Assessment capture app
Your forms, checklists and scoring on a tablet, with photos and notes. Works offline in the client's home or at school.
Occupational therapy software: NDIS reports & assessments
Occupational therapists: from assessment to report in one flow. Less writing, more therapy.
Assessments end up on clipboards, reports get written at 10pm and AT quotes get chased for weeks. Meanwhile somebody's plan runs out halfway through a block of sessions. We build assessment, reporting, funding and equipment systems for OT practices that all talk to each other. Then we host them and look after them.
Looking for occupational therapy software that cuts report writing time?
An OT practice is a clinic, a mobile service, a report-writing factory and an equipment broker all at once. You're assessing kids at school in the morning and measuring a bathroom for grab rails after lunch. Then you're writing a functional capacity assessment at night that has to tick every box the NDIA or insurer is looking for. Practice software handles the bookings well enough, but the assessments, quotes, photos, plan budgets and report deadlines end up spread across paper, phones and spreadsheets.
Wollopit builds custom software for occupational therapists around how your practice actually works. Assessments go onto a tablet in the client's home and flow into a structured report draft with your headings. AT trials and quotes get tracked through to approval. Plan budgets warn you before they run dry. We connect to Cliniko, Splose, Nookal or whatever you already run, then host and look after the lot so your therapists can get back to therapy.
01The problems
What we hear from occupational therapists
Does your occupational therapy practice have these problems? Here's how we'd fix them.
Most OT practices we talk to have great clinicians and a backlog of reports. The therapy's the easy bit. It's everything wrapped around it that eats the week.
- The problemReports eat your eveningsFunctional capacity assessments and progress reports get written after dinner, copying scores and observations across by hand.How we fix itA report draft built straight from the assessment data with your structure and funding body headings. You edit, add your clinical reasoning and sign.
- The problemAssessments live on clipboardsObservations, scores and notes scribbled in the session, then retyped at the desk later. Something always gets lost in between.How we fix itYour own assessment forms on a tablet, with scoring for the tools you're licensed to use. It works offline in homes with no reception and syncs when you're back in range.
- The problemAT quotes chased for weeksWheelchair, shower commode and bed trials booked by phone. Supplier quotes sit in someone's inbox and nobody knows where the NDIA approval is up to.How we fix itAn AT request tracker covering trials, supplier quotes, follow-up reminders, submission and approval status for every client in one view.
- The problemHome mod details everywhereDoorway widths on a notepad, photos in your camera roll and the builder's quote in a different email thread.How we fix itRoom-by-room home assessment records with measurements, photos pinned to each room, drawings and builder quotes all in one file.
- The problemFunding details chased at intakePlan dates, NDIS numbers, plan manager emails and goals chased over three phone calls before the first session.How we fix itAn online intake form that captures funding type, plan dates, plan manager, consent and goals before you ever meet the client.
- The problemPlan budgets run drySessions get booked past what's left in capacity building. You find out when the invoice bounces.How we fix itA funding tracker per client showing hours used, budget remaining and plan end dates, with alerts before you book past it.
- The problemPlan review reports sneak upThe support coordinator emails asking for a progress report due Friday and it's the first you've heard of it.How we fix itA report due calendar built from plan dates with reminders weeks out, so reports are drafted well before the review.
- The problemDays on the roadBack-to-back home and school visits planned on the fly. Travel time and kilometres get forgotten when billing.How we fix itDay runs planned by area with travel time built in. Claimable travel and kilometres are captured automatically for invoicing.
- The problemNotes left unfinishedNew grads with a pile of unsigned notes and a senior OT who has no idea until audit time.How we fix itAn overdue notes dashboard, senior sign-off for supervised clinicians and supervision logs kept in one place.
- The problemWaitlist on a spreadsheetReferrals pile up in a spreadsheet. When a slot opens, someone rings through the list one by one.How we fix itA waitlist with referral details, priority and funding type. Open slots get offered by SMS to the right clients first.
