Referral inbox
Secure messages, emails and scanned faxes in one place, triaged by urgency and turned into patients ready to book.
Sleep clinic software: study bookings, CPAP trials & devices
Sleep clinics: studies booked, devices back, trials followed up. Sleep easy on the admin.
Referrals land by fax, studies get booked over three rounds of phone tag, home devices sit on a bedside table a week late and CPAP trials drift without anyone checking the data. We build referral, booking, device, trial and results systems for sleep clinics that join up with what you already use. Then we host them and look after them.
Looking for sleep clinic software that handles studies, home devices and CPAP trials?
A sleep clinic runs a lot of moving parts. GP referrals come in, questionnaires go out, patients get booked into a lab bed or sent home with a device, the study gets scored and reported, then someone has to book the results appointment and maybe start a CPAP trial. Most clinics hold that together with a practice system, a device spreadsheet, a whiteboard in the scoring room and reception's memory.
Wollopit builds custom sleep clinic software around how your clinic actually runs. Referrals turn into bookings without retyping. Every home device has a record of who has it and when it's due back. Studies move through scoring and reporting on a board everyone can see. CPAP trials pull usage data and prompt check-ins on their own. We connect to the practice and therapy platforms you already like and look after the lot on our own servers.
01The problems
What we hear from sleep clinics
Does your sleep clinic have these problems? Here's how we'd fix them.
Most sleep clinics we talk to have great scientists and physicians. The gaps are in the hand-offs between referral, study, report and therapy, where patients quietly fall through.
- The problemReferrals arrive every which wayFax, secure messaging, email and the odd paper letter, all retyped by reception before anyone can book a thing.How we fix itOne referral inbox that pulls in secure messages and emails, flags urgent ones and creates the patient ready to book.
- The problemStudy bookings are phone tagReception rings, leaves a message, gets a call back during the lunch rush and starts again.How we fix itPatients get an SMS link to pick a lab night or home study slot that suits them, with the referral already attached.
- The problemQuestionnaires done in the waiting roomEpworth, STOP-Bang and sleep history forms filled out on a clipboard on the night, then typed in by hand.How we fix itQuestionnaires sent with the booking and completed online beforehand, scored automatically and attached to the study.
- The problemHome devices come back lateThe device goes home Monday, should be back Tuesday and turns up Friday while the next patient waits.How we fix itReturn reminders by SMS the morning after, drop-off instructions and overdue alerts so reception knows who to chase.
- The problemNobody's quite sure where every device isSerial numbers on a spreadsheet, sensors and oximeters going missing and a unit that hasn't been seen since winter.How we fix itA device fleet register: every unit, who has it, when it's due back, last clean, battery and sensor checks.
- The problemEmpty lab bedsA patient cancels at 4pm, the bed sits empty all night and the waitlist never hears about it.How we fix itA lab bed scheduler with a short-notice waitlist that offers the spot by SMS the moment a cancellation comes in.
- The problemStudies stuck waiting for a reportNobody can see which studies are scored, which need the physician and which have been sitting there a fortnight.How we fix itA study pipeline board from hook-up to scored to reported, with ageing flags so nothing sits in a queue unnoticed.
- The problemResults appointments never get bookedThe report is done but the patient doesn't know, so they ring weeks later asking what happened.How we fix itWhen a report is signed off the patient gets a prompt to book their results appointment and the GP gets the letter.
- The problemCPAP trials driftUsage data sits in the therapy cloud and nobody looks until the patient rings saying the mask is killing them.How we fix itA trial dashboard that pulls usage and leak data, flags low use early and schedules check-ins on set days.
- The problemEnd of trial is a messHire units, masks and the buy-or-return decision tracked loosely, with machines out longer than anyone agreed.How we fix itTrial hire tracked per patient with end dates, mask swaps, a buy or return choice online and payment taken on the spot.
- The problemLong-term patients drop offCPAP patients who should come back for annual reviews and mask replacements simply don't.How we fix itAutomatic review and resupply reminders based on when they started therapy and what they last bought.
02What we build
Solutions
What we build for sleep clinics. 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.
Online study booking
Lab nights and home study slots patients book themselves from an SMS link, with clinic rules built in.
Pre-study questionnaires
Epworth, STOP-Bang, sleep history and consent completed online, scored automatically and attached to the file.
Lab bed scheduler
Beds, rooms and sleep scientist shifts on one calendar, with a cancellation waitlist that fills gaps by SMS.
Home device fleet register
Every unit and sensor with serial, location, who has it, cleaning logs and service history.
Return reminders
SMS and email prompts the morning after, drop-off options and overdue alerts for reception.
Study pipeline board
Hook-up, downloaded, scored, reported and results booked, with ageing flags for anything stuck.
Results & referrer letters
Signed reports trigger a booking prompt for the patient and a letter back to the referring GP.
CPAP trial manager
Trial dates, usage and leak data, scheduled check-ins and low-use flags in one view.
Hire, masks & equipment shop
Trial hire tracking, mask fittings, machine and consumables sales online or at the desk.
Review & resupply reminders
Annual reviews, filter, tubing and mask replacement prompts sent at the right time.
Billing & claiming
Study invoices, Medicare claiming through your existing setup and payments into Xero.
A website that books
Hand-built, quick on mobile, explains each study clearly and ranks for 'sleep study near me'.
03The systems
The big ones
Your whole sleep clinic, on one system.
These are the systems sleep clinics ask us about most. Each one works on its own and they get properly clever when they're joined up.
