Online booking
Real availability across practitioners and rooms, treatment types and lengths, new client and returning client flows.
Myotherapy clinic software: booking, notes & health funds
Myotherapists: a full book without the admin. Treat more, type less.
Bookings come in by text at 10pm, new clients fill in clipboards in the waiting room, notes get typed up at lunch and the client who felt great after three sessions never comes back. We build myotherapy clinic systems that keep the diary full and the paperwork out of your way. Then we host them and look after them.
Looking for myotherapy booking software or a clinic system that does more than the diary?
A myotherapy clinic runs on back-to-back 60 minute sessions. Every gap between clients gets eaten by something: replying to a booking text, chasing a health fund number, finding the dry needling consent form or writing up notes for the person you treated an hour ago. Add contractor splits, gift vouchers and the December rush of clients using up their extras and the admin quietly takes over the week.
Wollopit builds custom software for myotherapists around how your clinic actually works. Clients book online with their fund details already captured. Intake and consent are done at home. Notes and body charts take a minute on a tablet. Rebooking prompts go out on their own. We connect to Cliniko, Halaxy, Nookal, HICAPS and Xero where they're working for you and build what's missing around them, then host and look after the lot.
01The problems
What we hear from myotherapists
Does your myotherapy clinic have these problems? Here's how we'd fix them.
Most myotherapists we talk to are brilliant with their hands and drowning in little admin jobs. None of them are hard on their own. Together they eat the day.
- The problemBookings by text at all hoursClients message at 10pm asking for Thursday, you reply between sessions and the slot's gone by the time they answer.How we fix itOnline booking with real availability for each practitioner, treatment length and room, live on your website and Google.
- The problemIntake on clipboardsNew clients arrive five minutes early to fill in a health history form, so the first session starts late and runs into the next.How we fix itDigital intake sent with the booking confirmation, done on their phone at home and waiting in their file before they walk in.
- The problemDry needling consent chased at the tableYou're ready to needle and realise the consent form isn't signed or it's from two years ago.How we fix itConsent for dry needling and cupping signed online, with expiry dates and a flag on the appointment if it's missing.
- The problemNotes written up at lunchTreatment notes get scribbled on paper or typed from memory at the end of the day when half the detail is gone.How we fix itQuick digital notes with body charts and templates for common presentations, done on a tablet in a minute.
- The problemClients feel better and vanishThree sessions in the neck pain eases, they don't rebook and you see them again in eight months when it's worse.How we fix itRebooking prompts at checkout plus maintenance reminders timed to their treatment plan, sent by SMS without you thinking about it.
- The problemHealth fund details asked for at the deskThe client's on the table with no card and nobody knows which fund they're with or if they've got extras cover.How we fix itFund name and member details captured at booking so HICAPS checkout is ready the moment the session ends.
- The problemThe December extras rushEveryone remembers their extras reset in January at the same time and the phone rings off the hook in the last two weeks.How we fix itA 'use your extras' campaign in October and November to clients with fund details on file, spreading the rush out.
- The problemLate cancellations and no-showsSomeone cancels at 8am for a 9am and the slot stays empty. Charging a fee feels awkward when it's done by hand.How we fix itSMS reminders, a clear cancellation policy at booking, card on file for late fees and a waitlist that fills the gap.
- The problemHome exercises on scrap paperStretches drawn on the back of a receipt or a PDF that lands in their junk folder and never gets opened.How we fix itHome exercise programs sent to their phone after each session, with videos and a way to tell you how they're going.
- The problemContractor splits in a spreadsheetEvery fortnight someone adds up each practitioner's sessions, works out percentages or room fees and hopes the totals match Xero.How we fix itPractitioner earnings worked out from completed appointments, with percentage or room fee splits and payouts ready for Xero.
- The problemGift vouchers on paper slipsMother's Day vouchers handwritten at the desk, then nobody can tell if one's been used or how much is left on it.How we fix itGift vouchers sold online, emailed instantly and redeemed at booking with the balance tracked automatically.
02What we build
Solutions
What we build for myotherapists. 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.
Digital intake & health history
Forms sent with the confirmation, completed at home and saved straight to the client file.
Consent forms
Dry needling, cupping and minor consent signed online, with expiry dates and missing-consent flags.
Treatment notes & body charts
Fast notes on a tablet with tap-to-mark body charts, templates and outcome measures.
Health fund & HICAPS checkout
Fund details captured at booking and payment taken through HICAPS or Tyro the moment the session ends.
Rebooking & recall reminders
Rebook prompts at checkout and maintenance reminders by SMS or email, timed to the treatment plan.
Cancellations & waitlist
SMS reminders, card on file for late fees and a waitlist that offers freed-up slots automatically.
Home exercise programs
Stretches and strengthening sent to their phone with videos, reps and a check-in after a week.
Gift vouchers & packages
Vouchers and session packs sold online, emailed instantly and redeemed at booking.
Practitioner pay & room fees
Percentage splits or room fees worked out from appointments, with payout reports for Xero.
WorkCover & TAC claims
Claim numbers, approved sessions and case manager details tracked against each client's bookings.
Reviews & Google profile
A review request after a good session and every Google review in one place to reply to.
A clinic website that books
Hand-built, quick on mobile, with treatments, the team and booking front and centre, built to rank for 'myotherapist near me'.
03The systems
The big ones
Your whole clinic, on one system.
These are the systems myotherapy clinics ask us about most. Each one works on its own. They get properly useful when they're joined up.