- The problemToo many payersNDIA, plan managers, self-managed families, Medicare, DVA and workers comp all want their invoices done differently.How we fix itInvoices go to the right payer in the right format, with NDIA bulk claim files and everything synced to Xero.
- The problemReports emailed aroundReports and home programs go back and forth by email to parents, schools and support coordinators with no record of who has what.How we fix itA secure sharing portal with consent recorded, so families and stakeholders download what they're allowed to see and you know they've got it.
02What we build
Solutions
What we build for occupational therapists. 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.
Report builder
FCA, progress and AT reports drafted from assessment data, using your templates and the headings funding bodies expect.
AT request tracker
Trials, supplier quotes, follow-ups, NDIA submissions and approvals tracked for every piece of equipment.
Home modification records
Room-by-room measurements, photos, sketches, builder quotes and sign-off in one home assessment file.
Online intake & referrals
Referral forms for coordinators and GPs plus client intake capturing funding, plan dates, goals and consent.
Funding & plan tracker
Budget used and remaining per client, plan end dates and alerts before sessions run past the funding.
Report due calendar
Every progress and plan review report on one calendar with reminders to the treating OT.
Mobile day planner
Home, school and clinic visits planned by area, with travel time and kilometres logged for billing.
Notes & supervision
Overdue note alerts, senior sign-off for new grads and supervision records kept in one place.
Waitlist manager
Referrals sorted by priority and funding type, with open slots offered to the right people by SMS.
Invoicing & claims
NDIA bulk claims, plan manager invoices, Medicare, DVA and workers comp, all flowing into Xero.
Family & stakeholder portal
Reports, home programs and handouts shared securely with consent recorded and downloads tracked.
Home programs
Exercise and activity programs with photos and video that families can follow on their phone between sessions.
A website that refers
Fast on mobile, with services, waitlist sign-up and referral forms. Built to rank for 'occupational therapist near me'.
03The systems
The big ones
Your whole OT practice, on one system.
These are the systems OT practices ask us about most. Each one works on its own and they get properly useful when they're joined up.
Assessments & reports
Assess once. The report's half written.
Capture the assessment on a tablet in the session and the data flows straight into a structured report draft. You add the clinical reasoning and recommendations instead of retyping scores at midnight.
- Your own assessment forms on a tablet
- Scoring for tools you're licensed to use
- Works offline, syncs later
- Photos and observations in the record
- FCA, progress and AT report templates
- Funding body headings built in
- Goals linked to recommendations
- Senior review and sign-off
- Export to PDF or Word
- Report version history
AT & home mods
Equipment and home mods, followed through to approval.
Every wheelchair trial, shower chair quote and ramp measurement in one place. See what's waiting on a supplier, what's with the NDIA and what's approved, with reminders so nothing goes quiet for a month.
- Trial bookings with suppliers
- Supplier quotes attached to each item
- Automatic follow-up reminders
- Submission and approval status
- Room-by-room home assessment
- Measurements and photos per room
- Builder quotes and scope of works
- Delivery and fitting sign-off
- Low and mid cost AT tracked separately
- Client and coordinator updates
Intake & funding
Know what's funded before you book it.
Referrals and intake capture plan dates, funding type, plan manager and goals up front. Each client's budget is tracked as sessions and reports are delivered, so you see trouble coming instead of finding it on a rejected invoice.
- Online referral forms
- Client intake with consent
- NDIS, Medicare, DVA and workers comp
- Plan manager details captured
- Budget used and remaining
- Alerts before funding runs out
- Plan end and review dates
- Service agreements signed online
- Waitlist with priority sorting
- Open slots offered by SMS
Mobile days & billing
On the road all day. Billed properly by night.
Home, school and clinic visits planned in sensible runs with travel time built in. Kilometres and claimable travel are captured as you go, then invoices go to the right payer in the right format without anyone retyping them.
- Day runs planned by area
- Travel time between visits
- Kilometres logged automatically
- Claimable travel added to invoices
- NDIA bulk claim files
- Plan manager and self-managed invoices
- Medicare, DVA and workers comp
- Payments through Tyro or Stripe
- Synced to Xero or MYOB
- Unpaid invoice reminders
Team & sharing
Notes signed, reports shared, nothing lost in email.
