Secure enquiry & intake forms
Private online forms with consent, history and encrypted storage, saved straight to the client file.
Psychology practice software: intake, triage & booking
Psychologists: intake that respects privacy from the first click. Gentle for clients. Calm for reception.
Enquiries land in a shared inbox, intake forms bounce back and forth by email and the waitlist lives on a spreadsheet nobody trusts. We build confidential intake, triage, waitlist and booking systems for psychology practices that work alongside your practice software. Then we host them and look after them.
Looking for secure intake and booking software for psychologists?
Reaching out to a psychologist is a big step. Someone finally works up the nerve to send an email, then gets a form to print, a question about their referral and weeks of silence. Meanwhile reception is copying sensitive details out of a shared inbox, chasing GP clinics for treatment plans and pasting telehealth links by hand.
Wollopit builds intake, triage and booking flows that are calm and private for clients and efficient for your practice. Enquiries come in through a secure form instead of email. Triage suggests the right psychologist. Referrals land in the client file and the waitlist keeps people updated. We build around Cliniko, Halaxy or whatever practice software you already use and look after the lot on Australian servers.
01The problems
What we hear from psychologists
Does your psychology practice have these problems? Here's how we'd fix them.
Most practices we talk to have brilliant clinicians and a front desk holding it all together with email, sticky notes and a spreadsheet. It works until the waitlist gets long and the referrals start piling up.
- The problemEnquiries in a shared inboxPeople share deeply personal details in an email that then sits in an inbox half the team can read.How we fix itA secure enquiry form on your website. Details go straight to a restricted intake queue instead of an inbox.
- The problemMatching clients by handSomeone reads every enquiry and guesses who has availability, the right focus areas and the right funding.How we fix itGentle triage questions that suggest suitable psychologists by focus area, age group, funding and availability.
- The problemWaitlists on spreadsheetsPeople wait weeks with no word. Some quietly give up and book elsewhere.How we fix itA proper waitlist with priority flags, preferences and automatic check-in messages so nobody falls through the cracks.
- The problemChasing referrals and treatment plansClients turn up without their mental health treatment plan and reception spends the morning ringing GP clinics.How we fix itReferral and plan uploads during intake, with GP details captured and a prompt if anything is missing.
- The problemReview letters slipNobody notices a client is due for a GP review until the letter is already overdue.How we fix itSession counts tracked against each referral with review reminders and letter templates ready to send.
- The problemIntake forms emailed back and forthPDFs printed, scanned, emailed back blurry and retyped into the client file.How we fix itOnline intake forms with consent, history and questionnaires that save straight to the client file.
- The problemTelehealth links sent by handLinks get pasted into emails one at a time and someone always gets last week's.How we fix itTelehealth links generated and included in every booking confirmation and reminder.
- The problemLate cancellations and no-showsA no-show leaves a clinician with an empty hour while the waitlist sits there none the wiser.How we fix itGentle reminders, a clear cancellation policy at booking and freed-up spots offered to the waitlist.
- The problemFunding all over the placeMedicare, NDIS, EAP, WorkCover and private clients all need different paperwork and billing.How we fix itFunding type captured at intake so the right forms, rates and invoices follow automatically.
- The problemOutcome measures on clipboardsK10 and DASS-21 handed out in the waiting room then scored by hand.How we fix itMeasures sent before sessions, scored automatically and charted over time for the treating clinician only.
- The problemPrivacy worriesSensitive forms and notes scattered across email, personal phones and USB sticks.How we fix itRole-based access, audit logs and data held on Australian servers. Reception only sees what reception needs.
02What we build
Solutions
What we build for psychologists. 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.
Triage & practitioner matching
Gentle questions that suggest suitable psychologists by focus area, age group, funding and availability.
Waitlist manager
Fair, visible waitlists with priority flags, preferences and automatic check-in messages.
Referral & treatment plan uploads
Clients or GPs upload referrals securely during intake with missing-document prompts.
Session & review tracking
Session counts per referral, review reminders and GP letter templates.
Online booking
New and returning client bookings with the rules your practice sets, not open slather.
Telehealth booking
Video links created and sent with every confirmation and reminder automatically.
Gentle reminders & cancellations
Calm SMS and email reminders, a clear policy and freed spots offered to the waitlist.
Outcome measures
Questionnaires sent before sessions, scored automatically and charted for the clinician.
Funding & billing paperwork
Medicare, NDIS, EAP and WorkCover details captured once with invoices flowing to Xero or MYOB.
GP referrer portal
GPs send referrals securely and get updates without a single fax.
Group programs & workshops
Bookable group sessions and parent workshops with capacity limits and pre-reading.
A website that reassures
Hand-built and quick on mobile, with practitioner profiles, fees, funding info and a gentle path to enquire.
03The systems
The big ones
Your whole front desk, calm and confidential.
These are the systems psychology practices ask us about most. Each one works on its own and they get properly clever when they're joined up.
Secure intake
Calm, private intake from the very first click.
Enquiries come through a secure form on your website instead of a shared inbox. Clients complete consent, history and intake questions online at their own pace. Everything saves to a restricted queue and then to the client file.
- Secure enquiry form on your website
- Encrypted connections and storage
- Consent and privacy notices signed online
- Adult, child and couples versions
- Parent and guardian forms
- Save and come back later
- Only collects what you actually need
- Saves to your practice software
- Restricted intake queue by role
Triage & matching
The right psychologist, suggested before anyone reads an email.
