Patient portal
Works on any phone with no app to download. Timeline, messages, medications, consents and payments in one secure login.
IVF clinic software: patient portals, consents & messaging
IVF clinics: a clear path through a hard journey. Calmer patients, quieter phones.
Instructions arrive on paper, by email and over the phone. Scans move with the cycle, day 1 calls jam the line on a Sunday and nurses spend every afternoon ringing patients with tonight's dose. We build patient journey systems for fertility clinics that show each patient what's next and keep every message secure. Then we host them and look after them.
Looking for fertility clinic software that makes the patient journey clearer?
Fertility treatment is emotional, expensive and changes by the day. A single cycle means consents for both partners, cost estimates, a medication plan that shifts after every blood test, scans that move with the body and a two-week wait nobody enjoys. Most clinics hold it together with a clinical system built for the lab, a phone that never stops and nurses who carry half the schedule in their heads.
Wollopit builds custom patient journey software around how your clinic actually runs. Each patient gets a clear timeline of what's next. Day 1 gets logged without a phone call. Results and dose instructions go out securely once a nurse approves them. Consents get signed online and storage renewals chase themselves. We connect to the clinical and billing systems you already rely on and host the lot on our own managed servers.
01The problems
What we hear from IVF clinics
Does your fertility clinic have these problems? Here's how we'd fix them.
The clinics we talk to have brilliant scientists and caring nurses. The trouble is the admin around them, which lands on the people patients need most.
- The problemDay 1 calls jam the phonesPatients ring to report day 1 at 6am on a Sunday, get voicemail and spend the morning worrying they've missed the window.How we fix itPatients log day 1 in the portal or by SMS any time. It lands in the nurse queue with the right next step already worked out.
- The problemThe afternoon results callMorning bloods come back and nurses spend hours ringing patients with tonight's dose, playing phone tag till close.How we fix itNurses approve instructions on a dashboard and patients read them securely in the portal. Read receipts mean you only call who hasn't seen it.
- The problemPatients drowning in instructionsA folder of printouts, three emails and a sticky note on the fridge. Nobody's sure which version is current.How we fix itA personal treatment timeline for every patient showing where they are, what's next and what to do today.
- The problemMedication mix-upsDoses change after every blood test and patients panic about whether it was 150 or 225 and exactly when to trigger.How we fix itA live medication schedule with reminders, the exact trigger time, injection how-to videos and a tick when it's done.
- The problemAppointments that won't sit stillScans and bloods move with the cycle. Changes go out by phone and patients turn up at the old time.How we fix itAppointment changes pushed to the portal and SMS instantly, with confirmations so the front desk knows they've landed.
- The problemThe same questions every dayCan I exercise? Is this spotting normal? Can I fly? Nurses answer them one call at a time.How we fix itSecure messaging with urgent flags and a triage queue, plus a clinic-approved guide library patients can check first.
- The problemConsent paperwork mountainsMultiple forms per cycle for both partners, witnessing, versions that change and a treatment day held up by one missing signature.How we fix itOnline consents for each partner with ID checks, version control and a readiness check before treatment goes ahead.
- The problemCost confusionPatients don't know what's out of pocket, what Medicare covers or what's due when. Billing gets the awkward calls.How we fix itItemised cost estimates per stage, informed financial consent signed online and payments taken in the portal.
- The problemStorage renewals chased by handEmbryos and eggs in storage for years. Renewal letters, fees and consent to continue chased by post and phone.How we fix itA storage register with automatic renewal reminders, online consent and payment plus an escalation list for no replies.
- The problemDonor and surrogacy programs on spreadsheetsDonor screening, counselling, cooling-off periods and matching tracked in a spreadsheet one coordinator understands.How we fix itA donor and surrogacy tracker showing every step, every required session and what's blocking each match.
- The problemNew enquiries go coldReferrals arrive by fax and secure message, web enquiries sit in an inbox and nobody follows up after the info night.How we fix itAn intake pipeline from referral or enquiry to first consult, with info session bookings and gentle follow-ups.
- The problemThe two-week wait feels like silenceTreatment stops, the calls stop and patients feel dropped right when they're most anxious.How we fix itPlanned check-ins, easy counselling bookings and results delivered the way each patient has asked for them.
