Treatment stage tracking
Every patient's journey in one view: consult, records, bond, adjustments, debond and retention.
Orthodontic practice software: treatment & payment plans
Orthodontists: two-year treatments, tracked without the chase. Straighter teeth, straighter admin.
Aligner changes forgotten, payment plans living in the front desk's head and referring dentists ringing to ask how their patient's going. We build orthodontic systems that follow every patient from first consult to final retainer check, keep parents and referrers in the loop and handle the money side without the chasing. Then we host them and look after them.
Looking for orthodontic practice software that tracks the whole treatment, not just the next appointment?
An orthodontic practice isn't a dental clinic with longer appointments. Treatment runs for 18 months or more. Patients are often 13 and not the ones paying. Parents want payment plans and health fund paperwork, aligner patients need to change trays on time and referring dentists want to know what happened to the kid they sent you. Most practice software handles the diary and the clinical notes but leaves the journey to sticky notes, spreadsheets and a very patient front desk.
Wollopit builds custom orthodontic software around how your practice actually runs. Treatment stages tracked per patient, tray change reminders that send themselves, payment plans that debit on their own, a portal for referring dentists and recalls that keep retainer patients coming back for years. We connect to the practice management and imaging software you already use, fill the gaps around it and look after the lot on our own servers.
01The problems
What we hear from orthodontists
Does your orthodontic practice have these problems? Here's how we'd fix them.
Most orthodontists we talk to have brilliant clinical systems and a patchwork of spreadsheets, reminders and memory holding the rest together. It works until someone's on leave.
- The problemAligner changes missedPatients forget to switch trays, fall behind and turn up with aligners that don't fit.How we fix itAutomatic tray change reminders by SMS or app, with patients ticking off each change so you can see who's slipping.
- The problemPayment plans tracked by handInstalments live in a spreadsheet and the front desk spends Monday chasing failed debits.How we fix itPayment plans set up at acceptance with automatic debits, failed-payment retries and a balance everyone can see.
- The problemReferrers left wonderingDentists ring to ask how their patient is going and someone digs through notes to answer.How we fix itA referrer portal with stage updates, progress photos and letters sent automatically at key milestones.
- The problemConsults go quiet after the quoteA family leaves the new patient consult with a printed quote and you never hear from them again.How we fix itTreatment proposals sent online with options, fees and plans, accepted in a click and followed up automatically.
- The problemRetainer reviews forgottenBraces come off, everyone celebrates and nobody sees the patient again until things have moved.How we fix itRetention recalls scheduled for years after treatment, with retainer replacements ordered in a tap.
- The problemObservation patients drift awayKids seen at eight and told to come back in a year quietly fall off the list.How we fix itAn observation and growth review list with recalls timed to each child, so 'not yet' turns into treatment when they're ready.
- The problemProgress photos everywherePhotos sit across imaging software, the clinic iPad and a staff member's phone.How we fix itProgress photos stored per patient and stage, ready to compare side by side or share with referrers.
- The problemHealth fund questions every JanuaryParents ring asking how much they can claim this year and who has the item numbers.How we fix itAn annual claim schedule per patient with item numbers and amounts ready each new year, sent before they ask.
- The problemBroken brackets jam the phonesPoking wires and lost elastics mean a flood of calls and repair visits squeezed in anywhere.How we fix itAn emergency form with photo upload, self-help guides for minor issues and repair slots that triage themselves.
- The problemEveryone wants 3:30pmAfter-school slots are gold and long adjustments end up clogging them.How we fix itBooking rules that save after-school slots for quick visits, plus a waitlist that fills cancellations by SMS.
- The problemPatients lost mid-treatmentSomeone misses an adjustment, doesn't rebook and nobody notices for three months.How we fix itAn overdue list that flags anyone in active treatment without a next appointment booked.
- The problemConsent forms on clipboardsMedical histories and parent consent filled in at the counter, then scanned and filed.How we fix itOnline forms signed by a parent before the first visit, landing straight in the patient's file.
02What we build
Solutions
What we build for orthodontists. 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.
Aligner tray reminders
Tray change reminders by SMS or app, wear-time check-ins and alerts when someone falls behind.
Payment plans
Deposits and instalments with automatic debits, retries, payout figures and statements for parents.
Health fund claim schedules
Annual claim amounts and item numbers per patient, ready for HICAPS and sent to parents each year.
Online treatment proposals
Treatment options, fees and payment plans sent after the consult, accepted and signed online.
New patient enquiry tracker
Every enquiry and consult tracked through to a start, with follow-ups that don't depend on memory.
Referrer portal
Referring dentists send referrals, see progress and download letters without ringing the front desk.
Patient and parent app
Appointments, tray reminders, care guides, payments and progress photos on their phone.
Progress photo library
Photos filed by patient and stage, compared side by side and shared when you choose.
Retention and observation recalls
Growth reviews and retainer checks scheduled for years, with retainer reorders built in.
Emergency and repairs triage
A form with photo upload, self-help guides and booked repair slots for broken brackets and wires.
Online forms and consent
Medical history, parent consent and financial agreements signed before the first visit.
Practice dashboard
Consults, starts, active patients, debonds and money owed in one screen for the owner.
A website that books consults
Fast on phones, built to rank for 'orthodontist near me' with online consult bookings.
03The systems
The big ones
Your whole practice, on one journey.
These are the systems orthodontists ask us about most. Each one works on its own and they get properly clever when they're joined up.
Treatment tracking
Every patient, every stage, one screen.