Gentle triage questions point each new client toward suitable psychologists using your own rules. Focus areas, age groups, funding and availability all count. A person in your practice always confirms the match.
- Triage questions written in plain language
- Matching on focus areas and age groups
- Funding type and fee checks
- Live availability from your calendar
- Clinician preferences and caseload limits
- Urgent flags go to a clinician straight away
- Crisis contacts shown to clients
- Reception confirms every match
- Notes on why a match was suggested
Waitlist management
A waitlist that actually talks to people.
No more spreadsheet with forty tabs. Every person waiting has their preferences, priority and funding recorded. They get gentle check-ins so they know they haven't been forgotten.
- Waitlist per practitioner or practice-wide
- Priority and urgency flags
- Preferred days, times and modes
- Automatic check-in messages
- Cancelled spots offered automatically
- Clients can update or leave the list
- Time-waiting reports
- Referrer updates when someone's booked
Referrals & sessions
Referrals in, review letters out, nothing chased.
Treatment plans and referrals are uploaded during intake and attached to the client file. Session counts tick over against each referral. Review reminders and letter templates are ready before the GP asks.
- Referral and plan uploads at intake
- GP details captured once
- Missing-document prompts
- Session counts per referral
- Review due reminders
- GP letter templates
- Secure GP referrer portal
- NDIS, EAP and WorkCover paperwork
Booking & telehealth
Bookings, video links and reminders that look after themselves.
Clients book the session types you allow and telehealth links arrive with their confirmation. Reminders are gentle and clear about your cancellation policy. Freed-up times go straight to the waitlist.
- Online booking with your rules
- In-person and telehealth session types
- Video links added automatically
- Gentle SMS and email reminders
- Cancellation policy agreed at booking
- Deposits or card on file via Stripe or Tyro
- Freed spots offered to the waitlist
- Syncs with your practice calendar
04How it changes
Before and after
A new client enquiry, wolloped.
Here's how a first enquiry could change. Every practice works differently, so we map yours first.
Before
- Personal details arrive in a shared inbox
- Reception reads it and guesses who might suit
- PDF intake forms emailed back and forth
- Name added to the waitlist spreadsheet
- Ring the GP clinic to chase the treatment plan
- Telehealth link forgotten on the day
After
- Secure enquiry form with gentle triage questions
- Suitable psychologists suggested automatically
- Intake forms and consent done online
- Waitlist updated with check-in messages
- Referral uploaded during intake
- Link sent with the confirmation and reminder
05Services
Everything under one roof
Software, websites and systems for psychologists.
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 psychologists
Built around how your psychology practice actually runs: secure enquiry & intake forms, triage & practitioner matching and the admin in between, in one system you own.
Websites for psychologists
Fast, hand-built websites that rank for the searches your customers make and turn visits into enquiries, bookings or orders.
Psychology 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 psychologists
Waitlist manager and referral & treatment plan uploads: 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 psychology practice, looked after by the people who built it.
06Integrations
Connections
Plays nicely with what you already use.
We work alongside the practice software you already trust, connect your billing and video tools and only replace what's holding you back.
- Cliniko
- Halaxy
- Nookal
- Zanda (Power Diary)
- Coreplus
- HotDoc
- Tyro
- Tyro Health
- Stripe
- Xero
- MYOB
- Microsoft 365
- Google Workspace
- Twilio SMS
- Coviu
- Healthdirect Video Call
- Zoom
- Google Business Profile
- 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 psychology practice: the systems, the busy days and the jobs everyone hates. Then we fix the bits that matter most first.
- 01
Think
We sit with reception and a couple of clinicians, follow an enquiry from first click to first session and find where it stalls.
- 02
Archi-tech
We plan it before writing code: your intake questions, triage rules, funding types, privacy settings, hosting and cost.
- 03
Build
Real engineering, shown to you early and often. Usually the intake form first, so the shared inbox stops filling up with sensitive details.
- 04
Look after
We host it on Australian servers, keep it secure and keep improving it. When something needs changing you call the people who built it.
08Questions
FAQ
Things psychologists ask us.
Something else on your mind? Ring 0423 011 252 and ask the people who'd build it.
Is the intake information stored securely?
Yes. Forms use encrypted connections, data is held on Australian servers and access is restricted by role. We only collect what the practice actually needs and keep a record of who viewed what.
Can triage decide who sees a client?
It suggests. It doesn't decide. Triage questions point toward suitable psychologists based on your rules and a person in your practice always confirms the match. Anything flagged as urgent goes to a clinician straight away with crisis contacts shown to the client.
Can clients upload their mental health treatment plan?
Yes. Clients or their GP can upload referrals during intake. The system records the referral details and session count, then prompts you when a review is due.
Can telehealth links be sent automatically?
Yes. Links from Coviu, Healthdirect Video Call, Zoom or Teams can be added to confirmations and reminders without anyone pasting them in.
We use Cliniko or Halaxy. Do we have to switch?
No. If your practice software is doing its job we build around it, sending intake forms, referrals and bookings into it where its integrations allow. If it's holding you back we'll show you what replacing it would involve before anything changes.
How much does a system like this 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 a secure intake form 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 on our own managed Australian 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 psychologists 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 psychology 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.