02What we build
Solutions
What we build for IVF 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.
Treatment timelines
Each cycle type mapped from first consult to result, updating as the cycle moves.
Day 1 & cycle start
Patients log day 1 any time and the protocol kicks off with the right bookings and instructions.
Results & instructions
Nurse-approved dose and appointment instructions sent securely with read receipts.
Medication schedules & reminders
Doses, injection times, trigger timing, how-to videos and pen stock alerts.
Secure messaging
Private patient messages with urgent flags, triage queues and templated replies for nurses.
Online consents
Partner-by-partner consents with ID checks, witnessing, version control and a readiness check.
Cost estimates & payments
Itemised estimates, informed financial consent, deposits and payments through Tyro or Stripe.
Education library
Clinic-approved guides and videos sent at the right moment in each patient's cycle.
Nurse coordinator dashboard
Day 1 logs, results to review, unread instructions and messages in one queue.
Storage register & renewals
Every stored embryo and egg with renewal dates, reminders, online consent and payment.
Donor & surrogacy tracker
Screening, counselling sessions, cooling-off periods and matching steps tracked in one place.
Referral & enquiry intake
GP and specialist referrals, web enquiries and info nights flowing into first consults.
Counselling & support bookings
Easy booking for implications and support counselling, plus planned check-ins.
A clinic website
Hand-built, quick on mobile and clear about treatments, costs and first steps.
03The systems
The big ones
Your whole patient journey, on one system.
These are the systems fertility clinics ask us about most. Each one works on its own and they get properly useful when they're joined up.
Treatment timelines
Every patient knows exactly what's next.
Each patient gets a personal timeline for their cycle, from first consult to result. It moves when their cycle moves, so today's task is always at the top and nothing lives on a printout.
- Timelines per cycle type
- IVF, FET, IUI and egg freezing
- Today's task always at the top
- Day 1 logged in the portal or by SMS
- Appointments shown as they change
- Partner access on a linked login
- Plain-English step explanations
- Works on any phone, no app needed
- Past cycles kept for reference
Nurse dashboard
The afternoon phone marathon, finished.
Day 1 logs, results back from pathology, instructions waiting for approval and patient messages all land in one queue. Nurses approve tonight's plan in a few clicks and only pick up the phone for the patients who actually need a call.
- One queue for the whole nursing team
- Day 1 logs with the next step suggested
- Results ready to review
- Instructions sent only after approval
- Read receipts on every instruction
- Unread list for follow-up calls
- Templates for common instructions
- Notes shared across shifts
- Full history of who was told what
Medications & reminders
The right dose at the right time, every night.
Every approved dose change flows straight into the patient's medication schedule. Reminders buzz at injection time, trigger timing is shown to the minute and how-to videos sit right next to each medicine.
- Live schedule from approved instructions
- Reminders by SMS or notification
- Trigger time shown to the minute
- Injection how-to videos
- 'Taken' tick the clinic can see
- Missed dose prompts to message the clinic
- Pen and stock running-low alerts
- Pharmacy and script details on hand
Secure messaging & education
Questions answered privately. Answers ready before they're asked.
Patients message the clinic securely instead of ringing and waiting. Urgent symptoms get flagged straight to a nurse, while clinic-approved guides and videos arrive at the right moment in each cycle.
- Encrypted patient messaging
- Urgent flag with clear after-hours advice
- Triage queue by nurse or doctor
- Templated replies your clinicians write
- Guides timed to each cycle stage
- Videos for injections and procedures
- Search across your guide library
- Attachments for forms and photos
Consents & costs
Ready for treatment, no missing signatures.
Consents go out online to each partner with ID checks and the current version every time. Cost estimates and informed financial consent sit right alongside, with a readiness check that shows the team what's outstanding well before treatment day.
- Online consents per partner
- ID checks and witnessing
- Version control on every form
- Readiness check per cycle
- Itemised cost estimates by stage
- Informed financial consent online
- Deposits and payments in the portal
- Receipts ready for Medicare claims
- Reminders for anything outstanding
Storage & donor programs
Storage renewals and donor steps that chase themselves.
A register of everything in storage with renewal dates, automatic reminders and online consent and payment. Donor and surrogacy programs get a tracker that shows every screening step, counselling session and cooling-off period.
