Online booking
Book by practitioner, location and appointment type, with initial and follow-up consults kept to the right length.
Osteopath software: bookings, health funds & intake forms
Osteopaths: patients on the table, not on hold. Treat more, chase less.
The phone rings mid-treatment, new patients fill in forms in the waiting room and someone's always asking for a health fund card at the desk. We build booking, intake, health fund and rebooking systems for osteopathy clinics that work alongside your practice software. Then we host them and look after them.
Looking for osteopathy booking software that does the paperwork before the patient arrives?
An osteopathy clinic runs on back-to-back consults with no gaps for admin. When your hands are on a patient you can't answer the phone. When a new patient arrives needing a clipboard, the first ten minutes of their consult are gone. Health fund cards get asked for at the desk, GP referrals go missing in the inbox and patients who should come back in two weeks simply don't.
Wollopit builds custom software for osteopaths around how your clinic actually runs. Patients book the right appointment type with the right practitioner online. They complete intake and consent at home and have health fund details on file before they walk in. Reminders cut no-shows, rebooking prompts keep treatment plans on track and referrals land where they should. We connect to Cliniko, Halaxy or Nookal where they allow it, fill the gaps around them and look after the lot on our own servers.
01The problems
What we hear from osteopaths
Does your osteopathy clinic have these problems? Here's how we'd fix them.
Most osteos we talk to are brilliant with their hands and stretched thin at the desk. The clinic works, right up until the receptionist calls in sick.
- The problemThe phone rings mid-treatmentYou can't answer with your hands on a patient, so new bookings go to voicemail and then to the clinic down the road.How we fix itOnline booking by practitioner and appointment type, live from your diary, so patients book themselves at 10pm.
- The problemInitial consults in the wrong slotA new patient grabs a short follow-up slot and the whole afternoon runs late.How we fix itBooking rules that send new patients to a full initial consult and keep follow-ups to follow-up times.
- The problemForms filled in on a clipboardNew patients arrive five minutes early and still lose ten minutes of their consult to paperwork.How we fix itIntake, medical history and consent forms sent with the booking confirmation and completed at home.
- The problemHealth fund details chased at the deskNobody knows the patient's fund or whether they have extras cover until they're at the counter with the wrong card.How we fix itFund name, membership number and extras cover captured at booking so on-the-spot claiming is ready to go.
- The problemNo-shows and late cancelsA 45-minute gap with no notice and nobody on the waitlist knows it's free.How we fix itSMS reminders, a cancellation policy patients agree to at booking and a waitlist that fills gaps automatically.
- The problemPatients drop off mid-planThey feel better after two sessions, forget the third and come back in six months worse than before.How we fix itRebooking prompts at checkout and follow-up texts when someone's due but hasn't booked.
- The problemReferrals lost in the inboxMedicare GP referrals, WorkCover and CTP claims arrive by fax, email and post with nowhere to track them.How we fix itOne tracker with sessions used, sessions left, expiry dates and letters back to the referring GP.
- The problemExercises on a scrap of paperYou show the stretches in the room and scribble them on a handout. The patient loses it in the car.How we fix itHome exercise programs sent to the patient's phone with videos, linked to their treatment plan.
- The problemPractitioner splits done by handContractor osteos on a percentage and the practice manager rebuilding the numbers in a spreadsheet every fortnight.How we fix itPractitioner earnings reports from your billing data, with service fee splits ready for Xero.
- The problemPatients can't find you on GoogleAn old template website that doesn't explain what osteopathy helps with and doesn't book anyone.How we fix itA fast local clinic website with practitioner profiles, conditions you treat and a book now button on every page.
- The problemReviews nobody asks forHappy patients walk out and never leave a review. The clinic down the road with more stars ranks higher.How we fix itA friendly review request sent after the right visit, with Google reviews landing in one place to reply to.
02What we build
Solutions
What we build for osteopaths. 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.
Intake & consent forms
Medical history, red flag questions and consent completed at home, attached to the patient record.
Health fund capture
Fund, membership number and extras cover on file before the visit, ready for HICAPS or Tyro claiming.
Reminders & confirmations
SMS and email reminders with confirm or reschedule links, timed the way your patients actually read them.
Waitlist & gap filler
Cancelled slots offered to the waitlist by SMS. First to tap gets it.
Rebooking prompts
Treatment plan follow-ups booked at checkout, with nudges when someone's overdue.
Referral & claims tracker
Medicare GP referrals, DVA, WorkCover and CTP claims with sessions left, expiry dates and approvals in one place.
GP letters & reports
Treatment summaries and progress letters back to referring GPs from your own templates, sent securely.
Home exercise programs
Stretches and exercises with video sent to the patient's phone, linked to their plan.
Practitioner earnings & reports
Splits, utilisation, new patients and rebooking rates per osteo, synced with Xero.
Gift vouchers & packages
Gift vouchers and multi-session packs sold online and redeemed at the desk.
Reviews & patient messages
Review requests after the right visit and Google reviews in one inbox.
A clinic website that books
Hand-built and quick on mobile, with practitioner profiles, conditions you treat and online booking. Built to rank for 'osteo near me'.
03The systems
The big ones
Your whole clinic, on one system.
These are the systems osteopaths ask us about most. Each one works on its own and they get properly clever when they're joined up.
Practice bookings
The right appointment booked, with the paperwork already done.
Online booking that knows the difference between a new patient initial consult and a quick follow-up. Patients pick their osteo, choose a time from your live diary and give their health fund details before they confirm. Everything lands in your practice software so the desk has nothing to retype.