Referrals & booking
From referral to booked study without the phone tag.
Referrals come into one inbox, get triaged and become patients ready to book. Patients pick a lab night or home study slot from an SMS link and their questionnaires go out with the confirmation, so everything is done before they walk in.
- One inbox for secure messages and email
- Urgent referral flags
- Patient created without retyping
- SMS booking links for patients
- Lab night and home study slots
- Epworth and STOP-Bang online
- Sleep history and consent forms
- Automatic scoring of questionnaires
- Booking confirmations and reminders
- Synced with your practice system
Home study devices
Every device out, every device back.
Each home study unit has its own record: who has it, when it went out, when it's due back and when it was last cleaned. Patients get reminded to return it and reception sees overdue units at a glance.
- Device and sensor register by serial
- Scan out and scan back
- Due-back dates per patient
- SMS return reminders
- Overdue alerts for reception
- Cleaning and battery checks
- Service and repair history
- Lost or damaged device notes
- Availability by day for bookings
Study pipeline
See every study from hook-up to results.
A board that shows where every study is up to: recorded, downloaded, scored, with the physician or reported. When a report is signed off the patient is prompted to book results and the referrer gets their letter.
- Hook-up to report on one board
- Ageing flags on stuck studies
- Scoring workload by scientist
- Physician reporting queue
- Results appointment prompts
- Letters back to referring GPs
- Repeat or titration study flags
- Turnaround times per stage
CPAP trials
Trials that check in on themselves.
Trial patients show up with their usage and leak data pulled in, check-ins scheduled on set days and low-use flags raised early. When the trial ends they choose to buy or return online and the hire unit comes home.
- Usage and leak data in one view
- Low-use and high-leak flags
- Check-ins scheduled automatically
- Mask fitting and swap records
- Trial hire end dates
- Buy or return choice online
- Payments taken on the spot
- Notes shared with the physician
- Annual review reminders after the trial
Equipment & billing
Machines, masks and invoices sorted.
Sell machines, masks and consumables at the desk or online, track hire units and send resupply reminders when filters and cushions are due. Study invoices and payments flow into Xero with claiming through your existing setup.
- Machine and mask sales
- Consumables shop online
- Hire unit tracking
- Resupply reminders by product
- Study invoicing
- Card payments with Tyro or Stripe
- Payments into Xero
- Stock levels and reorder alerts
04How it changes
Before and after
A home sleep study, wolloped.
Here's how one home study could change. Every clinic is different, so we map yours first.
Before
- Referral faxed in and retyped by reception
- Three phone calls to find a night that suits
- Questionnaires filled out on a clipboard at pick-up
- Device handed out, return date on a sticky note
- Device comes back four days late
- Next patient's study gets pushed back
After
- Referral lands in the inbox and the patient is created
- Patient books their own night from an SMS link
- Questionnaires done online and scored before pick-up
- Device scanned out with a due-back date
- Return reminder goes out the next morning
- Device scanned back, cleaned and ready for the next patient
05Services
Everything under one roof
Software, websites and systems for sleep clinics.
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 sleep clinics
Built around how your sleep clinic actually runs: referral inbox, online study booking and the admin in between, in one system you own.
Websites for sleep clinics
Fast, hand-built websites that rank for the searches your customers make and turn visits into enquiries, bookings or orders.
Sleep 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 sleep clinics
Pre-study questionnaires and lab bed scheduler: 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 sleep clinic, looked after by the people who built it.
06Integrations
Connections
Plays nicely with what you already use.
We connect to the practice, therapy and payment tools you rely on, work alongside platforms you're happy with or replace the ones holding you back.
- Cliniko
- Halaxy
- Nookal
- Best Practice
- Genie
- HotDoc
- HealthLink
- Medical-Objects
- ResMed AirView
- Philips Care Orchestrator
- Compumedics Profusion
- Tyro
- Stripe
- Xero
- Microsoft 365
- Twilio SMS
- Google Business Profile
- Shopify
- Australia Post
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 sleep clinic: 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, the sleep scientists and the physicians, follow a study from referral to results and work out where patients get stuck.
- 02
Archi-tech
We plan it before writing code: your referrals, beds, devices, trials, practice system, patient privacy, hosting and cost.
- 03
Build
Real engineering, shown to you early and often. Usually the most painful bit first, like device returns or the referral inbox, so you get a quick win.
- 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 sleep clinics ask us.
Something else on your mind? Ring 0423 011 252 and ask the people who'd build it.
Can it track our whole fleet of home study devices?
Yes. Each device and sensor has its own record with who has it, when it's due back, when it was last cleaned and its service history.
Can it pull CPAP usage data from the therapy platforms?
Where the platform allows it, yes. We'll look at how you use ResMed AirView or other therapy clouds and work out the best way to get usage and leak data in front of your team.
Do patients really fill in questionnaires before they arrive?
Most will when it's a simple link on their phone. Anyone who doesn't gets a reminder and reception can see who's still outstanding before the night.
We already use a practice management system. Do we have to switch?
No. If Cliniko, Halaxy, Best Practice or another system is doing its job, we build around it. If it's holding you back, we'll show you what replacing it would involve before anything changes.
How do you handle patient privacy?
Carefully. We plan who can see what during Archi-tech, give every staff member their own login and keep a record of who accessed what. Patient data is treated as health information from day one.
How much does a sleep 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 device tracking or return reminders 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 sleep clinics 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 sleep 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.