Healthcare · Occupational Therapy Clinic Management Software

One system for referrals, goals, sessions, funding approvals, splints, home visits and reports.

Manage an occupational therapy clinic in one system. Each client has a record that holds the referral, the assessment, goals, outcome measures and every session. Rooms, therapists and home visits are booked together. Funding approvals are counted as sessions are used, and reports to referrers, schools and employers are built from notes already saved.

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Your assessment forms, session types and funders, set out as you work today
Clients and live goals brought across
GullySystem staff make form and service list changes on request

Occupational therapists working alone or across several sites keep goals, sessions and funding in GullySystem, configured to their service. Therapists, assistants, front desk staff and managers work from one client record. It holds goals, session notes, outcome scores, approved sessions, splint orders and the invoices raised.

Where it breaks today

What goes wrong before the software.

Goals sit apart from session notes

The goal is written once at assessment, such as dressing independently, using cutlery or holding a pencil. Later notes do not refer back to it, so progress is judged by reading the whole file from the first page.

Referrals arrive in many forms

A referral comes by letter, email or a form from a school, a GP, a paediatrician or an employer. Where it sits, who has seen it and what funding applies are unclear.

Funded sessions are counted by hand

Each approval has a number of sessions and an end date, and the count is kept in a sheet that therapists forget to update. Funders then query invoices for sessions beyond the approval. Credit notes follow.

Rooms and equipment are double booked

Treatment rooms, the sensory gym, the swing frame and shared equipment such as a hoist are booked on a wall chart. A clash appears only when two clients arrive together.

Splints and aids are chased by memory

A custom thermoplastic splint, a pressure garment or a seating insert is measured, ordered or made, and fitted weeks later. Only the therapist knows which clients are still waiting.

Reports take too long to assemble

A progress report needs the assessment, the outcome scores and a dozen session notes, and each is gathered by hand from different files before anyone writes the first line. Reports run late.

How it runs

How the work flows through it, step by step.

1
Referral
The referrer, funding source and reason for referral are logged, and the client is booked for an initial assessment with the carer, school or employer contact attached to the record.
2
Assessment
The therapist records findings with a goniometer and grip dynamometer, completes standard measures such as the COPM or a sensory profile, and agrees goals with the client or carer. Readings are saved as numbers.
3
Planning
Sessions are booked against therapists and rooms, funding approvals are attached, and the plan is shared with the client. Home programmes are scheduled for the weeks between visits.
4
Sessions
After each session a note is written against the goals. A home exercise sheet is added if needed, handwriting samples and photographs are attached, and the next visit is set before the client leaves.
5
Equipment and aids
Splints, adapted cutlery, grab rails and wheelchair seating are measured, ordered or fabricated, fitted and reviewed, with status visible to the therapist and supplier due dates tracked alongside.
6
Review and billing
Scores are compared with earlier ones and a report goes to the referrer. Invoices are raised from sessions delivered, and contractor therapists are paid from the same list.

Modules

What is inside.

Every module can be switched on, left out or changed to match how your team already works.

Referrals and enquiries

Log each referral with its source, reason and funding, and follow it to booking, waiting list or decline. Triage notes and urgency are recorded.

Client records and consent

Hold contact details, medical history, carer and school details, consent forms and attached letters on one client record. No one reopens a paper folder to find them, and consent dates show on screen.

Assessments and outcome measures

Complete your assessment forms and standard measures in the system, including fine motor, visual perception, handwriting and sensory processing checklists, and compare scores across visits to show change to the funder.

Goals and progress

Set goals with the client in their own words, link each session note to them, and show progress for review meetings. Goals are marked met, changed or dropped.

Appointments and room booking

Book therapists, rooms, the sensory gym and shared equipment without clashes, with text reminders to clients or parents. Cancellations free the slot for the waiting list.

Home, school and workplace visits

Plan home, school and workplace visits with the address, travel time, an assessment checklist, bathroom, kitchen or desk photographs and a map link attached, so the therapist arrives prepared for the setting.

Session notes and home programmes

Write notes against each goal and give the client an activity sheet for handwriting, dressing practice, proprioceptive play or hand exercises. A review date is set, and the sheet is stored.

Funding and session counts

Record each approval with its dates and sessions, count those used, and warn before it ends. Extension requests to the funder are logged with the reply and the new session total.

Splints, aids and equipment orders

Track each item from measurement through ordering or fabrication to fitting and review, with supplier, cost and due date. Overdue thermoplastic splints, orthoses, pressure garments and aids appear on a single list.

Reports and letters

Build progress, school liaison and discharge reports from goals, scores and notes, edit the wording, and store each sent copy on file with the date and the recipient who received it.

Billing and therapist payouts

Raise invoices from sessions delivered, record payments, and work out contractor therapists’ payouts by session and travel. Funder invoices carry the approval reference and the client’s code.

Solutions inside

The business modules it is built from.

Each one is also available on its own, or inside a system built for you.

