Referral intake
Fax, secure messaging, email and uploads into one queue, matched to existing patients where they already exist.
Specialist referral management & booking software
Specialists: referrals in, appointments out, no phone tag. Referral to booking in one flow.
Referrals come in by fax, secure message, email and the patient's back pocket. Reception chases patients by phone. Letters to GPs sit in the typing queue for a week. We build referral, booking, forms and correspondence systems for specialist practices that work alongside your practice software. Then we host them and look after them.
Looking for specialist referral management software that ends the phone tag?
A specialist practice lives and dies on its referral pipeline. GPs send letters through HealthLink, Medical-Objects, fax and email. Some patients just walk in holding a folded envelope. Each one has to be logged, read by the specialist, given an urgency, matched to the right appointment type and booked. That's before anyone has chased the patient, collected their history, explained the gap fee or written back to the GP.
Wollopit builds custom software for specialist rooms around how your practice actually runs. Every referral lands in one queue. The specialist triages from their phone between patients. Patients get a text to book a slot that suits their urgency, then fill in their forms and sign financial consent before they arrive. Letters go back to the GP from templates in minutes. We work alongside Genie, Gentu, Clinic to Cloud or whatever you run now, so nothing important gets ripped out.
01The problems
What we hear from specialists
Does your specialist practice have these problems? Here's how we'd fix them.
Most specialist rooms we talk to have brilliant clinicians and a front desk drowning in fax paper, voicemails and sticky notes. It holds together until someone's on leave.
- The problemReferrals arrive from everywhereFax, HealthLink, Medical-Objects, email and paper letters handed over at the desk. Some get scanned, some get lost in an inbox.How we fix itOne referral intake that pulls every channel into a single queue, with a simple upload form for GPs and patients.
- The problemTriage by sticky noteReferrals pile up on the specialist's desk waiting for a read. An urgent one can sit under twenty routine ones for days.How we fix itA triage queue the specialist works from their phone or desktop. Set urgency in a tap and the booking rules follow.
- The problemPhone tag to bookReception leaves three voicemails, the patient calls back at lunch and nobody's free to answer.How we fix itPatients get an SMS booking link showing only the slots that match their triage category and appointment type.
- The problemCancellations go unfilledSomeone cancels at 8am, the waitlist is a spreadsheet and the slot runs empty.How we fix itA live waitlist that offers freed-up slots by SMS in urgency order. First to accept gets it.
- The problemExpired referralsA patient turns up on a referral that ran out last month. The Medicare rebate is in doubt and the desk scrambles for a new one.How we fix itReferral expiry tracking with alerts ahead of time. A renewal request goes to the GP before the next appointment.
- The problemClipboards in the waiting roomNew patients arrive early to fill in history, medications and Medicare details by hand. Then someone types it all in.How we fix itOnline intake forms sent with the booking confirmation. Answers land in the patient file before they walk in.
- The problemGap fees surprise patientsInformed financial consent is a quick chat at the desk. Then there's an awkward conversation when the bill arrives.How we fix itFee estimates and financial consent sent and signed online, with deposits for procedures taken by card.
- The problemGP letters stuck in the queueDictations wait for the typist. GPs ring to ask what happened with their patient.How we fix itLetter templates that pull in the consult details, ready to review and sent by secure messaging the same day.
- The problemFollow-ups slip throughTests are ordered and a review is needed in six weeks. Nobody books it and the patient falls off the radar.How we fix itA follow-up tracker that flags missing review bookings and outstanding results so nothing goes quiet.
- The problemProcedure paperwork by faxHospital admission forms, theatre list requests and consents are faxed back and forth with the hospital.How we fix itA procedure booking pack: admission details, consents, fasting instructions and the theatre list in one place.
- The problem'Has my referral arrived?'Half the phone calls are patients and GPs asking where things are up to.How we fix itAutomatic SMS and email updates at each step, from referral received to appointment confirmed.
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.
GP referral portal
A simple form for GPs to send referrals and attachments, with a confirmation that it arrived.
Triage queue
Urgency categories, specialist review on any device and notes that carry through to the booking.
Patient booking links
SMS links that offer the right appointment type and timeframe for each patient's triage category.
Waitlist & cancellations
Freed-up slots offered by SMS in priority order, with the booking written back to your diary.
Online intake forms
History, medications, allergies, Medicare and health fund details completed before the first visit.
Financial consent & deposits
Fee estimates, item numbers, gap explanations, e-signatures and card deposits for procedures.
Referral expiry tracking
Validity dates watched for every patient, with renewal requests sent to the GP ahead of time.
GP letter templates
Initial consult, review and procedure letters built from consult notes and sent by secure messaging.
Follow-up & results tracker
Outstanding tests, overdue reviews and recalls flagged for the team before they're forgotten.
Procedure & theatre bookings
Admission paperwork, consents, prep instructions and theatre list requests for your hospitals.
Patient status updates
Automatic texts at each step so patients and GPs stop ringing to ask.
Practice dashboard
Referral volumes, wait times by urgency, referrer sources and letter turnaround at a glance.
Telehealth links
Video consult links sent with the booking, with forms and consent done the same way.
A website GPs actually use
Fast on mobile, with referral info, fees, preparation guides and the GP upload form built in.
03The systems
The big ones
Your whole referral pipeline, on one system.
These are the systems specialist rooms ask us about most. Each works on its own. They get properly clever when they're joined up with your practice software.
