After supporting hundreds of allied health clinics to adopt new digital tools, we know that introducing new technology into a busy allied health clinic can feel like opening a can of worms.
But with the right rollout plan, it doesn’t have to be messy!
In fact, it can be smooth, empowering, and even exciting.
Whether you're implementing a digital home program tool like Theratrak or streamlining your admin workflows, success starts with structure and a plan.
That’s why we’re sharing a simple, 5-step framework to help your team embrace new tech with more confidence - and less chaos for your already busy teams.
Below we’ve also shared an example of how one of the star Theratrak clinics have adopted our platform and fully integrated the technology into their workflows. With a team of almost 40 people, Motivate Kids based in Adelaide across multiple sites uses Theratrak within their paediatric occupational therapy and counselling clinic. Find out more about them and their process below.
Step 1: Start With a Clear, Shared Vision ⭐
Every successful digital tool rollout begins with purpose.
What’s challenging within your clinic at the moment?
What admin tasks are taking up the most time?
What gap are you trying to fill?
What outcome do you want to achieve?
In an ideal world, new technology would be helping your clinic by saving time on note writing, improving communication between school and home, or reducing therapy admin stress.
Whatever the goal, make sure the entire team understands why the tech is being introduced and what success looks like.
A shared vision will keep everyone aligned when things get busy.
Step 2: Test With a Small, Opt-In Team 👥
Instead of overwhelming the whole clinic, select a few motivated team members to act as your internal “clinical champions.”
Aiming for clinical champions who are around 5% of your workforce is a great start - consider asking a mix of experienced clinicians, graduates, or tech savvy therapists who are curious and open to change.
It’s important to create structure around these roles and acknowledge the extra responsibilities these team members will have.
Consider implementing new systems for your clinical champions, including:
Give them the time and support to explore the tech in a real-world context.
Run training sessions.
Encourage feedback.
Listen to new ideas for how to improve processes.
Let them test and adopt the tool in everyday therapy before engaging the rest of your clinical team to jump in.
To make the adoption of Theratrak easier, we offer a FREE 30-day trial and flexible plans for teams. Clinics can easily trial our platform with multiple therapists on their team during the 30-days. Within our Clinic Portal, therapists can increase or decrease how many people are on your Theratrak team, then whenever you’re ready to add to your licence count, you can invite the rest of the team. For more information on our pricing for different team sizes, check out our Pricing Tool here.
Step 3: Involve Families or a Participant Early 🎯
Once your champions are confident with using the tool, bring a participant or family into the mix. It’s one thing to have your clinicians on board, but things really start to change for the better once participants and their families can see the good outcomes from new tools too.
This external testing phase helps allied health clinics to:
See how the tech performs in everyday therapy scenarios
Collect real feedback on what’s working and what’s clunky
Spark creative ideas for using the tool in new ways
Develop the process of how you will use Theratrak in your clinic
These learnings should be shared in team meetings or summarised in other internal channels so everyone feels part of the process - and good ideas can be widely adopted.
Step 4: Roll It Out to the Whole Organisation 🛠️
Now’s the time to take everything you’ve learned and bring the rest of the team on board.
This final roll out stage for the whole clinical team might include:
Updating internal processes - like billing, participant onboarding or branded session templates
Running team-wide training using your clinical champions
Setting clear KPIs or usage goals to track success
And remember - it’s okay for the process to evolve. Flexibility is your friend. Technology is designed to make clinic life easier in the long run. Refer back to your purpose for adopting the technology and try to track progress over time.
Be open to feedback from your team and how to make the process easier for busy therapists.
Make sure you have help documentation on hand and a known process for therapists to get extra help when needed.
Step 5: Keep the Momentum Going 🚀
Even after a successful rollout, ongoing support is key.
Schedule regular check-ins with your team, celebrate small wins, and encourage open conversations about how the tool is being used in your clinic setting.
Acknowledge your clinical champions and the work they’re continuing to do to ensure the wider team has adopted the new tech effectively.
Keep your team signed up to product updates and training opportunities. That way, the tech continues to grow with your clinic needs and your team.
Check in with your team once a month or more to ensure they’re adopting the new tech, they can see the value in the tool, and they understand how the key functions improve wider clinic outcomes.
Theratrak in the Real-World: How Motivate Kids Use Our Digital Tool 📲
Motivate Kids is a paediatric occupational therapy and counselling clinic in Adelaide with clinicians across Broadview, Salisbury and Blakeview.
The team at Motivate Kids have rolled out Theratrak using this exact step-by-step framework - and saw real results.
Their purpose and goal? To improve communication between home and school, and reduce time spent on note writing.
Here’s how the team at Motivate Kids easily adopted the Theratrak digital tool into their allied health clinic:
Shared Vision & Pilot Agreement:
After establishing teh purpose and goals of adopting Theratrak within the Motivate Kids clinic, 5 team members joined a 3-month pilot program, with support from their clinical director.
Pilot Program Training & Feedback:
Clinical Champions received dedicated training to use Theratrak in practice. A teams channel was set up to support collaboration and any tech requests.
Utilising the Digital Tool Everyday:
Clinical Champions then trained their wider team on setting up home programs, billing processes were updated, and home program features were embedded into care with high engagement from participants and their families.
Practice-Wide Rollout:
Communication within the teams channels about processes and feedback where shared and accessible for all internal staff. Motivate Kids established regular training check-ins and made it easy for everyone to access help, feedback, and ongoing support. The wider team were made aware of how to contact Theratrak with any issues and all IT tickets were shared within the team's communication channel for transparency.
Sustained Long-Term Engagement:
The management team also provided clear ongoing support to the Clinical Champions and wider teams to ensure the digital tool was embedded into everyday practice, saving time and allowing clinicians to work more efficiently.
The result? A confident team, streamlined processes, and better-connected care for families.
Here’s what Rochelle Mutton, Director & Clinical Lead OT at Motivate Kids said about the process:
“At Motivate Kids, we’re always looking for ways to bridge the gap between therapy sessions and home life. Theratrak has been a great tool for supporting families by making home programs more accessible and engaging. We love being able to personalise instructional videos and even include clips of children doing their activities, which has been especially valuable for school-based sessions where parents aren’t present. We absolutely see the potential for Theratrak to enhance communication and consistency across environments, making therapy more meaningful for families.”
Find Digital Tools That Fit Your Allied Health Clinic Operations 🕵️
Rolling out new tech doesn’t need to feel overwhelming.
With a step-by-step strategy, strong clinical champions, and a culture of curiosity, you can bridge the gap between tech and practice - and make a real impact on your team and the families you support.
Thinking about bringing Theratrak into your clinic?
Let’s chat about how to make the rollout a success!