Appointment Scheduling
Reception books each therapist against a client and a room, handles cancellations, and sends reminders to the client or the parent.
Resource and Room Booking
Treatment rooms, the sensory gym and shared items such as standing frames are booked alongside the therapist, so two sessions never claim the same space.
Technician Scheduling
Visits outside the clinic are placed against a therapist by day and area, with travel time allowed between them.
Document Management
Referral letters, consent forms, photographs and assessment files attach to the client record and open from the session that needs them.
Job Work Management
A splint or adapted item sent out for fabrication is tracked by supplier, due date and receipt until it is fitted.
Service Reminders
Review dates for goals and home programmes are listed so therapists see which clients are due for reassessment.
Estimate/Quotation Management
A plan is quoted by number of sessions and service type for a funder or client, and the accepted version sets the approved count.
Invoice Management
Invoices are raised from sessions already delivered, split between funder and client where both pay, with receipts set against them.

Services

How we would put it in.

Setup, data migration, integrations and anything built on top.

Who uses it

One system, each person sees their part.

For the clinic owner

Review sessions given, approvals about to lapse, who is waiting, how busy each therapist is and what remains unpaid, then move cases between caseloads when one therapist is full.

For therapists

See your day, each client’s goals and last note, write the session note, attach photographs and order any splint or aid from one screen.

At the front desk

Take referrals, book sessions and rooms, check funding balances, collect payments and chase reports due. Calls are answered from the client record, with the last note in view.

For therapy assistants

See the next client, the activity planned, the room and the equipment to prepare, such as putty, weights or a sensory swing.

Reports

The numbers the owner asks for.

Referrals received by source, waiting time and outcome
Sessions delivered by therapist, setting and service
Funding approvals nearing their end by client
COPM and other outcome measure scores before and after a plan
Splints, orthoses, seating and aids ordered, fitted and overdue
Progress reports due and sent to referrers
Funder invoices outstanding and contractor payouts

Good fit

Who this is built for.

Private clinics with one or several therapists
Paediatric practices that visit schools and homes
Hand therapy, orthosis and rehabilitation practices
Practices that serve older people and home safety assessments
Therapy groups with more than one site

Honest answer

When it is not the right choice.

A lone therapist seeing a few clients may be content with a paper diary and a folder of notes.
An inpatient rehabilitation ward with beds and nursing is closer to what Hospital/Clinic Management System covers.

Made to fit

Adapted to your business before it goes live.

You are not handed a login and left to it. The product is set up around your records, your people and the tools you already use.

Your services and funders

Your session types, fee schedule and funders, from private payers to insurers and school contracts, are loaded as your clinic delivers and bills them.

Assessment forms and measures

Your own forms are built in. Standard measures stay under their publishers’ terms, and the clinic confirms which ones it may use, so licensed scoring sheets are never copied without permission.

Clients and open plans migrated

Client lists, contacts and open goals arrive from existing software, spreadsheets or paper files. Your therapists read through the loaded goals before anyone works live.

Currency, tax and language

Tax lines on invoices and the languages clients see follow your country, and both are confirmed with you while the clinic is brought live.

Hosting and changes

Hosting is with GullySystem, which means every site works from a single client list. Our team makes any edits to your forms and lists.

Works alongside

Email
SMS
WhatsApp or other messaging
Payment gateway
Accounting software export
Calendar sync

Common questions

Questions owners ask before a demo.

Is it built for occupational therapy or for any clinic?

Occupational therapy. Goals, outcome measures, home and school visits, approved session counts and splint, orthosis and aid tracking are part of the record, rather than add-ons.

Can notes be linked to client goals?

Yes. Each session note is written against one or more goals, so a review shows what was done for each goal and how the scores changed between visits.

How are funded sessions tracked?

Each approval is stored with its dates and session count. Every delivered session is counted against it, and a warning shows before the approval ends so the therapist can request more.

Can therapists record visits outside the clinic?

Yes. A home, school or workplace visit records its address and travel allowance. The therapist writes the session note on a tablet or phone on site and attaches photographs.

Can we track splints and adapted equipment?

Yes. Each item has a status from measurement through fitting to follow-up, so staff can see who is waiting and who is overdue. Supplier, cost and fabrication date sit on the same line.

Can it produce reports for referrers?

Yes. A report draws on saved goals, scores and notes, and you edit the wording before it is sent. A copy stays on the client record with the recipient.

Can we bring our existing client files in?

Yes. Client details, contacts and goals still open can be loaded from a file or export, and your therapists read through the loaded plans before anyone works live.

Who owns the client data?

The clinic does. Export format and retention are agreed when the proposal is written, and local privacy rules for therapy records are reviewed with your advisers before anyone works live.

What does it cost?

No price is published. The quote depends on therapist headcount, number of sites and how much set-up your forms and funders need, once you have seen a demonstration.

Wondering what it costs? Six questions give you a written scope and the buckets any quote should separate.

Industries

Businesses that use this.

Occupational therapy clinics

Related products.

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