- Storage register by patient and location
- Automatic renewal reminders
- Online consent to continue or discard
- Storage fees paid in the portal
- Escalation list for no replies
- Donor screening steps tracked
- Counselling sessions and cooling-off periods
- Recipient matching status
- Reports for your state's requirements
04How it changes
Before and after
The afternoon results call, wolloped.
Here's how one afternoon in the nurses' station could change. Every clinic runs its protocols differently, so we map yours first.
Before
- Morning bloods come back and the call list starts
- Nurses ring each patient with tonight's dose
- Half go to voicemail so it's phone tag till close
- Patient scribbles the dose on the back of an envelope
- A worried callback asking if it was 150 or 225
- Nobody's quite sure who was told what
After
- Results land on the nurse dashboard as they arrive
- A nurse approves tonight's instructions in a few clicks
- Patient gets a secure notice and reads it in the portal
- The dose and time drop into their medication schedule
- A reminder buzzes at injection time with a how-to video
- Read receipts show who's seen it. Nurses only call the rest
05Services
Everything under one roof
Software, websites and systems for IVF 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 IVF clinics
Built around how your fertility clinic actually runs: patient portal, treatment timelines and the admin in between, in one system you own.
Websites for IVF clinics
Fast, hand-built websites that rank for the searches your customers make and turn visits into enquiries, bookings or orders.
Fertility 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 IVF clinics
Day 1 & cycle start and results & instructions: customer and staff portals that work on any phone without an app store.
Integrations and automation
We connect IDEAS, Meditex IVF and Genie Solutions so information moves on its own and nobody retypes it.
Hosting, support and care
Managed hosting, updates, backups and security for your fertility clinic, looked after by the people who built it.
06Integrations
Connections
Plays nicely with what you already use.
We connect to the clinical, billing and messaging systems you rely on. Your lab and clinical records stay where they are and we build the patient side around them.
- IDEAS
- Meditex IVF
- Genie Solutions
- Gentu
- Clinic to Cloud
- HotDoc
- HealthEngine
- Tyro
- Tyro Health
- Stripe
- Xero
- Microsoft 365
- Twilio SMS
- HealthLink
- Medical Objects
- DocuSign
- 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 fertility 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 your nurses, front desk, billing team and scientists, then follow a real cycle from referral to result to see where it hurts.
- 02
Archi-tech
We plan it before writing code: your protocols, consents, approvals, privacy controls, integrations, hosting and cost.
- 03
Build
Real engineering, shown to your clinicians early and often. Usually the most painful bit first, like day 1 logging or results instructions.
- 04
Look after
We host it securely, maintain it and keep improving it. When something needs fixing you call the people who built it.
08Questions
FAQ
Things IVF clinics ask us.
Something else on your mind? Ring 0423 011 252 and ask the people who'd build it.
How is sensitive patient information protected?
With encrypted connections, strict role-based access, audit trails and careful handling of what's stored, following the Australian Privacy Principles. It's hosted on our own managed servers in Australia.
Will instructions go to patients without a clinician checking them?
No. Dose and treatment instructions only go out once a nurse or doctor has approved them. The system handles delivery, reminders and read receipts. Your clinicians stay in charge of the decisions.
Do we have to replace our clinical or IVF lab system?
No. If IDEAS, Meditex, Genie or another system is doing its job, we build the patient portal, messaging and consents around it and connect where it allows. If something is holding you back, we'll show you what replacing it would involve before anything changes.
Can both partners use the portal?
Yes. Partners get their own linked logins so each can sign their own consents, see the timeline and get reminders. You control what each person can see.
Will patients actually use it?
It runs in the phone browser with no app to download and it's built to be calm and simple. Patients who'd rather call can still call. Most just want to stop hunting for the right printout.
Can it handle embryo storage renewals?
Yes. A storage register tracks renewal dates, sends reminders, takes consent to continue and payment online and flags anyone who hasn't replied so your team can follow up.
How much does a fertility clinic 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 consents or day 1 logging 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 a change or something isn't right, you ring the people who built it.
We already have systems. Can you upgrade them instead of starting again?
Usually, yes. Most IVF 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 a fertility 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.