Ghosting Your Tech Trial: A Modern Therapy Tale

“It all started when I saw the demo video. The interface was clean. The features were thoughtful.

The tech tool promised to save me time, reduce admin, and maybe even help me get through a week without eating lunch from a warm Tupperware in the car.

I imagined a better life. A smarter workflow. Hot coffee. Progress notes done before midnight. A clinic that felt like it flowed.

We had chemistry. So I took the plunge.

I signed up for the free trial.

Surely that would be enough time for me to try the tool out properly.

But then…

I ghosted them.”

 

The Tech Trial Situationship

If you’ve ever signed up for a free trial and thought “I’ll totally check that out this week”, only to let it sit unopened while life took over - you’re not alone.

You were busy. The team was “across a few things.” You never booked the onboarding call. It just… slipped.

And suddenly, that trial became yet another unread email, buried between your NDIS invoice backlog and that one parent who keeps ‘replying all’.

The truth?

You didn’t ghost the tech. You ghosted the process.

💬 A Message From Your Free Trial 💬

“Hey… it’s been 11 days. I noticed you haven’t logged in. I just… thought we had something?”

– Your trial

 

What Actually Happened (Rom-Com Style)

  • The Meet Cute

    • You stumbled across a demo video. It looked perfect. You clicked “Start Trial.” You imagined less admin. A team that finished on time. You were glowing.

  • The First Date

    • You logged in once. It seemed promising. You showed your colleague. They nodded vaguely that it sounded promising.

  • The Warning Signs & Red Flags

    • Nobody booked the onboarding call. The team “meant to have a look.” But then, as usual, your calendar got full. You promised to check in on the weekend (but you didn’t).

  • The Ghosting

    • The trial expired. You moved on - slightly guilty. The tool? Still wondering what went wrong.

Why Clinics Ghost New Tech Tools - Even When They Like Them

It’s not because allied health professionals don’t care about better processes or streamlining workflows. And it’s not because the platform itself isn’t good.

Allied health clinics often ghost tech trials because:

  • No one on the team takes ownership for the trial

  • There’s no plan to test it internally or with several members of the team

  • The team’s already too overwhelmed to add “one more thing”

  • They were hoping tech would fix everything without effort

It’s like expecting a relationship to work without texting back. It’s not gonna happen. Read more about overcoming barriers to adopting new tech here.

You’d never ask a participant to commit to therapy without a plan.

Why expect that from potential new clinic's digital tools?

💔 The Impact of a Missed Opportunity 💔

The average clinician spends hours per day on admin - and it’s burning people out.

In fact, 43% of NDIS clinicians report feeling burnt out at least half the time, often due to inefficient workflows and high admin load.

That’s not just frustrating - it’s unsustainable.

💘 How to Stop Ghosting Your Tech Trial 💘

Don’t be the clinic who signs up to a game-changing new tech tool - but then disappears.

Be the clinic who follows through. Swipe right and show up.

Here’s how to conduct smarter trials for new digital allied health tool:

✅ Appoint a Tech Champion

Someone on your team who will take the lead - not necessarily the clinic owner.

✅ Book a 30-Minute Team Testing Window

Add it to the calendar. Make it real. Explore together. Get everyone to understand the why behind what you’re doing. Book a demo with the Theratrak team here.

✅ Take the Onboarding Call

It’s literally there to make your life easier. Use it.

✅ Track Results for 7 Days

What changed? What got easier? What stayed the same?

✅ Decide with Confidence

Keep, cancel, or try something else - but don’t let another one fade into the void.

Try Theratrak. Actually Try It!

Since 2018, we’ve been building and co-designing Theratrak to help allied health professionals work smarter - not harder. To reduce admin. To save time. To support clients between sessions. To keep you out of inbox purgatory and maybe even finish before 6pm.

Because you didn’t become a therapist to ghost software trials.

And we’re not just another app in your inbox.

Want to jump right in?

Try Theratrak free for 30-days - no credit card required!

Not ready to commit? Take the 2-minute Clinic Quiz and see how much time you could be saving.

Overcoming Barriers: How to Help Participants Track Their Therapy Progress

Overcoming Barriers: How to Help Participants Track Their Therapy Progress

Tracking therapy progress sounds simple on paper… But in practice? Tracking progress long-term is often the first thing that gets dropped when a therapist's life gets busy, stressful, or overwhelming. So why is it so hard to get participants to actually track their progress outside of 1-1 therapy sessions? Learn the simple strategies that help clinicians support participants to break through.

You Can’t Hire Your Way Out of Burnout in Allied Health

Another referral. Another name on the waitlist. Another urgent conversation about hiring another therapist for the team.

Sound familiar?

 

If you're working in an allied health clinic right now, chances are your team is already stretched thin.

With the demand for NDIS services increasing and workforce shortages across Australia (especially in regional and remote areas), clinics are under enormous pressure.

The Theratrak team have spoken to clinical teams who are juggling waitlists from 10 participants to over 1,000 participants! That’s a lot of families waiting for support.

And the default response from clinics that we often hear is:

“We just need to hire more staff.”