See exactly where each patient is in treatment, from records to retention. Aligner stages, wire changes and next steps are tracked per patient so nobody slips through between appointments.
- Stages from consult to retention
- Aligner tray numbers and change dates
- Tray change reminders by SMS or app
- Wear-time check-ins from patients
- Overdue and unbooked patient alerts
- Progress photos filed by stage
- Expected debond dates
- Notes for the next appointment
- Pulls appointments from your practice software
Payment plans
Instalments that collect themselves.
Set up a payment plan when the proposal is accepted and it runs itself. Debits go out on time, failed payments retry and parents can see what's left to pay without ringing the front desk.
- Deposits and instalment schedules
- Automatic debits by card or bank
- Failed-payment retries and alerts
- Payout figures on request
- Statements for parents
- Annual health fund claim schedules
- Item numbers ready for HICAPS
- Payments reconciled into Xero
- Family accounts for siblings
Consults & proposals
Turn 'we'll think about it' into a start.
Every enquiry and new patient consult is tracked through to treatment. Families get a clear online proposal with options, fees and payment plans, then gentle follow-ups if it goes quiet.
- Online consult bookings
- Enquiries tracked by source
- Proposals with treatment options
- Fees and payment plan choices
- Accept and sign online
- Deposit paid at acceptance
- Automatic follow-ups after the consult
- Consult to start reporting
- Observation patients kept on the list
Referrer portal
Referring dentists, kept in the loop.
Dentists send referrals online and see how their patients are going without picking up the phone. Milestone letters and progress photos go out automatically, which keeps the referrals coming.
- Online referral form with attachments
- Referral received confirmations
- Stage updates per patient
- Progress photos you choose to share
- Milestone letters sent automatically
- Debond and retention summaries
- Logins for each dental practice
- Referral numbers by practice
Patient app & retention
Parents in the loop. Retainers checked for years.
Patients and parents get appointments, tray reminders, care guides and payments in one app. When braces come off, retention recalls keep running so results stay put and retainers get replaced on time.
- Appointments and rebooking
- Tray change and elastic reminders
- Care guides and short videos
- Emergency form with photo upload
- Payment plan balance and receipts
- Parent and patient logins
- Retention recalls for years
- Retainer reorders in a tap
- Online forms and consent
04How it changes
Before and after
A new patient consult, wolloped.
Here's how a new patient start could change. Every practice is different, so we map yours first.
Before
- Family fills in forms on a clipboard in the waiting room
- Quote printed and handed over at the end of the consult
- Front desk means to follow up but it's school holidays
- Payment plan set up in a spreadsheet once they say yes
- Referring dentist rings a month later asking what happened
- Tray change reminders rely on the patient remembering
After
- Forms and consent signed online before they arrive
- Proposal with options and payment plans lands in their inbox
- Follow-ups send themselves if it goes quiet
- Accepted online, deposit paid and plan debiting automatically
- Referrer gets a letter and sees the start in their portal
- Tray reminders and check-ins run from day one
05Services
Everything under one roof
Software, websites and systems for orthodontists.
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 orthodontists
Built around how your orthodontic practice actually runs: treatment stage tracking, aligner tray reminders and the admin in between, in one system you own.
Websites for orthodontists
Fast, hand-built websites that rank for the searches your customers make and turn visits into enquiries, bookings or orders.
Orthodontic 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 orthodontists
Payment plans and health fund claim schedules: customer and staff portals that work on any phone without an app store.
Integrations and automation
We connect Dolphin Management, Dolphin Imaging and Dental4Windows so information moves on its own and nobody retypes it.
Hosting, support and care
Managed hosting, updates, backups and security for your orthodontic practice, looked after by the people who built it.
06Integrations
Connections
Plays nicely with what you already use.
We connect to your practice management and imaging software, work alongside the platforms you're happy with or replace the ones holding you back.
- Dolphin Management
- Dolphin Imaging
- Dental4Windows
- Exact
- Core Practice
- iTero
- Invisalign Doctor Site
- HotDoc
- HICAPS
- Tyro
- Stripe
- Ezidebit
- Xero
- 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 orthodontic 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 at the front desk, in the clinic and with whoever chases payments, then work out where patients and money are slipping through.
- 02
Archi-tech
We plan it before writing code: treatment stages, payment plans, referrers, recalls, privacy, 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 the next school holidays.
- 04
Look after
We host it securely, maintain it and keep improving it. When something breaks you call the people who built it.
08Questions
FAQ
Things orthodontists ask us.
Something else on your mind? Ring 0423 011 252 and ask the people who'd build it.
Will it work with our practice management software?
Usually, yes. We connect to your existing practice and imaging software for appointments and records, then add the treatment journey, payments and portals around it.
Do we have to switch from the software we already use?
No. If Dolphin, Dental4Windows or another system is doing its job, we build around it. If something's holding you back, we'll show you what replacing it would involve before anything changes.
Can it send aligner tray change reminders automatically?
Yes. Reminders go out by SMS or app on each patient's schedule and patients can tick off each change, so you can see who's falling behind before their next visit.
Can payment plans debit automatically?
Yes. Plans are set up when the proposal is accepted, with automatic debits, retries for failed payments and balances parents can see themselves. Payments can flow into Xero.
Can it help parents with health fund claims?
Yes. We can build an annual claim schedule for each patient with item numbers and amounts, ready for HICAPS and sent to parents at the start of each year.
Is patient information kept secure?
Yes. Health information is handled with care: secure hosting in Australia, proper logins and permissions and only the details each person needs to see.
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 tray reminders or online proposals 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 orthodontists 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 orthodontic 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.