6 trusted online scheduling systems for health and wellness businesses

Are you tired of spending hours researching online scheduling platforms for your health and wellness business?

You start on Google searching for ‘Australian scheduling platform for health and wellness business’ or ‘practice management software that connects to Medicare’, and 75,000 browser tabs later you’re overwhelmed, confused and no closer to making a decision. (Nope, never done anything like that before 👀)

Well, good news! We've done some of the hard work for you. Below, you'll find a list of 6 trusted scheduling and practice management platforms that you can take a look at to find the one that best suits your needs.

Before signing up to a new platform, you’ll want to consider what you need it to do for your business, as many of them have slightly different features and inclusions per plan type. For example:

• Do you need access to multiple locations or calendars, or is it just you operating from the one location and/or online?

• Would you like to manage staff and payroll in the same system?

• Do you need integrated Medicare claiming?

• What kinds of appointments will you need to set up? 1:1 sessions, or classes and group sessions too?

• Will this system be able to grow with your business as it evolves?

Check out the overview below as a start - if there’s anything specific you need that’s not listed below, be sure to check out their website for more details.

Disclaimer: None of the below information constitutes legal advice, and it is recommend you speak to a legal professional for advice specific to your business, including how to ensure you adhere to the Australian Privacy Principles. Apart from Squarespace Scheduling, where I have provided an affiliate link as noted, I have no affiliations with the other providers mentioned below.

Without further ado:

PowerDiary (affiliate link)

• Manage multiple business locations, client records management, integrated payments and invoices, and your own health practice operations manual

• Online booking for individual, group and personal appointments plus wait list functionality – embed the booking system directly on your website or link to it externally

• Video conferencing for telehealth appointments, including screen sharing, video appointments with up to four people, and end-to-end encryption

• Designed to meet the data protection regulations of Australian Privacy Principles, GDPR, and HIPAA (among others)

• Ability to integrate Medicare, DVA, Tyro, Secure Messaging, Stripe, Xero, Mailchimp, Google Calendar

• Start with a free 14-day trial, then choose from plans ranging from $12 per week for one practitioner, $20 per week for 2-3 practitioners, and more (prices in Australian dollars and exclude GST).

Cliniko

• Manage multiple business locations, communicate with staff via the internal message board, manage finances, patient data and appointments

• Online booking for appointments, including groups and classes, plus wait list functionality

• Embed the booking system directly on your website or link to it externally

• Patient health records, including treatment notes, account balances, communication record, forms and attachments

• Set different settings per practitioner

• Video conferencing for telehealth appointments, including secure on-screen messages, screen sharing, video appointments with up to four people, and end-to-end encryption

• Designed to meet the data protection regulations of Australian Privacy Principles, GDPR, PIPEDA and HIPAA

• Ability to integrate Medicare, Xero, Mailchimp and more

• Start with a free 30-day trial, then choose from plans ranging from $45 per month for one practitioner, or $95 for 2 to 5 practitioners, and more (prices in Australian dollars and exclude GST)

Halaxy

• Manage multiple business locations, rooms, equipment, resources, marketing campaigns, integrated payments, clinical tools, patient records and financial reports

• Easily process rebates in one click for Medicare, WorkCover, DVA, TAC and LanternPay, plus integration with Tyro and Medipass

• Online booking for individual, group and video appointments, with inclusion in the Halaxy directory and wait list functionality – embed the booking system directly on your website or link to it externally

• While this is a competitor’s website (PowerDiary’s), you may like to read over their breakdown of Halaxy’s privacy policy and how it differs to other practice management software to see if this is suitable for your business

• Start with Halaxy for free, with charges only for optional add-on features (like payments, rebates or SMS reminders that you choose to process through the system). While free is a great price, especially if you’re getting started - make sure you are fully across its privacy policy. “If you don’t pay for a product, you are the product.”

Mindbody

• Manage staff including hours, payroll and calendars, payment processing, intake forms and SOAP notes, reporting and marketing, plus inclusion in the Mindbody app

• Online booking for individual appointments and classes, plus wait list functionality – embed the booking system directly on your website or link to it externally

• Integration with ClassPass

• Designed to meet the data protection regulations of HIPAA and provides guidance on what to consider for GDPR. You may need to seek advice if this meets the needs of the Australian Privacy Principles for your business.

• Get in touch with Mindbody for a quote on the most appropriate plan for your business

CorePlus

• Manage multiple practitioners, payments and invoicing, reporting, clinical notes and tools, plus various add-ons

• Online booking for individual, group and video appointments, plus wait list functionality – link to the client portal from your website

• Video conferencing for telehealth appointments, including screen and file sharing, secure chat, interactive whiteboard, and end-to-end encryption

• Designed to meet the data protection regulations of Australian Privacy Principles

• Integrates with Medicare and DVA, Xero, Tyro, Secure Messaging and more

• Start with a free untimed trial, then choose from plans ranging from $5 per practitioner per month, to $45 per user per month if needing access to Medicare and DVA claims, Secure mEssaging and more (prices in Australian dollars and exclude GST).

Acuity Scheduling (affiliate link)

Last but not least, Squarespace Scheduling – this is a great built-in option if you don’t need full practice management software or integration with Medicare, etc.

• Integrates directly with your Squarespace website and accessible using the same login

• Manage multiple locations, payments and invoices, custom intake forms and customisable appointment confirmations and reminders

• Online booking for individual, group and video appointments – embed the booking system directly on your website or link to it externally

• Integrates with Zapier, GoToMeeting, PayPal, Square, Stripe and Google Calendar

• The Powerhouse plan is designed to meet the data protection regulations of HIPAA. You may need to seek advice if this meets the needs of the Australian Privacy Principles for your business.

• Start with a free 14-day trial, then choose from plans ranging from $20 per month for one practitioner/calendar location, $37 per month for 2-6 practitioners/calendar locations, and more (prices in Australian dollars and exclude GST).

• (You can also stick with one calendar and set a different location for each appointment type – and if you have integrated video conference, you can leave the location field empty to default to the videoconference link in the location field)

As always, the above information does not constitute legal advice, and it is recommend you speak to a legal professional for advice specific to your business, including how to ensure you adhere to the APPs.

I hope this helps narrow down your search!

Have you found any others? Let us know below!

Cass

Ready to show your ideal clients why you’re the one for them (without spending another late night basking in the glow of your laptop screen)?

Whether you want to ditch the website shame or create your first website, I can help - check out my Squarespace website design packages for health and wellness businesses.

And if none of those fit, get in touch and we can chat custom packages.

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