrations and automation
We connect Genie Solutions, Gentu and Best Practice so information moves on its own and nobody retypes it.
Hosting, support and care
Managed hosting, updates, backups and security for your day surgery, looked after by the people who built it.
06Integrations
Connections
Plays nicely with what you already use.
We connect to the practice, billing and messaging tools you rely on. If your patient admin system is doing its job, we build around it.
- Genie Solutions
- Gentu
- Best Practice
- MedicalDirector
- Zedmed
- Clinic to Cloud
- Medicare ECLIPSE
- Tyro Health
- HICAPS
- HealthLink
- Medical-Objects
- Argus
- Xero
- MYOB
- Stripe
- Microsoft 365
- Twilio SMS
- HotDoc
- 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 day surgery: the systems, the busy days and the jobs everyone hates. Then we fix the bits that matter most first.
- 01
Think
We spend time at reception, in pre-admission and around theatre, then work out where cases actually fall over.
- 02
Archi-tech
We plan it before writing code: your bookings, forms, fund checks, theatre lists, privacy needs, hosting and cost.
- 03
Build
Real engineering, shown to you early and often. Usually pre-admission first, so your next Monday list is easier.
- 04
Look after
We host it securely in Australia, maintain it and keep improving it. When something breaks you call the people who built it.
08Questions
FAQ
Things day surgeries ask us.
Something else on your mind? Ring 0423 011 252 and ask the people who'd build it.
Is patient data kept secure?
Yes. Data is stored in Australia with strict access controls, encryption and audit logs. We work to the Privacy Act, the Australian Privacy Principles and your accreditation requirements.
Do we have to replace our patient admin or billing system?
No. If your current system handles admissions, billing and claims well, we build around it and pass data into it. If it's holding you back, we'll show you what replacing it would involve before anything changes.
Can instructions follow our anaesthetists' protocols?
Yes. Fasting times, medications to stop and arrival times can be set by procedure, surgeon or anaesthetist. That includes things like GLP-1 medications and blood thinners.
Will surgeons' rooms actually use a portal?
Practice managers usually love it once they stop chasing reception for updates. It's quick to book a case and they can see pre-admission and fund status for their own patients.
Can it check health fund eligibility?
Yes. We set up checks at booking so cover, waiting periods and exclusions are flagged early. Patients then get an estimate and sign financial consent online.
What if a patient isn't comfortable with technology?
They can still complete things by phone or on paper. Staff enter it into the same system, so every case is tracked the same way.
How much does a day surgery 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 pieces like online pre-admission or instruction texts 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 in Australia 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 day surgeries 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 a day surgery 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.