Client program app
Home programs on the client's phone with videos, sets, reps, load and a tick for every session done.
Exercise physiology software: programs, portals & billing
Exercise physiologists: programs clients actually follow. Move more, admin less.
Home program sheets end up under the fridge magnet. Progress sits in session notes and claims are split across NDIS, Medicare, DVA, WorkCover and private health. We build EP systems that keep clients on their program and the billing straight. Then we host them and look after them.
Looking for exercise physiology software or a client program portal?
An exercise physiology practice runs one-on-one sessions, hydro and gym classes, home programs and mobile visits, often all in the same week. Then every one of those gets billed to a different funder with its own rules. A client on a Medicare chronic disease plan, an NDIS participant and a WorkCover claimant can be in the same class and need three completely different bits of paperwork.
Wollopit builds custom EP software around how your practice actually runs. Programs land on the client's phone with videos and they tick off every session. Outcome measures turn into progress charts. Billing knows each client's funder, item numbers and limits. Reports write themselves from your data. We connect to the practice software you already use and look after the lot on our own servers, so you can get back to the gym floor.
01The problems
What we hear from exercise physiologists
Does your exercise physiology practice have these problems? Here's how we'd fix them.
Most EPs we talk to are brilliant at getting people moving and run the back office on a practice system, a spreadsheet and a stack of printouts. It holds together until plan review season.
- The problemHome programs on paperClients leave with a printed sheet of stick figures. By week two it's lost in the car or in the recycling.How we fix itPrograms on their phone with videos, sets, reps and load. They tick off each session as they go.
- The problemYou can't see who's doing the workYou only find out they skipped the home program when they walk in and confess.How we fix itAn adherence view shows who's logging sessions and who's gone quiet, before the next appointment.
- The problemProgress buried in notesSix-minute walk, sit-to-stand, grip strength and goals are scattered through session notes with no trend in sight.How we fix itOutcome measures logged once and charted over time, ready for the client, the GP or the plan review.
- The problemFunders mixed upNDIS, Medicare, DVA, WorkCover and private health each have their own rules and they're tracked in different places.How we fix itBilling that knows each client's funder, item numbers and limits so every session is claimed the right way.
- The problemMedicare sessions run out unnoticedA client uses their five allied health sessions by April and nobody notices until the claim bounces.How we fix itReferral and session counters per client, with a heads-up before the last session and a request to the GP for a new plan.
- The problemNDIS budgets blow outYou don't know how much capacity building budget is left until the plan manager knocks back an invoice.How we fix itService agreements and budget tracking per participant, with warnings before funds run low and plan end dates flagged.
- The problemClasses booked by phoneHydro, falls prevention and diabetes groups fill up by phone call. The class list lives on a clipboard by the pool.How we fix itOnline class booking with caps, waitlists and funder checks. Attendance is marked on a tablet poolside.
- The problemReports take hoursPlan reviews, GP letters and WorkCover progress reports get written from scratch on a Friday night.How we fix itReports pull assessments, attendance and goals straight from your data. You review, tweak and send.
- The problemClients quietly drop offPeople stop coming and nobody notices until they ring three months later with a flare-up.How we fix itAttendance alerts flag missed sessions and send a friendly check-in SMS so they come back sooner.
- The problemReferrals lost in the inboxGP referrals turn up by fax, email and secure messaging. Someone has to chase each one into the system.How we fix itOne referrals inbox that logs each referral, books the initial assessment and sends a thank-you letter to the referrer.
- The problemMobile visits typed up at nightEPs visiting homes and aged care write notes in the car and retype them later. Travel time never gets billed.How we fix itNotes, run sheets and travel logged on the phone, with NDIS travel and visit charges billed correctly.
02What we build
Solutions
What we build for exercise physiologists. 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.
Exercise library
Your own exercises filmed in your gym, tagged by condition and equipment, ready to drop into any program.
Adherence tracking
See who's doing their home program, who's slipping and who needs a nudge before the next session.
Outcome measures & progress charts
Six-minute walk, sit-to-stand, grip strength, balance and goal scores charted over time.
Funder-aware billing
NDIS, Medicare, DVA, WorkCover, CTP and private health, each with the right item numbers and rules.
Medicare referral tracking
Chronic disease plan referrals, session counts and expiry dates with alerts before they run out.
NDIS budget tracking
Service agreements, budget remaining and plan end dates per participant, synced to your invoices.
Class & hydro booking
Group, gym and pool sessions booked online with caps, waitlists and attendance on a tablet.
Report & letter builder
Plan reviews, GP letters and WorkCover reports drafted from assessments and attendance.
Referrals inbox
Every referral logged, triaged and booked, with letters back to the referrer.
Online booking
Initial assessments, reviews and sessions booked online with forms and reminders.
Mobile visit tool
Notes, run sheets and travel for home and aged care visits, all from a phone.
A website that refers itself
Quick on mobile, clear about funding and built to rank for 'exercise physiologist near me'.
03The systems
The big ones
Your whole practice, on one system.
