Online booking
Real availability by dentist, hygienist and treatment, with new patient and emergency options.
Dental practice software: bookings, recalls & patient forms
Dentists: full chairs, fewer phone calls. Book more, chase less.
Reception is tied to the phone, the recall list never gets worked and new patients are still filling in clipboards in the waiting room. We build booking, recall, patient form and treatment plan systems for dental practices that work alongside your practice software, then we host them and look after them.
Looking for dental online booking, recall and patient form software?
A dental practice lives on recalls, new patients and treatment plans that actually get booked. Most of that still runs through the front desk: the phone, a recall list printed on Monday and a stack of clipboards. Every empty chair costs money. Every minute reception spends on phone tag is a minute not spent with the patient standing at the counter.
Wollopit builds custom dental software around how your practice runs. Patients book real availability online by dentist and treatment. Recalls go out on their own with a link to book. Medical histories arrive before the patient does. Unbooked treatment plans get a nudge. We work alongside Dental4Windows, Exact, Praktika, Core Practice or whatever you run, then host it and look after it so your team can get back to patients.
01The problems
What we hear from dentists
Does your dental practice have these problems? Here's how we'd fix them.
Most practices we talk to have great clinicians and a front desk doing three jobs at once. It holds together until a hygienist calls in sick on a full Monday.
- The problemReception stuck on the phoneMost calls are just to book, move or confirm a check-up while the patient at the counter waits.How we fix itOnline booking with real availability by dentist, hygienist and treatment, written back to your practice software where it allows.
- The problemRecalls never sentSix-monthly check-ups slip through because the recall list gets printed and nobody has time to ring through it.How we fix itAutomatic recall SMS and email with a booking link, then a second nudge for anyone who doesn't book.
- The problemClipboards in the waiting roomMedical histories filled in on paper, read with a squint and typed up between patients.How we fix itSecure online forms completed on the patient's phone before the visit, with medications and allergies flagged for the dentist.
- The problemNo-shows and late cancellationsAn empty chair at 10am with no notice and a dentist standing around.How we fix itReminders with confirm and reschedule links, plus deposits for long appointments if you want them.
- The problemGaps that never get filledSomeone cancels this afternoon and reception rings five patients hoping one picks up.How we fix itA short-notice list that texts suitable patients the free slot. First to tap gets it.
- The problemTreatment plans left unbookedThe crown gets quoted, the patient says they'll think about it and never comes back.How we fix itPlans sent as clear online quotes with follow-ups until the work is booked or declined.
- The problem'What will my fund pay?'Patients want item numbers before they commit and reception writes them out by hand.How we fix itTreatment estimates with item numbers patients can check with their health fund, then accept online.
- The problemToothache calls at 8amEmergency patients ring the minute you open and the day's book gets juggled on the fly.How we fix itEmergency slots bookable online with a few triage questions so the urgent ones are seen first.
- The problemChasing balancesGap payments and payment plans tracked on a sticky note and followed up when someone remembers.How we fix itPayment links, card on file and instalment plans with automatic reminders and receipts.
- The problemSterilisation logs in a folderSteriliser cycles, waterline tests and servicing written in a folder that's never where you need it.How we fix itInfection control logs on a tablet, with reminders for tests and a history that's ready for any audit.
- The problemWebsite doesn't bring patientsSearches for a dentist in your suburb go to the practice down the road.How we fix itA fast local website with booking built in, built to rank for dentist searches in your area.
- The problemHappy patients never leave reviewsYour Google rating gets built by the two patients who had something to complain about.How we fix itA friendly review request by SMS after each visit, with reviews and replies managed from one inbox.
02What we build
Solutions
What we build for dentists. 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.
Recall engine
Check-ups and hygiene recalls sent automatically by SMS and email with a link to book.
Secure patient forms
Medical history, consent, CDBS paperwork and updates filled in on a phone before the visit.
Reminders & confirmations
SMS reminders with confirm and reschedule links. Fewer no-shows.
Short-notice list
Cancelled slots offered to waiting patients automatically.
Treatment plan follow-ups
Online quotes, e-acceptance and nudges until planned work is booked.
Treatment estimates
Item numbers and fees laid out clearly so patients can check with their fund.
Payments & payment plans
Payment links, card on file, deposits and instalments through Stripe.
Emergency triage
Online emergency requests with pain questions so urgent patients are seen first.
Referral portal
Referrals to and from orthodontists, oral surgeons and GPs with x-rays attached, tracked to the appointment.
Sterilisation & compliance logs
Steriliser cycles, waterline tests, equipment servicing and staff training records on a tablet.
Reviews & messages inbox
Review requests after visits, plus Google reviews and patient messages in one place.
Practice dashboard
Chair utilisation, recall rate, new patients and unbooked treatment at a glance.
Practice website
Fast and local with booking built in, built to rank for dentist searches in your area.
03The systems
The big ones
Your whole front desk, on one system.
These are the systems dental practices ask us about most. Each one works on its own and they get properly clever when they're joined up.
Online bookings
Real availability online. Fewer calls at the desk.
Patients book the right appointment with the right person, whether it's a hygiene clean, a new patient exam or an emergency. Bookings follow your rules for chair time and buffers and land in your practice software where it allows, so reception isn't retyping anything.
- Book by dentist, hygienist or treatment
- New and returning patient flows
- Your appointment lengths and buffers
- Emergency slots with triage questions
- Family bookings back to back
- Deposits for long appointments
- Confirm and reschedule links by SMS
- Short-notice list for cancellations
- Booking button on Google and your website
- Synced with your practice software
Recall reminders
Recalls that send themselves. Check-ups that book themselves.
