Available on phone, tablet or laptop

BYO browser

Beautiful design.  Smart function.

Built to perform

Invoice while you work

Smart algoriths simplify finding the right item numbers.  Easy-click buttons for ASA and emergency modifiers.  Just a few clicks and your invoice is done.

Bedside ready

View patient investigations, clinical records and office interactions.  Simply calculate OOP.  Record consents.  All at the bedside.

Web calendars

Personalised calendars for each doctor.  And all doctors' calendars for the office.

Clinically relevant

Easily see your patients' clinical investigations, quotes and account balances.


You won't need the instructions.  And neither will your office staff.


Pre-configured to electronically claim wherever possible.

Intelligence built in

Inbuilt 'smarts' to make life easier.  For both the office and you.


Detailed information about your practice workload (or 'which lists are the best'?)

Personalised calendar

Log on to your own personalised schedule and patient lists.

Web access

Use any device with a browser and an internet connection.

Clinical information

View patient clinical notes, letters and investigations.

Invoices on the go

Enter billing details and item numbers with our 'smart item' find.

Office talk

Office communications with the patient, all automatically date/time/user stamped.

Web search

Search for patient histories and clinical investigations within your database.

Eclipse optimised

Optimised to send/receive electronic billing and payments whenever possible.

Bedside OOP

Easily calculate any out of pocket payments.

Your invoices

View all your invoices, from draft, via 30/60/90, right through to 'outstanding'.  On your browser.

Your dashboard

All the things you need to know.  And none of the clutter.

Solo or group

Solo practitioner, small group or large group - VaperTrail can handle it all.

And so much more

There's so much more to show you.   Why not contact us for more information.

Data security

Compliant with Australian Privacy legislation

Automatic backups, anti-virus, encryption, mirrored server and more.


Having a busy private practice means I need reliable software to manage the day to day of my business.

Vapertrail gives me ease of access from all my devices wherever I may be working. When I need to find my list and patient information quickly it is all there and easily accessible. My staff are able to leave communications through the notes for each list without having to constantly be on the phone.

Vapertrail has meant I can focus on my job as an anaesthetist as it takes care of the running of my practice.

Rebecca Lewicki

Specialist Anaesthetist

As a private anaesthetic practice, effective scheduling and billing systems are integral to our business. We had previously used a number of medical “off the shelf” software packages but none provided efficient integration and the support that we were looking for.

We were interested in VaperTrail as it fulfilled our requirements for a cost-efficient, integrated and well supported all-in-one scheduling, accounting and CRM solution. VaperTrail was specifically designed by an anaesthetist for these exact purposes and we have now been using Vapertrail since 2012.

Migration to VT was smooth and seamless. The software was easy to learn and in-service support and training was excellent.

Of particular note, VT has been extremely cost effective to us as we have managed to substantially expand the number of anaesthetists in our practice with little increase in administrative costs.

I would definitely recommend VT and their support team if you are looking for a reliable integrated scheduling and accounting package for your anaesthetic practice.

John Jaccarini

Specialist Anaesthetist

I was concerned about moving from our old software to VaperTrail (as I have previously been involved when companies have changed their billing software and the changes have been disastrous).  However, there was no need for concern as the transition was extremely smooth and very orderly.

It links nicely to MYOB and Xero and the software support team have been very obliging in making software changes, amending reports and creating macros to make the accountancy side of things easier.

As the practice has continued to grow, both in annual revenue and numbers of doctors (we are now approaching 60 anaesthetists in the practice), VaperTrail has allowed me to easily reconcile all the essentials of running the business.

As an accountant, it is extremely important that everything reconciles and matches down to the last dollar and cent.  VaperTrail allows me to do this easily for a large and growing anaesthetic practice.

Sophie Hill

Practice Accountant

My company manages the IT networks, systems and hardware for several medical practices.

My dealings with the support team at VaperTrail have always been excellent - they have been prompt, professional, knowledgeable and very willing to help to investigate and fix any issues - whether those issues be in the hardware, software or associated networks.

Working so well together allows my company and VaperTrail's support team to provide premier support and minimise down-time for the anaesthetic practices we look after

Frank Giorgi

Director, ITPros

We looked to upgrade our system to one that was user friendly and time saving. Our Doctors were looking for a convenient way to look at their diary, lists and patient notes in real time on any device.  Our transition to Vaper Trail 3 years ago was easy and the training and support was, and still is, fantastic.

The best feature for the administration side is that you only enter patient data once. You manage the booking, billing and receipting, patient notes and files all in the same window. This saves a lot of time and significantly lessens the chance of errors or data breaches. The patient notes and history are attached to their file, so the Doctors can access this information at home or in theatre. Doctors can also see the individual patient billings to track payments.

