Online booking
Real appointments by doctor, location and appointment type, with new-patient rules and long consult options.
Medical clinic software: bookings, forms & recalls
Medical clinics: smoother patient flow from booking to door. Fewer calls, calmer mornings.
The phones light up at 8am. New patients fill in clipboards in the waiting room, recalls live on a printout and nobody knows the doctor is running 40 minutes late until they've been sitting there for 40 minutes. We build patient flow systems for medical clinics that sit alongside your clinical software, then we host them and look after them.
Looking for medical clinic booking and patient flow software?
A busy clinic is a medical practice, a call centre, a billing office and a reception desk all at once. Your clinical software handles the clinical side well. Everything around it ends up on phones, paper, sticky notes and the practice manager's memory: who needs a recall, which doctor has a gap, whose forms are still on the clipboard and why the 10:15 is still in the waiting room at 11.
Wollopit builds the patient-facing side around how your clinic actually runs. Patients book real appointments online, fill in their registration and consent at home and get a text when the doctor is running behind. Recalls and reminders go out on their own. Reception gets a calmer morning. We connect to the clinical and booking tools you already use, fill the gaps they leave and host the lot ourselves, so your team can get back to patients.
01The problems
What we hear from medical clinics
Does your medical clinic have these problems? Here's how we'd fix them.
Most clinics we talk to have great doctors and a reception team doing three jobs at once. The systems around them just haven't kept up.
- The problemThe 8am phone rushLines jam the second you open, patients sit on hold for ages and reception can't greet anyone at the desk.How we fix itOnline booking with real availability by doctor and appointment type, so the phones settle down before they start.
- The problemClipboards in the waiting roomNew patients arrive early to fill in paper forms that someone then retypes into the clinical software.How we fix itRegistration, history and consent sent by SMS before the visit, checked by reception and ready for the patient file.
- The problemRecalls that quietly slipCervical screening, skin checks, chronic disease reviews and test follow-ups tracked on a list nobody has time to work through.How we fix itAutomatic recall reminders by SMS and email with a booking link, plus a clear list of who hasn't responded.
- The problemRunning late with no warningThe doctor is half an hour behind and the waiting room fills with people checking their watches.How we fix itRunning-late texts sent from reception in one tap, so patients turn up closer to when they'll actually be seen.
- The problemNo-shows and late cancelsEmpty slots in a fully booked day while someone else waited a week for an appointment.How we fix itConfirmation and reminder texts, easy online cancelling and a waitlist that offers the gap to the next patient.
- The problemFollow-up calls all afternoonReception rings patients to book a result review and leaves voicemail after voicemail.How we fix itFollow-up requests sent by SMS with a link to book the right appointment type with the right doctor.
- The problemScripts and referrals by phonePatients ring for repeats, referrals and certificates, then reception chases the doctor for each one.How we fix itOnline request forms that land in the right doctor's queue, with status texts back to the patient.
- The problemBilling questions at the deskIs it bulk billed? Is there a gap? Patients ask at the counter and staff explain it over and over.How we fix itClear fees on the website and in booking confirmations by appointment type, plus card on file through Tyro or Stripe where you want it.
- The problemMultiple sites, one confused patientPatients book the wrong location or ring one clinic looking for a doctor who only works at the other.How we fix itLocation-aware booking that shows each doctor's days at each site and sends directions with the confirmation.
- The problemA website nobody updatesDoctors who left two years ago are still listed and the services page says nothing useful.How we fix itA clinic website you can update yourself, with doctor profiles, services, fees and hours that stay current.
- The problemFeedback you never hearGoogle reviews sit unanswered and the only feedback that reaches you is a complaint at the front desk.How we fix itPrivate post-visit surveys that go straight to the practice manager, plus Google reviews in one place so you can respond properly.
- The problemReports from five placesAppointments in one system, billings in another, staff hours in a spreadsheet and no clear picture of the week.How we fix itA practice dashboard pulling bookings, recalls, no-shows and billings onto one screen for the practice manager.
02What we build
Solutions
What we build for medical 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.