Senior OTs see whose notes are overdue and sign off supervised work in one place. Reports and home programs go to families, schools and coordinators through a secure portal with consent recorded.
- Overdue notes dashboard
- Senior sign-off for new grads
- Supervision and CPD logs
- Report due calendar per clinician
- Secure family and stakeholder portal
- Consent recorded per recipient
- Download tracking
- Home programs with photos and video
- Coordinator updates in one click
- Access by role
04How it changes
Before and after
A functional capacity assessment, wolloped.
Here's how one FCA could change. Every practice is different, so we map yours first.
Before
- Funding details chased over three phone calls
- Assessment scribbled on a clipboard in the lounge room
- Photos stuck in your camera roll
- Scores retyped into a Word template at night
- Supplier quotes chased by email for weeks
- Report emailed to the coordinator with no record of it
After
- Intake form filled in before the first visit
- Assessment captured on the tablet, even with no reception
- Photos pinned to the client's record
- Report draft ready with your headings and scores
- Quotes tracked with automatic reminders
- Report shared through the portal and marked as seen
05Services
Everything under one roof
Software, websites and systems for occupational therapists.
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 occupational therapists
Built around how your occupational therapy practice actually runs: assessment capture app, report builder and the admin in between, in one system you own.
Websites for occupational therapists
Fast, hand-built websites that rank for the searches your customers make and turn visits into enquiries, bookings or orders.
Occupational therapy 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 occupational therapists
AT request tracker and home modification records: customer and staff portals that work on any phone without an app store.
Integrations and automation
We connect Cliniko, Splose and Nookal so information moves on its own and nobody retypes it.
Hosting, support and care
Managed hosting, updates, backups and security for your occupational therapy 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 and replace the ones holding you back.
- Cliniko
- Splose
- Nookal
- Halaxy
- Zanda
- Coreplus
- HotDoc
- Tyro
- HICAPS
- Stripe
- Xero
- MYOB
- Microsoft 365
- Google Workspace
- Twilio SMS
- Physitrack
- Google Business Profile
- NDIS myplace provider portal
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 occupational therapy practice: the systems, the busy days and the jobs everyone hates. Then we fix the bits that matter most first.
- 01
Think
We sit in on intake, ride along on a home visit and watch how a report gets written, then work out what's really eating your therapists' time.
- 02
Archi-tech
We plan it before writing code: your assessments, report templates, funding types, AT workflow, privacy, hosting and cost.
- 03
Build
Real engineering, shown to you early and often. Usually the report backlog first, so you get your evenings back sooner.
- 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 occupational therapists ask us.
Something else on your mind? Ring 0423 011 252 and ask the people who'd build it.
Can report templates match what the NDIA and insurers expect?
Yes. We build templates around the headings and information your funding bodies expect. Assessment data flows into the right sections and you add the clinical reasoning and recommendations.
Does it write the report for us?
It drafts the structure from your assessment data so you're not retyping scores and observations. The clinical judgement and sign-off stay with your OT.
Can we use standardised assessments on the tablet?
We build your own forms and checklists, plus scoring for tools you're licensed to use. Where a publisher restricts digital copies, we capture the scores and results rather than reproducing the test.
Does it work in homes with no reception?
Yes. Assessments can be captured offline and sync once you're back in range, so rural visits and concrete apartment blocks aren't a problem.
Do we have to switch from Cliniko, Splose or Nookal?
No. If your practice software is doing its job, we build around it and keep bookings and clients in sync. If it's holding you back, we'll show you what replacing it would involve before anything changes.
How do you handle client privacy?
Client health information sits on our own managed servers with role-based access, audit logs and secure sharing. We build with the Privacy Act and the NDIS Practice Standards in mind.
How much does an OT practice 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 an intake form or AT tracker 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 occupational therapists 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 occupational therapy 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.