But here’s the uncomfortable truth:

You can’t hire your way out of a broken workflow.

 

More therapists won’t fix outdated systems. They’ll just give you more people stuck in the same bottleneck.

Because burnout isn’t just caused by big caseloads - it’s also caused by bad processes.

One study shared that 43% of NDIS allied health professionals and disability support people said they feel burnt out at least half the time - and admin is one of the biggest contributors.

Before you post another job ad, it’s worth asking:

What if the clinical process is the problem - not the size of the therapy team?

Let’s Compare Two Very Different Clinics 👀

Meet our two fictional clinics - both passionate, busy, and trying to help as many families as possible.

But their approaches to supporting participants? Couldn’t be more different.

Clinic A: The “Hope & Hustle Allied Health” Approach 🏥

Every time the waitlist grows, this clinic hires someone new.

The team’s full of great people and dedicated therapists, but the admin never slows down.

Everyone’s managing their own documents, sending therapy notes or PDFs via email, and most therapists end up rewriting the same programs over and over.

New hires take months to onboard, only to inherit the same chaotic system.

Reports pile up. Emails go unanswered.

Burnout creeps in, and turnover stays high.

Does this sound dramatic? Maybe. But also… familiar?

Clinic B: The “Smarter Moves Therapy” Approach 💻

This team had the same problem with a rapidly growing waitlist - until they paused hiring and streamlined their systems instead.

They adopted Theratrak at their clinic and implemented it across their entire clinical team to reduce admin and support clients in new ways.

Now, each of their therapists saves at least 2 hours per week on admin with more streamlined workflows and better tracking of their repeatable tasks.

Therapists use Theratrak to send home programs, track progress, and even support waitlisted families asynchronously.

Their team feels more in control. Their clients stay more engaged.

The clinical team is scaling - hiring more clinicians and supporting more participants - sustainably.

Same people. Better system. Less stress.

Hiring Isn’t Always a Fix - Sometimes It’s Just a Delay ⌛

When we throw more staff at the problem, allied health clinics can often accidentally create new problems, such as:

  • More time spent on onboarding

  • More supervision needed for new staff

  • More payroll costs

  • Still more admin to be done

But when clinics fix the workflows and process from the top down?

  • Therapists feel supported

  • Admin becomes more manageable

  • Capacity increases - without increasing headcount

It’s not about therapists doing more. It’s about doing things better.

Working Smarter, Not Harder 🧠

Your next hire might help. But if your system is already stretched, they’ll be running uphill from day one.

Because burnout isn’t an individual therapist problem. It’s a system problem.

And fixing a culture of burnout? It starts with the way you work.

How could you create more capacity with the allied health team you already have?

Try Theratrak free for 30 days and see what a smarter workflow feels like.

Or start by checking how much time your clinic could be saving each week.

Want to get stuck in and improve clinic operations now?

10 Things Therapists Could Be Doing Instead of Admin (Like Taking a Break)

10 Things Therapists Could Be Doing Instead of Admin (Like Taking a Break)

Between everything therapists have to do - from case notes, follow-up emails, program planning, to progress reports - admin can easily eat up your energy, and your evenings! Time you can spend doing… literally anything else. Like drinking a hot coffee. Or finally going to the bathroom between sessions. (Yes, we said it.)

What’s Your Clinic’s Tech Level? The 7 Stages of Tech Adoption within Allied Health Clinics

What’s Your Clinic’s Tech Level? The 7 Stages of Tech Adoption within Allied Health Clinics

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?

How to Successfully Embed Theratrak into Your Allied Health Clinic’s Business Operations & Billing

How to Successfully Embed Theratrak into Your Allied Health Clinic’s Business Operations & Billing

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. Learn how embedding Theratrak into your everyday workflow can make a real difference - without compromising on values.

Rethinking Therapy in 2025: 8 Ways Allied Health Clinics Are Using Theratrak

Rethinking Therapy in 2025: 8 Ways Allied Health Clinics Are Using Theratrak

We all know the magic happens outside of a therapy session but it’s often so hard for our participants to remember or even follow our rambling emails or stick figure drawings. Whether you're in a clinic, on a school run, working remotely, or supporting families from a distance, learn more about how Theratrak flexes to fit the way you deliver therapy - not the other way around.

Therapist Burnout Bingo: How Many Can You Tick Off This Week?

Therapist Burnout Bingo: How Many Can You Tick Off This Week?

Burnout is no laughing matter - but sometimes, a little humour helps us see what’s really going on in our day-to-day work. But before we fix what’s not working, we sometimes need to take a step back and recognise it. If you’re up for a laugh - and an honest look at your daily operations - try our Burnout Bingo: Clinic Edition here.

Struggling with Therapy Homework Completion? Here’s How One OT Fixed It with Theratrak

Struggling with Therapy Homework Completion? Here’s How One OT Fixed It with Theratrak

For many allied health therapists, creating personalised and motivating home programs (and tracking if their activities are actually getting done) can easily become the focus of your full-time job. Check out this case study example of how Theratrak can support a child to improve their handwriting skills by supporting them with their home therapy program.