Referral management
Every referral in one queue. None lost in the fax tray.
Referrals from fax, HealthLink, Medical-Objects, email and the GP upload form all land in one place. Each one is logged, matched to the patient and tracked from received to booked. Nobody has to wonder where a referral went.
- Fax, secure messaging and email intake
- GP upload form on your website
- Patient matching and duplicate checks
- Referrer details saved for next time
- Received confirmations sent to the GP
- Referral validity dates captured
- Expiry alerts and renewal requests
- Status from received to booked
- Attachments and results kept together
- Referrer source reporting
Triage & booking
Triaged in a tap. Booked without a single phone call.
The specialist reads and triages referrals from their phone between patients. The urgency decides the appointment type and timeframe. The patient gets a text to pick a slot that fits, straight into your diary.
- Triage on phone, tablet or desktop
- Urgency categories you define
- Appointment type set from triage
- SMS booking links for patients
- Only suitable slots shown
- Bookings written to your practice software
- Reminders until the patient books
- Escalation if urgent ones aren't booked
- Waitlist offers for cancellations
- Wait times tracked by category
Patient forms & consent
Forms done before the first hello.
Patients fill in their history, medications and fund details on their phone after booking. Fee estimates and informed financial consent get signed online. The desk stops typing and the specialist walks in with the full picture.
- Intake forms sent with confirmations
- Medical history and medications
- Medicare, DVA and health fund details
- Questionnaires by specialty
- Fee estimates with item numbers
- Informed financial consent e-signed
- Card deposits for procedures
- Reminders for unfinished forms
- Answers saved to the patient file
- Large text and accessible on any phone
GP correspondence
Letters back to the GP the same day.
Templates for initial consults, reviews and procedures pull in the patient and consult details. The specialist checks and signs off. It goes out by secure messaging without sitting in a typist's queue.
- Templates per letter type
- Patient and referrer details filled in
- Sign-off on any device
- Sent by HealthLink or Medical-Objects
- Copies to other treating doctors
- Letter turnaround tracked
- Overdue letter alerts
- Copies saved to the patient file
- Your letterhead and signature
- Batch sign-off at the end of the day
Procedures & follow-ups
Procedures booked and follow-ups kept.
Admission paperwork, consents and prep instructions for each procedure live in one pack. The theatre list stays visible to the whole team. A follow-up tracker makes sure every patient who needs a review actually gets one.
- Procedure booking packs
- Hospital admission details
- Procedure consents e-signed
- Fasting and prep instructions by SMS
- Theatre list per hospital and day
- Deposits and fee estimates
- Results outstanding list
- Review and recall reminders
- Overdue follow-up alerts
- Post-op check-in messages
04How it changes
Before and after
A new referral, wolloped.
Here's how a single new referral could change. Every practice is different, so we map yours first.
Before
- Referral faxed and sitting in the tray
- Specialist reads it days later from a pile
- Reception calls the patient three times
- Patient fills in a clipboard in the waiting room
- Gap fee explained at the desk on the day
- Letter to the GP typed next week
After
- Referral lands in one queue and the GP is told it arrived
- Specialist triages it on their phone that afternoon
- Patient books their own slot from an SMS link
- Forms done online before the visit
- Fee estimate and consent signed in advance
- Letter from a template sent the same day
05Services
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, gP referral portal 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
Triage queue and patient booking links: customer and staff portals that work on any phone without an app store.
Integrations and automation
We connect Genie Solutions, Gentu and Clinic to Cloud 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.
06Integrations
Connections
Plays nicely with what you already use.
We connect to your practice software and secure messaging, work alongside the platforms you're happy with or replace the ones holding you back.
- Genie Solutions
- Gentu
- Clinic to Cloud
- Zedmed
- Halaxy
- Cliniko
- HealthLink
- Medical-Objects
- Argus
- HotDoc
- HealthEngine
- Tyro
- Tyro Health
- Stripe
- Xero
- Microsoft 365
- Coviu
- Twilio SMS
- 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 specialist 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, the practice manager and the specialist, follow a referral from fax tray to GP letter and find where it stalls.
- 02
Archi-tech
We plan it before writing code: referral channels, triage rules, booking types, forms, letters, privacy, hosting and cost.
- 03
Build
Real engineering, shown to you early and often. Usually referral intake and triage first, so the phone tag eases quickly.
- 04
Look after
We host it, maintain it and keep it secure. When something breaks you call the people who built it.
08Questions
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 on your website. We also pull in the channels you already use, like fax, email, HealthLink and Medical-Objects.
Do we have to replace Genie, Gentu or our practice software?
No. We build around what works. Bookings, forms and letters can flow into your existing practice software. If something is genuinely holding you back, we'll show you what replacing it would involve before anything changes.
Can the specialist triage from their phone?
Yes. Referrals can be read and given an urgency on any phone, tablet or desktop. The booking rules for that category kick in straight away.
Will it track referral expiry?
Yes. Validity dates are captured when the referral comes in. The team gets an alert before it runs out and a renewal request can go to the GP automatically.
What about patients who don't use smartphones?
Reception can still book them by phone in the same system. Forms can be filled in on a tablet in the rooms. Nobody gets locked out.
How do you handle patient privacy?
Privacy is planned in from day one. We cover access controls, audit logs and where data is stored, built around your obligations under the Australian Privacy Principles.
How much does a specialist practice 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 forms or a GP upload form 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 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.