These are the systems EPs ask us about most. Each one works on its own and they get properly clever when they're joined up.
Program portal
Home programs that live on their phone, not the fridge.
Build a program from your own exercise library in a couple of minutes and it lands on the client's phone with videos and clear instructions. They tick off sessions, rate effort and flag pain. You see it all before they walk back in.
- Programs built from your exercise library
- Videos filmed in your own gym
- Sets, reps, load and rest per exercise
- Clients tick off each session
- Effort and pain ratings
- Adherence shown before each appointment
- Progressions pushed out remotely
- Reminders to do today's session
- Works for telehealth clients too
Progress & outcomes
Show the gains, not just write them down.
Log outcome measures once and they turn into charts the client can see and you can drop into any report. It's motivating for them and it's evidence for every funder who asks.
- Six-minute walk and sit-to-stand
- Grip strength and balance tests
- Goal attainment scores
- Pain and function questionnaires
- Charts the client can see
- Before and after comparisons
- Results pulled into reports
- Flags when progress stalls
Funder billing
Every session billed to the right funder.
Each client carries their funder, item numbers and limits, so billing just works. Medicare sessions count down, NDIS budgets track themselves and WorkCover approvals don't get missed.
- NDIS, Medicare, DVA and WorkCover
- Private health via HICAPS
- Medicare session counters
- Referral expiry alerts
- NDIS budget remaining per participant
- Service agreements on file
- Approved session limits for claims
- Invoices straight into Xero
- Travel billed where funders allow
Classes & hydro
Classes that fill themselves.
Hydro, gym, falls prevention and diabetes groups booked online with caps and waitlists. Funder checks happen at booking so nobody turns up to a class they can't claim.
- Online class booking
- Caps and waitlists
- Recurring weekly enrolments
- Funder checks at booking
- Attendance on a tablet
- Pool lane and gym capacity
- SMS reminders and cancellations
- Group session billing
Reports & referrals
Plan reviews in minutes, not Friday nights.
Reports and letters are drafted straight from assessments, attendance and goals. Referrals come into one inbox and get booked, with a letter back to the referrer.
- NDIS plan review reports
- GP update letters
- WorkCover progress reports
- Your templates and letterhead
- Charts dropped in automatically
- Referrals inbox
- Initial assessments booked from referrals
- Letters sent to referrers
04How it changes
Before and after
An NDIS plan review, wolloped.
Here's how a plan review report could change. Every practice is different, so we map yours first.
Before
- Plan end date spotted a week too late
- Dig through session notes for assessment scores
- Count sessions and budget used in a spreadsheet
- Write the report from a blank template
- Guess how much of the home program was done
- Email it after hours on a Friday night
After
- Plan end date flagged six weeks out
- Outcome measures already charted
- Sessions and budget used worked out for you
- Report drafted from your data and templates
- Home program adherence shown in black and white
- Reviewed, tweaked and sent during work hours
05Services
Everything under one roof
Software, websites and systems for exercise physiologists.
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 exercise physiologists
Built around how your exercise physiology practice actually runs: client program app, exercise library and the admin in between, in one system you own.
Websites for exercise physiologists
Fast, hand-built websites that rank for the searches your customers make and turn visits into enquiries, bookings or orders.
Exercise physiology 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 exercise physiologists
Adherence tracking and outcome measures & progress charts: 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 exercise physiology practice, 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
- Coreplus
- Physitrack
- HotDoc
- Tyro
- HICAPS
- Stripe
- Xero
- MYOB
- Microsoft 365
- Twilio SMS
- HealthLink
- Medical Objects
- Zoom
- 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 exercise physiology practice: the systems, the busy days and the jobs everyone hates. Then we fix the bits that matter most first.
- 01
Think
We spend time on the gym floor, by the pool and at reception, then work out what's actually slowing you down.
- 02
Archi-tech
We plan it before writing code: your programs, measures, funders, classes, reports, 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 plan review season.
- 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 exercise physiologists ask us.
Something else on your mind? Ring 0423 011 252 and ask the people who'd build it.
Can clients log their home exercises?
Yes. Clients tick off sessions in the app and rate effort or pain. You see adherence before the next appointment, so you know who's doing the work.
Can we use our own exercise videos?
Yes. Film them in your own gym with your own cues and we'll build them into a library you can drop into any program.
Can it track Medicare chronic disease sessions?
Yes. It counts sessions per referral and calendar year, flags when a referral is about to expire and warns you before the last session.
Can it keep track of NDIS budgets?
Yes. Service agreements and budgets sit against each participant, so you can see what's left and get a warning before funds run low or a plan ends.
We already use Cliniko. Do we have to switch?
No. If Cliniko, Halaxy, Nookal or Splose is doing its job, we build around it and connect the program portal, classes and reporting on top. If it's holding you back, we'll show you what replacing it would involve before anything changes.
Does it work for telehealth clients?
Yes. Programs, progress and check-ins all work remotely, so telehealth and rural clients get the same follow-up as people in the gym.
How much does an EP 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 a program portal or class booking 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 exercise physiologists 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 exercise physiology 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.