Referral intake
All referrals in one place.
Specialist referral management & booking software
Specialists: referrals in, appointments out, no phone tag. Referral to booking in one flow.
Referrals faxed and emailed, patients chased by phone and letters to GPs typed manually. We build referral and booking systems for specialist practices.
Looking for specialist referral management software?
Specialist practices receive referrals from many sources. We build systems that capture referrals, triage them and get patients booked quickly.
Wollopit builds booking flows, secure intake forms, patient portals and websites for specialists around how your practice actually runs. We connect the practice software you already use, replace the bits holding you back and look after the lot on our own Australian-managed servers, so your team can get back to patients.
01The problems
What we hear from specialists
Does your specialist practice have these problems? Here's how we'd fix them.
Most specialists we talk to have great clinicians held back by phone tag, paper forms and a practice system nobody fully understands.
- The problemReferrals everywhereFax, email and paper referrals.How we fix itOne referral intake with uploads.
- The problemTriage by handUrgency is assessed manually.How we fix itTriage queues with priorities.
- The problemPhone tagPatients are chased to book.How we fix itBooking links sent to patients.
- The problemFormsPatients fill in forms on arrival.How we fix itOnline forms before the visit.
- The problemGP lettersLetters take time.How we fix itLetter templates.
- The problemExpired referralsReferral validity is missed.How we fix itReferral expiry tracking.
02What we build
Solutions
What we build for specialists. 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 queue
Priorities set and tracked.
Patient booking links
Patients book themselves.
Online forms
Histories before the visit.
Letter templates
GP correspondence faster.
Referral tracking
Expiries flagged.
03How it changes
Before and after
A new referral, wolloped.
Here's how a typical day could change. Every business is different, so we map yours first.
Before
- Referral faxed
- Patient called three times
- Forms on arrival
- Letter typed later
After
- Referral uploaded
- Booking link sent
- Forms done online
- Letter from template
04Services
Everything under one roof
Software, websites and systems for specialists.
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 specialists
Built around how your specialist practice actually runs: referral intake, triage queue and the admin in between, in one system you own.
Websites for specialists
Fast, hand-built websites that rank for the searches your customers make and turn visits into enquiries, bookings or orders.
Specialist 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 specialists
Patient booking links and online forms: 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 specialist practice, looked after by the people who built it.
05Integrations
Connections
Plays nicely with what you already use.
We connect to the tools you rely on, work alongside the ones you're happy with or replace the ones holding you back.
- Cliniko
- Halaxy
- Nookal
- HotDoc
- Tyro
- Stripe
- Xero
- Microsoft 365
- Twilio SMS
- Google Business Profile
06How we work
The process
Some people dip their toe in. We turn up in a rebreather.
We get properly below the surface of your specialist 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 with the people doing the work, see where the hours go and work out what's actually slowing you down.
- 02
Archi-tech
We plan it before writing code: your data, customers, payments, the tools you keep, hosting and cost.
- 03
Build
Real engineering, shown to you early and often. Usually the most painful bit first, so you get 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.
07Questions
FAQ
Things specialists ask us.
Something else on your mind? Ring 0423 011 252 and ask the people who'd build it.
Can GPs send referrals through it?
Yes. GPs can upload referrals through a simple form, alongside the channels you already use.
How much does it cost?
It depends on what you need, so we quote up front once we understand your specialist practice. No surprise invoices, no lock-in and you own what we build.
Do we have to change our practice management software?
No. We usually build around it: online booking, intake forms, reminders and the website, all connected to what you already use. If it's genuinely holding you back we'll talk options first.
How do you handle patient privacy?
Carefully. Forms and portals use encrypted connections, access is restricted to the people who need it and we follow the Australian Privacy Principles. Sensitive data is only collected where it's actually needed.
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 specialists 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 specialist 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.