Spend more time with clients, less on paperwork
All-in-one online, paperless practice management app for occupational therapists: manage bookings, intake forms, clinical notes, invoicing, payments, and video calls effortlessly
Trusted by occupational therapists everywhere
The perfect tool for managing your occupational therapy practice
Sign up now for a month free on Bookem Premium, no strings attached.
Your team's diary, online
Appointment confirmations, surveys or follow-up notifications are easy to create or customise. You’re in complete control of the tone and nature of your automated communications - SMS and/or email.
Include dynamic variables such as 'first name' or 'business phone number' or link to a client's individualised indemnity form.
Easily set up recurring appointment scheduling to automate regular sessions and streamline ongoing care for your clients.
Save time and reduce administrative costs by offering clients the flexibility to book appointments online 24/7, while keeping full control over your schedule. Customise your online booking options with settings like minimum and maximum booking times, excluding certain services, or opting for booking requests instead of automatic confirmations. If you prefer, you can switch off online bookings and manage appointments manually.
Want to appear busier to attract more clients? Bookem allows you to configure your calendar to look fully booked without revealing your actual availability.
Let clients book and pay online for instant confirmation upon payment.
Or invoice at any stage after a booking is made and let clients pay online directly from their invoices or online payment links; payments are reconciled automatically.
Clients can reply to automated messages such as SMS or email reminders or confirmations. You can again reply to these messages or send manual messages. This can be useful for last minute comm's before an appointment, such as a quick note to say that appointments are running 10 minutes late.
All outgoing and incoming messages are stored against a client's profile in their Messages tab.
Go paperless with Forms
Now all your data capturing can be done by clients. No more recapturing errors.
Rules can be set up to automatically send clients forms you need them to complete, such as intake forms or questionnaires after a particular kind of appointment. Forms are fully customisable, and are optimised for your client's device, whether it's mobile, tablet or desktop.
Forms consist of flexible field types, such as short or long text fields, multiple choice, checkboxes or images, such as body charts, for annotation. Clients can be required to sign their forms using their fingers (on mobile/tablets) or mouse (desktop) before submitting them.
Forms can be set up to automatically merge with their profiles upon submission.
This data is then available to be used in various ways, for e.g., auto completing invoices with medical aid details, for using in automated messaging, or for auto-completing other forms that need to get filled out by clients that have an overlap in questions that need answering.
Customise things you ask clients when they book online. Questions can be different for different services.
Invoicing and payments
Appointments can be invoiced and emailed/SMSed in as little as 5 clicks, directly from your calendar.
Include multiple appointments on one invoice, or copy a previous invoice for superfast invoicing.
Bookem knows who is being invoiced and can also know why, so invoices get sensibly populated with information that takes unnecessary time or effort.
For effortless medical aid-compliant invoicing, quickly search through and add ICD-10, treatment/procedure codes, descriptions and pricing.
NAPPI, consumable, SKU, or other codes, descriptions and pricing can be loaded too.
Save time and eliminate costly mistakes by creating groups of multiple invoice line items (codes, descriptions and pricing) for inserting one or more of these groups into an invoice with a click.
Bookem allows for various manual payment methods (POS, cash, or EFT), as well as online credit card payments through online payment gateways such as Snapscan, Payfast, WigWag and/or Paypal.
Online payments are linked to invoices and reconciled automatically.
View account reports such as Age Analysis, Invoices or Payments online. If you need more flexibility, download any raw accounts data into spreadsheets for truly flexible reporting.
For clients that get invoiced similarly every session, just choose to copy from any of their most recent invoices and make any changes that might be needed. Invoicing this way means you can create and email an invoice in 5 clicks, directly from the calendar.
Clinical notes
Store your clinical notes & files all in one place
Type or write with an Apple Pencil to record information about your clients right from your calendar.
Insert into your notes reusable templates, such as diet history, nutritional assessments, anthropometric assessments, questionnaires, or any other form templates. These templates can be created as web forms
If you prefer, you can create templates with scans of your paper documents for annotating on digitally with your phone, tablet or desktop using your mouse, stylus/Apple Pencil or just with your finger.
Bookem provides some typical templates for occupational therapists that you can customise, or you can create your own.
Upload and store files associated with your clients all in one place, such as:
- letters (scans, pdfs, etc.)
- scans
- images
Load images, or take a photo while editing a note. Draw or write directly on your photo or image before saving to your Note.
Useful for drawing on body charts, or making notes on scans of paper forms.
Video calls
Bookem's video call software is secure and easy to use for you or your clients. No software download required.
Automatic reminders to your clients include links to join their calls in a single click.
Book clients for video calls yourself, or let them book online.
If no-shows for video calls tend to get out of control, Bookem can require online payment from clients before their appointment is confirmed, even if other types of online appointments don't require up-front payment.
Prefer to use other platforms such as Zoom, Google Meet, FaceTime or Microsoft Teams? No problem. Simply replace our video call link with a link from your favourite video call service, and we'll automatically direct your clients to their call on their automated email/SMS messages and reminders.
Even you can join calls using these platforms with one click directly from your Bookem calendar. In other words, without having to launch these external apps manually each time you have a call.
Try Bookem Premium free for 21 days
You'll get to try out Forms, Invoicing, Notes, video calling, and all other Bookem Premium features for free for 21 days, no credit card required.
What people say
“Good client service! They go out of their way to make changes to their system to accommodate needs.
Mandy Cassells - Occupational Therapist, Mandy Cassells Occupational Therapy
“Loving Bookem! From an OT working with peads, this is highly recommended to streamline your billing, note taking and general admin. and.. it's paper-free! Lots more time to spend on treatment sessions
Elzani Lombard, Lombard and Associates Occupational Therapy Services
“It is really comforting to have an IT program where you are not just a number and where your needs are actually acknowledged and acted on.
Mari Heyman, Occupational Therapy Solutions
“Very user-friendly and they provide great customer support. I would definitely recommend Bookem.
Jen McGuirk, Jen McGuirk Occupational Therapy
“Good client service! They go out of their way to make changes to their system to accommodate needs.
Mandy Cassells - Occupational Therapist, Mandy Cassells Occupational Therapy
FAQs
Absolutely. Give us a call or mail us to arrange the best time for a customised set-up and coaching session on how to use Bookem best in your business to optimise your workflow.
We have a data conversion tool for you to use to import your existing client-base into Bookem. Do it yourself or we'll do it for you.
Yes, and we've made it easier for your business to be compliant by letting you securely store your client data online.
Bookem is developed, supported and based in Cape Town, South Africa.
We currently support SnapScan, PayFast and PayPal, with more on the way.
Bookem can be set up to sync to your Google, iCloud and Outlook calendars, and vice versa.
Invoices issued on Bookem include all information required for medical aid claims, such as ICD-10 codes, procedure/treatment codes and NAPPI codes.