Most therapists don't spend their day thinking about billing codes, admin time, or margins.
But someone has to! Whether you’re a clinician who’s become a clinic owner, or if you’re a clinic director, Theratrak can support your business operations by saving you time - and therefore money.
We know that most therapists become therapists so they can help people. To create a positive impact. To make lives better.
But there’s also the business side of things - the more sustainable your business processes, the more energy your team has to do what actually matters.
And that’s where embedding Theratrak into your everyday workflow can make a real difference - without compromising on values.
Therapy First. Systems Second. Billing Optional.
For clinic owners, embedding a new platform often comes down to time and money.
And that’s fair - if a tool doesn’t make your operations smoother or more sustainable, why adopt it in your clinic?
This is one reason why we created the Theratrak Clinic Quiz - a quick, free tool to help clinics see how much time they could be saving each week with Theratrak.
But therapists think about things differently.
They care most about the impact they’re making:
Delivering better care?
Recommendations getting used at home?
Saving time or adding more work?
Theratrak can answer yes to all of those questions - but only if the digital tool is embedded into therapist workflows.
So what does that look like in practice?
Start by Asking: How Could Theratrak Fit into What is Already Happening?
If you’re wondering how to make Theratrak part of your weekly rhythm - without overhauling your whole system - here are some great questions to start with:
How do you currently split billable vs. non-billable time? 🧠
Could you add 5-10 minutes of NDIS-billable time to reflect your Theratrak use? 📋
Do you have no-shows, waitlists or missed sessions that could still be supported? 📦
Could an Allied Health Assistant or admin help manage parts of your digital programs? 📱
Are you already using resource libraries, emails or spreadsheets that you could upload to Theratrak or the 600+ pre-loaded activities on Theratrak could replace? 📁
Have you done the Clinic Quiz to estimate how much time you're saving on follow-up admin? ⌛
You don’t need to change everything at once.
Just start with where the effort is high and the impact is low - that’s where Theratrak shines.
What Embedding Theratrak into Real Allied Health Clinics Looks Like
Here’s a quick comparison of how most clinics operate - and how adding Theratrak into the mix changes the game:
The Typical Clinic Model in Australia 🔁
Each therapist has around 21 billable hours per week
Common clinic expectations are for each therapist to have 4-5 participant sessions per day
Sessions are billed by the hour
Travel is billed with on-site visits
When there are waitlists and no-shows for appointments = no income
Post-session emails take lots of time with summaries, follow-ups and information sharing
Manual follow-up with families or wider care teams is inconsistent
Resource making time is billed when resources are created and provided
Reporting writing time is billed when reports are required to be written
The Revised Clinic Model with Theratrak Embedded 🚀
Each therapist still has around 21 billable hours per week
Therapists have the same common clinic expectations aiming for 4-5 participant sessions per day
Therapists can set up billable home programs for waitlisted or missed participants
Asynchronous support between sessions via the Journal feature
Post-session recaps can be turned into reusable digital content
Centralised, trackable platform = no duplication of effort
Resource making time is billed when resources are created and provided - 600+ pre-loaded activities are available to everyone via the Therapist App
Reporting writing time is billed when reports are required to be written - data from Theratrak can be used to support reporting
For each NDIS participant, 5-10 mins of extra billable time can be added under non-face-to-face support provision (depending on the use of the app)
And if you’re a sole trader, it only takes eight active participants per month to make Theratrak free for you to use.
That’s not theory - that’s real maths.
Check out our Pricing Tool to see how much Theratrak will cost your clinic
How Therapists are Making it Work
Here’s how real clinics are embedding Theratrak into their business models today:
📆 Waitlist triage programs - Supporting families before therapy even begins. For example: Thrive Group’s work with regional communities and 12 Points Psychology supporting their waitlist during COVID
🎥 No-show recovery - Sharing a custom digital program when a participant can’t attend
🔁 Remote support - Monitoring care plans or routines outside of face-to-face sessions
🤝 Allied Health Assistant supervision - Therapists create structured programs and track AHA session content
All of this builds clinical impact, better outcomes, and yes - sustainable business processes.
Don’t Choose Between Impact or Sustainability
Theratrak isn’t just a billing line or an admin hack.
It’s a digital tool designed to help all allied health clinics work smarter, support participants more consistently, and feel confident that the important stuff isn’t slipping through the cracks.
Want to see how Theratrak could fit in your clinic? Try the Clinic Quiz and get a clearer picture in under 2 minutes.
Complete our Clinic Quiz to find out how much time Theratrak can save your clinic.
Or just start small - with one participant, one goal, and a little less admin.
Find out more how Theratrak works by booking a demo with the friendly team.