Our Doctors loved having the theatre lists attached to the diary booking - being able to see extra details about the operating list from the original surgeon's faxes. They also love having access to the patients’ health information including blood tests, previous records and other correspondence all together in the patients file.

In addition, for peace of mind, the security of patient data is an integral feature of this system.

I would highly recommend VaperTrail.

Tracey Wurfel

Practice Manager

I LOVE vapertrail. I love how user friendly it is and how it’s easily accessible on all my devices.  All my patients’ information – like personal and medical information, including investigations, results and GP summaries – is in one place and only a click away.

Being new to private practice, the ability to see where my fellow practice colleagues are allows me to seek out help depending on my location of work.

Easily seeing future lists/patients allows me to plan accordingly – to see which patients need consults or further medical information – and gives me great peace of mind.

I would highly recommend Vaper Trail simply because it’s a well organised platform and easy to use. These are critical features helpful in managing my busy life of juggling a high patient workload as well as other personal commitments.

Preeti Krishnan

Specialist Anaesthetist

Although I was extremely worried about the transition to new software, the VaperTrail team provided excellent support and ‘hand-holding’ throughout the change meaning no downtime for our busy 50-plus doctor practice. The programme was so intuitive, I never needed to read the manual!

Before VaperTrail, communication between office staff and our doctors was chaotic.  Now all the information - clinical investigations, estimates, quotes, and any communication with patients - is electronically stored logically and instantly available to everyone authorised to see it.  All the relevant information is immediately available to the relevant doctors without anyone in the office doing anything extra.

VaperTrail has been a lifesaver - literally.

Lyn Adey

Practice Manager

VaperTrail is a “one-stop shop” for staff that allows all patient bookings and billing information to be managed within one easy to use system.  It saves valuable administration time by allowing information to be entered simply and directly with all updates being live instantly.

The system provides easy to process reports that readily provide practice-specific information such as ‘empty’ operating sessions, missing accounts, bad debtors and much more.  The Banking and Reconciliation reports are simple and easy to use with well-designed period-end reports available to assist Doctors with their regular BAS requirements.  In addition, the Debt reminder system is very efficient with overdue invoice reminders easily processed for printing or emailing.

Doctors have the ability to remotely see staff notes, fee estimates and payments made to an account using only a browser-equipped device.  It is easy for Doctors to view patient letters, health questionnaires, blood and ECG results, comments concerning fees and/or health information, and patient information from prior surgeries in one location.

Support is always friendly and pleasant with requests attended to on a timely basis.

In conclusion, VaperTrail is a logical and extremely user-friendly system for all staff that also allows easy and comprehensive external access for all Doctors.

Kylan Muster

Practice Secretary

As an anaesthetist working solely in private practice, VaperTrail is a breath of fresh air.

It gives me list calendar, quoting and patient data with a mouse click or screen tap.  No more searching through reams of paper.

I wonder how I managed without it.

Andrew Bowie

Specialist Anaesthetist

With VaperTrail, I particularly like the way I can plan my week around work.

It allows me to anticipate and manage high risk patients with nursing assessments, referral letters, investigations and specialists' letters all accessible in one place. Reducing the risk of unanticipated high risk patients helps reduce the stress of a busy work schedule.

Seeing the communications between our staff and patients regarding anaesthesia accounts makes it easier to put in place strategies to deal with unhappy patients. I can address, discuss and deal with disgruntled patients in a timely fashion and hopefully prevent misunderstandings escalating.

It is especially useful when taking over someone else's list. I can see what cases/patients are still left to do and makes the delivery of anaesthesia services to our clients (both patients and surgeons) more seamless.

It serves as a useful nexus between work and private life too. I can see when colleagues and friends are busy or likely to have finished work and therefore able to take a call, or even plan social engagements.  I can see evening commitments, committee meetings and educational events all in one place.

Access across multiple platforms is fundamental to its functionality too.

Michael Abbott

Specialist Anaesthetist


Explore the possibilities.


Navigating the calendar and sessions

List Details

Viewing your lists, patients and notes


Some common questions about VaperTrail.


What is VaperTrail?

VaperTrail is an integrated software solution ideal for multi-anaesthetist practices.  It handles everything from scheduling, case booking, patient investigations/results, estimates, informed financial consent (IFC), billing right through to reminders and bad debt collection.  All in one, comprehensive programme.


Information entered in the office is available simultaneously to all office users AND remote users using only an internet browser.

Does VaperTrail support electronic claiming?

Absolutely.  VaperTrail is set up to default to electronic claiming whenever possible to get your invoices processed faster.  And your payments returned more speedily.  We electronically claim to Medicare, Health Funds and Veteran Affairs.