Pre-arrival registration
New patient details, Medicare and concession cards, history and consent completed at home on any phone.
Recall & reminder engine
Screening, chronic care, immunisation and follow-up recalls sent on schedule with a link to book.
Running-late notifications
One tap at reception texts every affected patient with an updated time.
Waitlist & gap filler
Cancellations offered to waitlisted patients by SMS. First to accept gets the slot.
Script, referral & certificate requests
Online request forms that queue for the right doctor and tell the patient when it's ready.
QR & kiosk check-in
Patients check themselves in on arrival and reception sees who's here at a glance.
Telehealth booking flow
Video or phone consults booked online with eligibility questions, upfront payment and the link sent automatically.
Billing & payments
Clear fees by appointment type, card on file and payment links through Tyro or Stripe, reconciled to Xero.
Multi-site booking
Each doctor's days at each location, site-specific hours and directions in every confirmation.
Secure patient messaging
Two-way SMS for appointment and admin messages, logged against the patient so nothing gets lost.
Patient feedback
Short private surveys after a visit, with any concerns flagged to the practice manager the same day.
Practice dashboard
Bookings, utilisation, no-shows, recalls and billings on one screen for the practice manager.
Staff portal
Rosters, leave requests, policies, onboarding checklists and accreditation tasks in one place.
A clinic website that works
Fast on mobile with doctor profiles, services, fees and hours, built to rank for 'GP near me' and your suburb.
03The systems
The big ones
Your whole patient journey, on one system.
These are the systems clinics ask us about most. Each one works on its own and they get properly clever when they're joined up.
Online booking
Real appointments online. Fewer calls at 8am.
Patients see real availability by doctor, location and appointment type and book in a minute on their phone. Rules you set decide who can book what, so new patients, long consults and procedures land in the right slots.
- Real availability from your existing system
- Book by doctor, location or first available
- New and existing patient rules
- Standard, long and procedure appointment types
- Telehealth and in-person options
- Confirmation and reminder SMS
- Easy online cancel and reschedule
- Waitlist that fills cancellations
- Family members booked together
- Embeds on your website and Google
Pre-arrival forms
Paperwork done at home, not on a clipboard.
New patients get a link by SMS when they book. Details, Medicare and concession cards, history, allergies and consent are filled in on their phone and checked by reception before they arrive. No retyping and no early arrivals just to do paperwork.
- Registration sent by SMS on booking
- Medicare, DVA and concession details
- Medical history, medications and allergies
- Consent and privacy acknowledgements
- Procedure-specific forms
- Next of kin and emergency contacts
- Reception review before it goes in the file
- Reminders for unfinished forms
- Works on any phone, no app
- Large text and plain language
Recalls & reminders
Recalls that go out on their own.
Screenings, chronic care reviews, immunisations and follow-ups go out by SMS and email on schedule with a link to book the right appointment. Reception sees who's booked, who hasn't responded and who needs a phone call. No more working through a printed list.
- Recall schedules by type
- SMS and email with a booking link
- Second and third reminders
- Chronic disease and care plan reviews
- Immunisation reminders
- Result review and follow-up requests
- Not-responded list for phone follow-up
- Opt-outs respected automatically
- Recall outcomes logged
- Monthly recall reports
Waiting room flow
A waiting room that isn't a guessing game.
Reception sees every doctor's running time on one screen and texts affected patients in one tap. Patients check in by QR code on arrival. Anyone who cancels hands their slot straight to the waitlist.
- Live running time per doctor
- One-tap running-late SMS
- QR or kiosk check-in
- Arrived and waiting board for reception
- Waitlist offers for cancellations
- Doctor-to-reception messages
- Waiting room screen for clinic notices
- Late arrival and no-show tracking
Patient requests
Scripts and referrals without the phone tag.
Patients request repeats, referrals and certificates online. Each request lands in the right doctor's queue. The doctor decides whether it needs a consult and the patient gets a text either way.
