Online booking
Appointments by practitioner, service and clinic, with initial assessments and follow-ups set up properly.
Physio software: bookings, exercise programs & claims
Physios: keep patients booked through the whole plan. Treat more, chase less.
Patients feel better after three sessions and vanish, their exercise sheet ends up in the car door and reception spends half the day chasing referral letters, claim numbers and health fund cards. We build booking, treatment plan, exercise program and claims systems for physio practices that work alongside your practice software. Then we host them and look after them.
Looking for physio software that keeps patients on their plan and the paperwork under control?
Physio outcomes depend on two things you can't do from the treatment room: patients finishing their plan and doing their exercises at home. On top of that every patient brings different paperwork. One's on a GP Chronic Disease Management plan with five sessions a year, one's on WorkCover with approved sessions and a case manager, one's DVA and one just wants to swipe their health fund card. Most practices hold it all together with the practice software, a printer and a very patient front desk.
Wollopit builds custom software for physio practices around how your clinic actually runs. Treatment plans that prompt the next booking, home programs with videos on the patient's phone, claim and referral details captured before the first visit and reports to GPs that mostly write themselves. We connect to Cliniko, Nookal, Halaxy and the tools you already use, fill the gaps they leave and look after the lot on our own servers.
01The problems
What we hear from physios
Does your physio practice have these problems? Here's how we'd fix them.
Most physios we talk to are great clinicians running a practice on goodwill, sticky notes and a front desk that never gets a break. It works until someone's on leave.
- The problemPatients drop off halfway through the planPain eases after session three, they leave without booking and you don't see them again until it flares up in six months.How we fix itTreatment plans with a set number of sessions, rebooking prompts at checkout and an SMS nudge when someone falls off the plan.
- The problemExercise sheets get lostA printed sheet of stick figures goes home, gets folded into the glovebox and the exercises are forgotten by Thursday.How we fix itHome programs on the patient's phone with videos, sets, reps and hold times, updated after every session.
- The problemNo idea if they're doing their exercisesYou ask, they say 'mostly' and you both know what that means.How we fix itPatients tick off each session and log pain scores so you can see how they're tracking before they walk in.
- The problemMedicare CDM sessions are a guessing gameWhich session are they up to this calendar year, has the referral expired and did anyone send the letter back to the GP?How we fix itA referral tracker that counts sessions, flags expiring referrals and reminds the treating physio when the GP report is due.
- The problemCompensable claims chased by phoneWorkCover, CTP and DVA patients turn up without a claim number. Approved sessions run out and invoices bounce back.How we fix itClaim numbers, case manager details and approvals captured at booking, with session counts tracked and invoices sent to the right payer.
- The problemHealth fund details missing at the deskThe card's in the other wallet, the new patient form is half done and the queue builds up behind them.How we fix itOnline intake forms collect health fund, Medicare and contact details before the first visit, ready for HICAPS on the day.
- The problemReception juggles the phone all dayThe phone rings mid-checkout, someone's on hold and a new patient gives up and books elsewhere.How we fix itOnline booking by practitioner, service and location, with new patients routed to an initial assessment.
- The problemLate cancellations leave gapsA 7am slot goes empty because someone cancelled at 6.45 and there was no easy way to fill it.How we fix itA waitlist that texts patients when a gap opens, plus a clear cancellation policy and card on file where you want it.
- The problemReports to GPs take your eveningsReferrer letters and WorkCover reports get written at the kitchen table after a full list.How we fix itReport templates that pull from your notes and outcome measures, so you check, tweak and send.
- The problemClinical Pilates bookings are manualClass lists on paper, packs tracked in a spreadsheet and someone always turns up to a full class.How we fix itClass bookings with capacity limits, class packs, waitlists and an initial assessment required before joining.
- The problemIntake paperwork on a clipboardNew patients fill in a paper form in the waiting room, then someone types it all in again.How we fix itDigital intake, consent and screening questions completed at home and dropped straight into the patient's file.
02What we build
Solutions
What we build for physios. 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.
Treatment plan tracker
Plans with session counts, progress and rebooking prompts so nobody walks out without their next visit.
Home exercise programs
Programs on the patient's phone with videos, sets, reps and progressions you update after each session.
Intake & consent forms
New patient details, health fund, Medicare, consent and screening questions completed before they arrive.
Medicare CDM tracker
Sessions used per calendar year, referral expiry dates and GP report reminders in one view.
Compensable claims manager
WorkCover, CTP and DVA claim numbers, case managers, approvals and session counts tracked per patient.
Waitlist & gap filler
Cancelled slots offered to waitlisted patients by SMS, first in gets the spot.
Referrer reports
GP, specialist and insurer reports drafted from your notes and outcome measures in your templates.
Classes & clinical Pilates
Group classes with capacity, class packs, memberships and waitlists booked online.
Reminders & recalls
Appointment reminders, plan check-ins and recall messages for patients who dropped off.
Outcome measures
Pain scores and functional measures tracked over the plan and shown to patients and referrers.
Practice dashboard
Plan completion, rebooking rates, gaps and referral sources by practitioner and clinic.
A website that books
Fast on phones, with online booking, practitioner profiles and built to rank for 'physio near me'.
03The systems
The big ones
Your whole practice, on one system.
These are the systems physio practices ask us about most. Each works on its own and they get properly useful when they're joined up with your practice software.
Treatment plans
Every patient booked through to the finish.
