Technology in allied health can feel a bit like a sliding scale. Some days you’re running on paper diaries and post-its, other days you’re dreaming about AI-powered therapy bots that can run your clinic for you.
So, where does your allied health clinic actually sit on the tech adoption spectrum?
At Theratrak, we’ve worked with hundreds of clinics of all shapes and sizes - from solo OTs juggling admin manually - to larger teams using apps, automation, and remote monitoring tools.
To help you figure out where you’re at (and what the next step might be), we’ve put together a seven-level scale of clinic tech adoption.
We know adopting new digital tools within allied health clinics can be difficult - and we’re on a mission to do all we can to support clinicians to embrace tools that make their work-life easier.
Grab your highlighter (or your iPad), and let’s explore the seven stages below.
Level 0: No Tech or Newbie Mode 🐣
What happens at Level 0?
Everything’s manual. No tech at all (or barely any tech tools) are involved.
You might be using paper notes, a physical diary, and cash-only payments. Letters are still posted via mail or handed over directly to participants.
Being stuck at this stage can majorly slow you down, limit your impact and make collaboration tricky.
Next step to try:
Start simple - set up a digital calendar, booking system or explore online invoicing tools.
Level 0 on Theratrak:
Set up your clinic, therapist and participant. Create a program for one participant with two simple pre-loaded activities. Perhaps customise the program by adding some photos and videos. The features on the Theratrak Therapist App are very similar to texting!
Level 1: Basic Tools 💼
What happens at Level 1?
You’re still doing most of the work manually, but you’ve dipped a toe into the digital pool.
You’ve probably got email and Microsoft Word sorted. Maybe you use an online calendar, booking system or accept online payments.
Next step to try:
Look at basic case management software or explore digital note templates.
Level 1 on Theratrak:
Within home therapy programs, add custom notifications and additional notes so that your program is completely personalised and tailored to your participant.
Level 2: Getting Social 💬
What happens at Level 2?
You’re still running some day-to-day operations manually, but you're starting to think like a modern business.
Maybe you’ve built a website or started posting on social media.
Next step to try:
Connect your online presence with back-end systems - booking tools or intake forms are a great start.
Level 2 on Theratrak:
With home therapy programs, add multiple guardians to a participant’s account - this allows mum, dad or grandma to be able to view the program and activity details via the FREE Theratrak Participant App within a few simple clicks.
Level 3: Admin Sorted 🎯
What happens at Level 3?
Your systems are more consistent, and your team is saving hours on repetitive tasks.
You’re using tools like online accounting or case management software to reduce time spent on admin tasks.
Next step to try:
Start thinking about how tech can support your clinical therapy delivery, not just admin.
Level 3 on Theratrak:
Develop automated billing processes for Theratrak so that billing becomes synonymous with your workflow. Consider adding 5-10mins of billing time under non-face-to-face support provision for NDIS participants.
Level 4: Supporting Therapy with Tech 📲
What happens at Level 4?
Now we're talking! You’re using digital tools to support therapy - like online assessments or recommending apps to families. Your clinic has a great balance of blending tech and care.
Next step to try:
Explore home therapy platforms (like Theratrak) that help keep participants engaged between sessions.
Level 4 on Theratrak:
Within the Clinic Portal, upload branded or custom activities to Theratrak so that everyone on your team can use them - this can include any handouts and standard videos your team has created.
Level 5: Digital First ✅
What happens at Level 5?
Saving you a bunch of time, tech is part of your clinical workflow.
You’re running telehealth sessions, managing hybrid teams with communication tools, using automation tools, and maybe even designing branded resources with Canva or other online tools.
Next step to try:
Optimise how these tools work together. Look for integrations or platforms that centralise your work.
Level 5 on Theratrak:
For an ongoing participant, consider duplicating and resending a home therapy program. Check in with participants in-between session feedback and reply to a Journal entry from a participant making the most of asynchronous communication.
Level 6: Advanced Tech Use 🚀
What happens at Level 6?
You’re experimenting with emerging tech like virtual reality therapy, remote monitoring, or AI-based tools.
Your team is future-focused and eager to stay ahead.
Next step to try:
Consider creating an innovation strategy or pilot program to keep testing new ideas in a controlled way.
Level 6 on Theratrak:
Consider setting up a group therapy template on Theratrak so therapists can duplicate and send it to another participant, saving you even more time.
Level 7: Full Tech Integration (Expert Mode) 🤖
What happens at Level 7?
You’re all-in!
From AI-assisted diagnostics to computer-aided imaging and digital therapeutics, your clinic runs like a well-oiled (virtual) machine. You probably need a robot receptionist.
Next step to try:
Consider sharing your learnings! Mentor other practices, contribute to research or partner with tech tools to share your feedback and make tools even better - or even more customised to your needs.
Level 7 on Theratrak:
Consider setting up your allied health assistant with a program to follow in conjunction with the participant’s program. Including wider care teams can help create more impact for participants.
Why Adopting Technology in Clinics Matters
Understanding where you sit on the tech scale isn’t about judgement - it’s about opportunity.
The right digital tools within allied health clinics can free up your busy team, reduce burnout, and help you deliver better outcomes for families and participants.
No matter your starting point, there’s always a small, manageable step forward you can take to keep optimistic your clinic operations.
Celebrate each new step you take and each new digital tool that supports your team to save time and make more impact.
Want help figuring out your next move?
Book a quick chat with the Theratrak team - we’ll help you level up (no robots required).