- Online request forms
- Queues by doctor
- Needs-a-consult flag with a booking link
- Request fees if you charge them
- Status texts to the patient
- Notes kept for the patient file
- Reception view of everything pending
Practice dashboard
The whole week on one screen.
Bookings, doctor utilisation, no-shows, recalls and billings pulled together for the practice manager. See where the gaps are, which doctors are booked out and how the recall program is tracking without exporting five reports.
- Utilisation by doctor and site
- No-shows and late cancels
- New patient numbers
- Recall response rates
- Billings from Tyro and Xero
- Online vs phone bookings
- Weekly summary email
- Rosters next to demand
04How it changes
Before and after
An 8am rush, wolloped.
Here's how a Monday morning could change. Every clinic is different, so we map yours first.
Before
- Every line lit up at 8am with a queue on hold
- New patients on clipboards at the front desk
- Reception retyping forms into the clinical software
- Recall list printed and half worked through
- Waiting room full and nobody knows the doctor's running late
- A cancelled slot sits empty all afternoon
After
- Most patients booked online last night
- Registration and consent done at home
- Reception reviews forms before patients walk in
- Recall reminders went out on their own with a booking link
- Running-late text sent in one tap
- The cancelled slot offered to the waitlist and filled
05Services
Everything under one roof
Software, websites and systems for medical 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 medical clinics
Built around how your medical clinic actually runs: online booking, pre-arrival registration and the admin in between, in one system you own.
Websites for medical clinics
Fast, hand-built websites that rank for the searches your customers make and turn visits into enquiries, bookings or orders.
Medical 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 medical clinics
Recall & reminder engine and running-late notifications: customer and staff portals that work on any phone without an app store.
Integrations and automation
We connect Best Practice, MedicalDirector and Zedmed so information moves on its own and nobody retypes it.
Hosting, support and care
Managed hosting, updates, backups and security for your medical clinic, looked after by the people who built it.
06Integrations
Connections
Plays nicely with what you already use.
We work alongside your clinical software and the booking tools you already like, then fill the gaps around them.
- Best Practice
- MedicalDirector
- Zedmed
- Genie Solutions
- HotDoc
- HealthEngine
- AutoMed Systems
- Cubiko
- Cliniko
- Halaxy
- Tyro
- Medipass
- Stripe
- Xero
- Microsoft 365
- Twilio SMS
- Google Business Profile
- Coviu
- Deputy
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 medical clinic: 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, with the practice manager and with a doctor or two, then work out where the morning really falls apart.
- 02
Archi-tech
We plan it before writing code: your clinical software, appointment types, forms, recalls, privacy, hosting and cost.
- 03
Build
Real engineering, shown to you early and often. Usually the most painful bit first, so reception feels the difference early.
- 04
Look after
We host it, keep it secure and keep improving it. When something needs changing you call the people who built it.
08Questions
FAQ
Things medical clinics ask us.
Something else on your mind? Ring 0423 011 252 and ask the people who'd build it.
Does it replace our clinical software?
No. Best Practice, MedicalDirector or whatever you use stays as the clinical record. We build the patient-facing parts around it: bookings, forms, recalls, messages and the website.
We already use HotDoc or HealthEngine. Do we have to switch?
No. If your booking platform is doing its job we build around it and fill the gaps it leaves. If it's holding you back, we'll show you what replacing it would involve before anything changes.
How do you handle patient privacy?
Carefully. We build with the Australian Privacy Principles in mind, collect only what you need, limit access by role and host it on our own managed servers. We'll walk you through where the data lives and who can see it.
Can completed forms go straight into our clinical software?
Often, depending on what your software allows. Where it doesn't, reception reviews the completed form and brings it across in a few clicks instead of retyping a clipboard.
Can our website stay within AHPRA advertising rules?
Yes. We build clinic websites with AHPRA's advertising guidelines in mind: no testimonials, no misleading claims and clear fee information. You sign off every word before it goes live.
We have more than one location. Can it handle that?
Yes. Each site gets its own hours, doctors and appointment types. Patients only see what applies to the site they choose.
How much does it 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 running-late texts or online forms 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 medical 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 medical 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.