- Book by practitioner and location
- Initial and follow-up appointment rules
- Live availability from your diary
- Health fund details captured at booking
- Cancellation policy agreed up front
- Card on file for no-shows
- Pregnancy and paediatric appointment types
- Book buttons on Google and your website
- Synced with Cliniko, Halaxy or Nookal
Intake & health funds
Forms done at home. Fund details on file.
Intake, medical history and consent forms go out with the booking confirmation and come back before the patient arrives. Red flag answers are highlighted for the osteo and fund details are checked. The first ten minutes of every new consult go back to treatment.
- Intake forms sent with confirmations
- Medical history and medications
- Red flag answers highlighted
- Informed consent signed online
- Paediatric and guardian consent
- Health fund and extras cover captured
- Medicare, DVA and WorkCover details
- Forms attached to the patient record
- Chaser SMS for unfinished forms
Reminders & rebooking
Fewer gaps. Patients who finish their plan.
Reminders go out by SMS with a confirm or reschedule link. When someone cancels the slot is offered to the waitlist straight away. Rebooking prompts and follow-up texts keep patients on the treatment plan you set, not the one they forget about.
- SMS and email reminders
- Confirm or reschedule in one tap
- Waitlist offered cancelled slots
- Late cancel and no-show tracking
- Rebook prompt at checkout
- Overdue follow-up nudges
- Treatment plan progress per patient
- Recall messages for lapsed patients
- Opt-outs handled properly
Referrals & claims
Every referral tracked. Every GP kept in the loop.
Medicare GP referrals, DVA, WorkCover and CTP claims each come with their own rules and paperwork. We put them in one tracker with sessions used, expiry dates and approvals. Treatment summaries go back to the referring GP from your own templates.
- Medicare GP referral tracking
- Sessions used and left per referral
- Expiry and renewal alerts
- DVA and WorkCover approvals
- CTP claim details and contacts
- GP letters from templates
- Secure sending to GPs
- Invoices to insurers and case managers
- Documents stored on the patient file
Clinic reporting
Know how the clinic's actually going.
Practitioner earnings, utilisation, new patients and rebooking rates pulled from your billing data into one dashboard. Contractor splits are worked out for you and synced to Xero so the practice manager gets their fortnight back.
- Earnings per practitioner
- Contractor service fee splits
- Diary utilisation
- New patients per week
- Rebooking and retention rates
- Where new patients found you
- Synced with Xero or MYOB
- Gift voucher and package balances
04How it changes
Before and after
A new patient, wolloped.
Here's how a new patient's first visit could change. Every clinic is different, so we map yours first.
Before
- Calls while you're treating and leaves a voicemail
- Gets a call back and a slot that's too short
- Fills in a clipboard form in the waiting room
- Hunts for their health fund card at the desk
- Leaves without booking the follow-up
- Never comes back for the rest of the plan
After
- Books an initial consult online at 9pm
- Fills in intake and consent at home
- Health fund details already on file
- Starts treatment right on time
- Rebooks their follow-up before leaving
- Gets a nudge if they fall off the plan
05Services
Everything under one roof
Software, websites and systems for osteopaths.
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 osteopaths
Built around how your osteopathy clinic actually runs: online booking, intake & consent forms and the admin in between, in one system you own.
Websites for osteopaths
Fast, hand-built websites that rank for the searches your customers make and turn visits into enquiries, bookings or orders.
Osteopathy 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 osteopaths
Health fund capture and reminders & confirmations: 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 osteopathy clinic, 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 fill the gaps they leave.
- Cliniko
- Halaxy
- Nookal
- Coreplus
- Zanda
- HotDoc
- Tyro
- HICAPS
- Stripe
- Square
- Xero
- MYOB
- Microsoft 365
- Google Workspace
- Twilio SMS
- Google Business Profile
- Physitrack
- Mailchimp
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 osteopathy 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 your front desk for a morning, follow a patient from first call to rebook and work out where the time actually goes.
- 02
Archi-tech
We plan it before writing code: appointment types, intake forms, health funds, referrals, your practice software, hosting and cost.
- 03
Build
Real engineering, shown to you early and often. Usually online booking and intake first, so the desk feels the difference early.
- 04
Look after
We host it, keep patient data secure and keep improving it. When something breaks you call the people who built it.
08Questions
FAQ
Things osteopaths ask us.
Something else on your mind? Ring 0423 011 252 and ask the people who'd build it.
Does it connect to our practice software?
Usually yes. Cliniko, Halaxy and Nookal each allow connections of different kinds. We connect where they allow it and work alongside them where they don't.
Do we have to switch from the practice software we use now?
No. If it's doing its job we build around it, with bookings, intake, referrals and reminders on top. If it's holding you back we'll show you what replacing it would involve before anything changes.
Can patients give their health fund details when they book?
Yes. Fund, membership number and extras cover can be captured at booking and stored on the patient file, so on-the-spot claiming through HICAPS or Tyro is ready when they reach the desk.
Is patient information kept secure?
Yes. We build with Australian privacy obligations in mind, keep patient data on secure managed servers and give each staff member only the access they need.
Can it track Medicare GP referrals and WorkCover claims?
Yes. Each referral or claim shows sessions used and left, expiry dates and approvals, with alerts before anything runs out.
How much does an osteopathy 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 booking with intake 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 osteopaths 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 osteopathy 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.