Set a plan at the initial assessment and the system knows how many sessions are left. Checkout prompts the next booking and anyone who drifts off the plan gets a friendly nudge before the problem comes back.
- Plans set at the initial assessment
- Sessions remaining on every booking
- Rebooking prompt at checkout
- SMS nudge when a patient drops off
- Plan progress shown to the patient
- Discharge and review reminders
- Recall messages for past patients
- Completion rates by practitioner
Home exercise programs
Exercises in their pocket, not the glovebox.
Build a program in a couple of minutes from your own exercise library and it lands on the patient's phone with videos and clear instructions. They tick off sessions and log pain so you know what's really happening between visits.
- Your own exercise video library
- Sets, reps, holds and frequency
- Programs updated after each session
- Patients tick off each workout
- Pain and difficulty scores
- Reminders to do their exercises
- Adherence shown before the appointment
- Templates for common conditions
- Works on any phone, no app store needed
Claims & referrals
Medicare, health funds and WorkCover sorted before they walk in.
Intake forms collect the right details for each type of patient before the first visit. CDM referrals count their own sessions and compensable claims track approvals, case managers and who gets the invoice.
- Health fund details ready for HICAPS
- Medicare CDM session counter
- Referral expiry alerts
- GP report due reminders
- WorkCover and CTP claim numbers
- Approved session counts per claim
- DVA details and card checks
- Case manager contacts on file
- Invoices to the right payer
Classes & clinical Pilates
Full classes without the paper class list.
Clinical Pilates, hydro and group rehab classes booked online with capacity limits and waitlists. Class packs and memberships track themselves and new members can't book until they've had their assessment.
- Online class bookings
- Capacity limits and waitlists
- Class packs and memberships
- Assessment required before joining
- Reformer and equipment allocation
- Late cancel rules
- Instructor rosters
- Attendance on a tablet
Reports & outcomes
Referrer letters that mostly write themselves.
Reports to GPs, specialists and insurers drafted from your notes and outcome measures in your own templates. You check it, tweak a line and send, instead of writing from scratch after hours.
- Templates for GPs, specialists and insurers
- Pulls from notes and assessments
- Outcome measures charted over time
- WorkCover progress report formats
- Reports due list per practitioner
- Sent securely to referrers
- Referral source tracking
04How it changes
Before and after
A treatment plan, wolloped.
Here's how a typical low back plan could change. Every practice is different, so we map yours first.
Before
- New patient fills in a paper form in the waiting room
- Health fund card is in the car
- Leaves session three without booking the next one
- Printed exercise sheet lost by the weekend
- CDM session count worked out by hand
- Patient drops off and comes back in six months
After
- Intake form done at home the night before
- Health fund details ready for HICAPS on arrival
- Checkout prompts the next session in the plan
- Program on their phone with videos and reminders
- CDM sessions counted and GP letter flagged
- Plan finished and discharged properly
05Services
Everything under one roof
Software, websites and systems for physios.
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 physios
Built around how your physio practice actually runs: online booking, treatment plan tracker and the admin in between, in one system you own.
Websites for physios
Fast, hand-built websites that rank for the searches your customers make and turn visits into enquiries, bookings or orders.
Physio 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 physios
Home exercise programs and intake & consent forms: customer and staff portals that work on any phone without an app store.
Integrations and automation
We connect Cliniko, Nookal and Halaxy so information moves on its own and nobody retypes it.
Hosting, support and care
Managed hosting, updates, backups and security for your physio practice, 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 platforms you're happy with and fill the gaps they leave.
- Cliniko
- Nookal
- Halaxy
- Splose
- Power Diary
- Physitrack
- HotDoc
- HICAPS
- Tyro
- Medipass
- Stripe
- Xero
- MYOB
- Microsoft 365
- Google Workspace
- 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 physio practice: 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 rooms, then work out where patients and paperwork are slipping through.
- 02
Archi-tech
We plan it before writing code: your plans, programs, claim types, practice software, privacy, hosting and cost.
- 03
Build
Real engineering, shown to you early and often. Usually the biggest leak first, like rebooking or intake, so you see a win quickly.
- 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 physios ask us.
Something else on your mind? Ring 0423 011 252 and ask the people who'd build it.
Do we have to switch from Cliniko, Nookal or Halaxy?
No. If your practice software is doing its job we build around it. We connect where it allows and add the bits it doesn't do well, like plan tracking, programs, claims checks and reports. If it's holding you back we'll show you what changing would involve before anything moves.
We already use Physitrack. Can you work with that?
Yes. If your team is happy with it we can link it into plans and reminders. If you'd rather have programs that sit inside your own system with your own videos, we can build that instead.
Can it track Medicare CDM sessions and referral expiry?
Yes. It counts sessions used in the calendar year, flags referrals that are about to expire and reminds the treating physio when a report is due back to the GP.
Can it handle WorkCover, CTP and DVA patients?
Yes. Claim numbers, case managers and approved sessions are captured up front, session counts are tracked against approvals and invoices go to the right payer.
Is patient information kept secure?
Yes. We host on our own managed servers, keep access locked down by role and build around Australian privacy obligations for health information.
How much does a physio 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 pieces like online intake forms or a waitlist 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, keep it updated and secure and make changes when you need them. When something comes up you ring the people who built it.
We already have systems. Can you upgrade them instead of starting again?
Usually, yes. Most physios 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 physio 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.