Can I use VaperTrail just for billing?

We have honed billing down to an incredibly quick and efficient process.  VaperTrail does most of the thinking for you: just enter the service item numbers, how the invoice should be charged and let the programme do the rest.  For example, when submitting an invoice to a known-gap health fund:

  • enter the item numbers
  • enter the amount of the known-gap

VaperTrail will automatically generate the necessary electronic health fund invoice and simultaneously create the patient’s co-payment invoice in one step.

VaperTrail automatically analyses the account status (prepayments on the account, known-gaps, insurer status and much more) to create correct, meaningful messages to be printed on your invoices.  More time saved.

With VaperTrail, most invoices can be created, electronically despatched (and/or printed, if you wish) in just 30 seconds.

So, of course, you can use it just for billing.  Although if you do that, you'll be missing out on masses of other cool stuff.

What about more than billing?

Once you’ve mastered billing (which will take the average user less than 4 hours), the rest of the functions are easily available in a consistent, fluid interface.

You will be surprised how easy it is to:

  • generate prepayment letters and send them by email
  • create estimates – that are turned into editable invoices with one button click
  • add payments to an account
  • and so much more

Use as many (or as few) of the functions as you need.  It’s all there, ready for you.

I hate doing account reminders. Can VaperTrail help?

Definitely.  We know how time consuming creating reminders for outstanding accounts can be.  So we’ve automated the process:

  • press one button to select all the reminders that need processing
  • press one button to process the reminders
  • that’s it

VaperTrail uses inbuilt smarts to automatically generate reminders, addressed to the correct destinations with the correct messages.

It’s so easy that you will be able to process reminders in just a few minutes.  Do this every week (or every day if you wish – it’s that easy) and watch your outstanding accounts wither away.

How do I find out more?

Firstly, check out the Testimonials page for what our users like about VaperTrail.

And feel free to contact us.  Where we can put you in touch with current users who will be happy to share their experiences with you.

Why is it called VaperTrail?

2 reasons:

  1. we wanted to create the ultimate, efficient, paperless office
  2. we wanted to be able to track everything that is done within the office

So every user has their own unique login and permissions.  And every significant activity is tracked.  So it’s easy to see exactly who did what, when and how.

Like a paper trail.  But paperless.


What do I need to run VaperTrail?

Your anaesthetists need any browser on any internet-capable device (phone, tablet, laptop or desktop).

Your office staff need any Windows PC.

We connect you to the server: fully configured and ready to go with your anaesthetists’ schedules, surgeons, locations and fee schedules.

You supply the PCs to connect to it: most PCs purchased within the last 5 years are capable of running the software so you usually do NOT need to upgrade your PCs.

Is VaperTrail cloud-based?

VaperTrail can run either locally (or a server, in your rooms) or via a 'cloud'.  We can discuss your needs and find the best option for you.


How do we move from our old system?

We ease you through the process and do as much of the setup work as possible:

  • pre-configure the system with your anaesthetists’ preferences and schedules
  • pre-load the software with default fee schedules (including your own practice ones, if necessary)
  • setup account information and payment options
  • manage communication with Medicare and Health Funds
  • provide 2 days where a trainer sits alongside you and guides you step-by-step

So the system is ready to work for you as soon as it is installed.  And because VaperTrail can run alongside your old billing system, there’s no panic to get rid of the old software.

What will our practice need to do to change over?

To be honest, not too much.  We will do most of the heavy-lifting for you.

We will ask you some questions to get information about your surgeons, anaesthetists and secretaries – this allows us to set up your system.  We will organise the critical arrangements so that you can start billing from Day 1.  And we will organise a trainer to sit alongside you to guide you through the first few days.

The hardest thing you have to do is tell us you want to come on board.

Can we continue to use our old system to chase up accounts?

Definitely.  The VaperTrail server easily runs alongside your existing billing system.

While it will only take a few days to learn how to use VaperTrail, it may take you a few months to collect all the outstanding accounts and debts on your old system.  So keep your old system running until you are ready to wind it down.

Again, we can assist you in planning how to bring in VaperTrail and get rid of the old…


What are the costs associated with VaperTrail?

We recommend that you use a separate server (ie separate from other office functions such as email) to protect your sensitive billing data.  We recommend using our Cloud-based VaperTrail Server.  We can discuss what would be the better options for you and your practice.

The costs are simply a monthly Maintenance and Support fee per anaesthetist using the system.

And that’s all.  No hidden charges.

Will I be charged for future updates?

No.  All feature updates, advances and fixes are included in the Maintenance costs.

As we said, “No hiddens”.

More information?  Contact us…