Every patient due for a check-up or clean gets a friendly SMS or email with a link to book a time that suits them. Anyone who doesn't book gets a polite second and third nudge. Reception only rings the few who are left.
- Six-monthly and custom recall intervals
- SMS and email in your practice's voice
- Book straight from the reminder
- Second and third nudges on a schedule
- Family recalls grouped together
- Hygiene and periodontal recalls
- Lapsed patient reactivation
- Opt-outs handled properly
- Call list for the few who don't respond
- Recall rate tracked month by month
Patient forms
Medical histories done before they sit down.
New and returning patients fill in their medical history, consent and details on their phone before the visit. Medications, allergies and conditions that matter are flagged for the dentist. Nothing gets typed up from a clipboard.
- New patient registration
- Medical history with flagged conditions
- Medication and allergy lists
- Treatment consent with e-signature
- Child Dental Benefits Schedule paperwork
- History updates sent with recalls
- Health fund and Medicare details
- Works on any phone, no app
- Secure storage with access controls
- Copied into your practice software where it allows
Treatment plans & payments
Planned work that actually gets booked.
Treatment plans go out as clear online quotes with item numbers and fees so patients can check with their fund. They accept and book online, pay a deposit or set up a plan. Anyone who goes quiet gets a follow-up instead of being forgotten.
- Online quotes from your treatment plans
- Item numbers and fees laid out clearly
- Accept and sign online
- Book the first appointment straight away
- Deposits and payment links via Stripe
- Instalment plans with automatic reminders
- Follow-ups for unbooked plans
- Reasons captured when a plan is declined
- Unbooked treatment on a dashboard
Website & reviews
Found first when someone searches for a dentist nearby.
A hand-built practice website that's quick on phones, shows your team and treatments properly and has booking built in. Review requests after each visit build your Google rating, with replies handled from one inbox.
- Hand-built and quick on mobile
- Built to rank for your suburb
- Online booking on every page
- Team bios and treatment pages
- New patient and emergency info up front
- Google Business Profile kept current
- Review requests by SMS after visits
- Reviews and messages in one inbox
- Easy to update yourself
- Hosted and looked after by us
04How it changes
Before and after
A Monday at reception, wolloped.
Here's how a Monday morning at the front desk could change. Every practice is different, so we map yours first.
Before
- Phone rings non-stop from 8am
- Toothache patients squeezed in by guesswork
- New patients fill in clipboards at the counter
- Medical histories typed up between patients
- Recall list printed and half rung
- No-show at 10am leaves a chair empty
After
- Most bookings came in online overnight
- Emergencies triaged and slotted in before opening
- Forms done on phones before arrival
- Medical flags waiting for the dentist
- Recalls sent and booking themselves
- 10am cancellation filled from the short-notice list
05Services
Everything under one roof
Software, websites and systems for dentists.
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 dentists
Built around how your dental practice actually runs: online booking, recall engine and the admin in between, in one system you own.
Websites for dentists
Fast, hand-built websites that rank for the searches your customers make and turn visits into enquiries, bookings or orders.
Dental practice 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 dentists
Secure patient forms and reminders & confirmations: customer and staff portals that work on any phone without an app store.
Integrations and automation
We connect Dental4Windows, Exact and Praktika so information moves on its own and nobody retypes it.
Hosting, support and care
Managed hosting, updates, backups and security for your dental practice, looked after by the people who built it.
06Integrations
Connections
Plays nicely with what you already use.
We connect with your practice software where it allows, work alongside booking platforms you're happy with and replace the bits holding you back.
- Dental4Windows
- Exact
- Praktika
- Core Practice
- Dentally
- Oasis
- HotDoc
- HealthEngine
- HICAPS
- Tyro
- Stripe
- Zip
- 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 dental practice: the systems, the busy days and the jobs everyone hates. Then we fix the bits that matter most first.
- 01
Think
We sit at the front desk on a busy morning, talk to your dentists and practice manager and work out where the time and the chairs are going.
- 02
Archi-tech
We plan it before writing code: your appointment types, recall rules, forms, practice software connection, privacy, hosting and cost.
- 03
Build
Real engineering, shown to you early and often. Usually the most painful bit first, like recalls or online forms, so reception feels the difference quickly.
- 04
Look after
We host it, keep patient data secure and keep improving it. When something breaks you call the people who built it.
08Questions
FAQ
Things dentists ask us.
Something else on your mind? Ring 0423 011 252 and ask the people who'd build it.
Will it work with our practice management software?
We connect with Dental4Windows, Exact, Praktika, Core Practice, Dentally and others where they allow it. Where they don't, we work alongside them so reception isn't entering the same booking or form twice.
We already use HotDoc or HealthEngine. Do we have to switch?
No. If a platform is doing its job we build around what works: recalls, forms, treatment plan follow-ups and your website on top. If it's holding you back, we'll show you what replacing it would involve before anything changes.
Is patient health information kept secure?
Yes. We build with encryption, access controls and audit logs and design around the Australian Privacy Principles. Patients only see their own forms and staff only see what their role needs.
Can patients fill in forms on their phone?
Yes. A link goes out with the booking confirmation and works on any phone without an app. Returning patients can update their history when their recall goes out.
Can it fill cancellations automatically?
Yes. When a slot frees up it can text patients on your short-notice list who suit that appointment. The first to accept gets it and reception just checks it over.
Can patients claim on their health fund online?
Claiming stays on your HICAPS or Tyro terminal at the practice. What we can do is send clear treatment estimates with item numbers before the visit so patients can check their cover first.
How much does a dental booking and recall 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 forms or recall reminders 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 dentists 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 dental practice 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.