Online booking
Treatments booked with health fund details ready.
Clients pick the treatment, the practitioner and a time that's actually free, then add their fund details as they book. Reminders go out on their own and the waitlist fills cancellations before you notice the gap.
- Real availability per practitioner and room
- Initial and follow-up session lengths
- Health fund details captured at booking
- New client intake sent automatically
- SMS and email reminders
- Cancellation policy and card on file
- Waitlist offers freed-up slots
- Book from your website and Google
- Works alongside Cliniko, Halaxy or Nookal
- Gift voucher and package redemption
Intake & treatment notes
Walk in knowing their story. Walk out with notes done.
Health history and consent are filled in at home and waiting in the file. During the session you mark the body chart and tap through a template, so the notes are finished before the next client is on the table.
- Health history forms done at home
- Dry needling and cupping consent
- Consent expiry and missing-form flags
- Tap-to-mark body charts
- Note templates for common presentations
- Pain scales and outcome measures
- Treatment plans with session goals
- Previous notes one swipe away
- Letters to GPs in a couple of clicks
- Access controls for every practitioner
Rebooking & recall
Clients who come back before it hurts again.
Every checkout prompts a rebook based on the treatment plan. Clients who drift off get a friendly nudge at the right time. Home exercises land on their phone so they actually do them between visits.
- Rebook prompt at every checkout
- Maintenance reminders by treatment plan
- Lapsed client nudges after set weeks
- 'Use your extras' campaigns before December
- Home exercise programs with videos
- Exercise check-ins after a week
- Review requests after good sessions
- Birthday and anniversary messages
- SMS through your clinic number
- Rebook rate per practitioner
Payments & clinic money
Claims, vouchers and contractor pay without the spreadsheet.
Fund details flow through to HICAPS or Tyro at checkout so claiming takes seconds. Vouchers and packages track themselves. At the end of the pay period each practitioner's split is already worked out and ready for Xero.
- HICAPS and Tyro checkout
- Gap payments and card on file
- Late cancellation fees
- Gift vouchers sold and redeemed online
- Session packs with balances
- WorkCover and TAC claim tracking
- Percentage or room fee splits
- Practitioner earnings reports
- Daily takings reconciled
- Invoices and payments into Xero
04How it changes
Before and after
A Monday full of back pain, wolloped.
Here's how a new client's first visit could change. Every clinic runs differently, so we map yours first.
Before
- Client texts on Sunday night asking for Monday
- You reply between sessions and play text tennis over times
- They arrive early to fill in a clipboard
- Dry needling consent gets signed on the table
- No fund card, so the claim gets done later
- Notes typed up at 6pm and no rebook made
After
- Client books Monday 9am online on Sunday night
- Fund details captured as they book
- Intake and consent done on their phone at home
- Body chart and notes finished during the session
- HICAPS claim done at checkout in seconds
- Next visit booked and home exercises on their phone
05Services
Everything under one roof
Software, websites and systems for myotherapists.
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 myotherapists
Built around how your myotherapy clinic actually runs: online booking, digital intake & health history and the admin in between, in one system you own.
Websites for myotherapists
Fast, hand-built websites that rank for the searches your customers make and turn visits into enquiries, bookings or orders.
Myotherapy 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 myotherapists
Consent forms and treatment notes & body 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 myotherapy clinic, looked after by the people who built it.
06Integrations
Connections
Plays nicely with what you already use.
We connect to the practice software and payment tools you rely on, work alongside the ones you're happy with or replace the ones holding you back.
- Cliniko
- Halaxy
- Nookal
- Zanda
- Splose
- Timely
- Fresha
- HotDoc
- HICAPS
- Tyro
- Square
- Stripe
- Xero
- MYOB
- Physitrack
- 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 myotherapy clinic: 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 and in the treatment room for a day, then work out where your time between clients is actually going.
- 02
Archi-tech
We plan it before writing code: your booking rules, intake and consent, notes, fund claiming, contractor splits, hosting and cost.
- 03
Build
Real engineering, shown to you early and often. Usually the most painful bit first, so you feel the difference before the next December rush.
- 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 myotherapists ask us.
Something else on your mind? Ring 0423 011 252 and ask the people who'd build it.
Can we process health fund claims on the spot?
Yes. We connect to HICAPS or your existing claiming setup so fund details captured at booking flow straight through at checkout. No hunting for the card while the client waits.
We already use Cliniko. Do we have to switch?
No. If Cliniko, Halaxy or Nookal is doing its job we build around it, adding the intake, rebooking, voucher or contractor pay pieces it doesn't do the way you want. If it's holding you back we'll show you what replacing it involves before anything changes.
Can clients sign dry needling consent before they arrive?
Yes. Consent forms go out with the booking, get signed on their phone and sit in the client file with an expiry date. The appointment gets flagged if anything's missing.
Are treatment notes kept private and secure?
Yes. Health information is handled with proper access controls so each practitioner only sees what they should. It's built with Australian privacy obligations for health records in mind.
Can it work out pay for our contractors?
Yes. Percentage splits, room fees or a mix are calculated from completed appointments, with reports each pay period and figures ready for Xero.
Can it handle WorkCover and TAC clients?
Yes. Claim numbers, approved sessions and case manager details sit against the client so you know how many sessions are left before you book the next one.
How much does a myotherapy 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 jobs like online intake or gift vouchers can be quick. Bigger systems are built 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 myotherapists 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 myotherapy 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.