Clinic website and booking FAQ

You get your own website on your own domain, online booking, an AI assistant, a lead inbox and email and WhatsApp reminders, all run from one admin panel.

It fits any clinic where a patient books one-to-one time with a practitioner at one location. See who we build for to find your type of clinic.

A complete multi-page site: home, treatments, a page for each treatment, pricing, about, FAQ, contact, a consultation request page and online booking. It also has a before-and-after gallery, reviews, promotions with promo codes, and legal page templates you can edit. Read more about the clinic website.

Deposits and gift vouchers, yes, on Stripe's secure page through your clinic's own Stripe account. A full treatment bill is paid at the clinic, and a course of treatments is sold at your desk rather than online.

Not yet. Each website covers one location, so multi-location chains and hospitals are not a fit for now.

Rooms and machines, yes: list them, attach them to the treatments that need them, and a time only shows as free when a practitioner and a suitable room are both free. The database refuses to hold the same laser twice at once. Group classes are still not supported, because Velvet Lead handles one-to-one appointments only.

Yes, for the treatment room: consultation notes, medical summaries, consent forms and treatment records with lot numbers, with signed notes locked and every change logged. It isn't a full EMR or EHR: there's no e-prescribing, labs, imaging, insurance billing or telehealth video.

Yes. Define a course as a number of sessions of one treatment at one price, sell it at your desk, and the count goes down by one with each appointment. The admin panel shows sessions used, sessions left and whether the course is active, used up, expired or canceled. See courses and packages.

A canceled appointment gives its session straight back. A missed one uses it up, which is what most clinic terms say, and your front desk can hand it back in one tap when that's fair.

No, and it never will. When a slot comes free, the patients it actually suits are emailed with a link to book it, and the first one to book keeps it. That way nobody finds an appointment on their calendar they didn't agree to. See the waiting list.

Yes. Once the laser is listed and attached to the treatments that need it, the database refuses to hold it twice at the same time, exactly as it already refuses to double-book a practitioner. Your front desk can still override and fit someone in, and the booking then shows plainly that it has no room.

You can record a fee and settle it at your clinic. The fee is recorded automatically the moment a visit is marked missed, or canceled late by the patient, and a deposit already paid can be kept against it. Velvet Lead deliberately doesn't keep patients' card details, so nothing is charged automatically. Your team can waive a fee in one tap. See no-show fees.

Yes, where your clinic has Stripe. The buyer pays on Stripe's secure page through your own account, and the voucher only becomes spendable once the payment has landed. It can be spent across several visits, and the balance is always what's left.

Yes. Each product has a reorder level and each batch carries its expiry date, so one screen shows what's left, what's low and what expires soon. The treatment write-up your practitioner already fills in takes the batch out of stock by itself where it matches something you stock. See stock control.

Yes. Pick the segment, see the audience counted, then press send. The audience is only ever patients who agreed to marketing email and have an email address, because consent is part of the query rather than a setting somebody applies. See email campaigns.

They get an account page without a password. They ask for a sign-in link, it arrives at the email address your clinic already writes to, and the browser stays signed in for about a month. It shows appointments, what's left on a course, points and a referral code. Nothing clinical appears on it, on purpose. See the patient account page.

Yes, through a read-only feed each practitioner subscribes to in Google Calendar, Apple Calendar or Outlook. It goes one way: appointments go out, and their personal commitments elsewhere don't block clinic time. Time off in Team is what does that. See calendar feeds.

Plans are published and paid once: Launch is $5,000, Clinic is $7,500 and Scale is $10,000, with no monthly fee to us. Our pricing page shows what each includes, and its plan finder gives your exact plan in about 20 seconds.

Yes, a few things. Meta charges WhatsApp conversation fees for each message template sent, under its rules for your country. Domain registration is separate if you don't already own a domain, and AI assistant usage above {{AI_LIMIT}} may apply if your plan has a usage limit.

You do, directly. Your website and database run on hosting accounts in your own name, so the provider bills you and you own the infrastructure. Velvet Lead builds and deploys the site to those accounts. Our terms: you pay once, we build and deploy your site to your own hosting accounts, and you own it from there. Setup, launch and team training are included, along with 30 days of support after launch for anything that isn't working as built. Changes and new features after that are quoted separately.

No. The website, online booking, AI assistant, lead inbox, reminders and reports come together in one system. Compare the approaches in website plus booking app vs Velvet Lead.

Courses of treatments, yes, sold at your desk: the system counts the sessions down, gives one back when an appointment is canceled, and freezes the price at the sale. Memberships and recurring billing aren't available, because a course is paid for once rather than monthly. See courses and packages.

Patients who opt in when they book get messages when their booking is received, confirmed, rescheduled or canceled, plus a reminder before the appointment. Read more about WhatsApp reminders.

We use the official Meta WhatsApp Business Cloud API with approved message templates. We connect it to your WhatsApp Business number during setup.

Not yet. WhatsApp is used for confirmations and reminders only. Patients chat with the AI assistant and book on your website.

Yes, reminders only. Patients who ask for a text on the booking form get an SMS reminder through Twilio, when your clinic switches SMS on. Confirmations go by email and WhatsApp.

Outdated messages are never sent. If an appointment is canceled, moved or has already started, the old reminder is dropped automatically, and reminders only go to confirmed appointments.

We work with practices in California, New York, New Jersey, Texas, Florida, Arizona, Illinois, Washington, Massachusetts and Colorado. See our USA page for more.

Velvet Lead includes clinical notes, with access limited to practitioners and admins by the database and an audit trail of every change and view. We don't make HIPAA compliance claims. Practices that must operate under HIPAA should talk to our team before storing clinical records, including about Business Associate Agreements with the hosting providers.

Yes. Availability uses your clinic's time zone, such as Eastern, Central or Pacific, and accounts for daylight saving time changes.

Yes. Patients who ask for a text when they book get an SMS appointment reminder through Twilio. It's reminders only: no two-way texting and no marketing texts.

No. There's no insurance billing, claims or telehealth video. Velvet Lead includes consultation notes and treatment records, but it isn't a full EMR.

Yes, if your med spa books one-to-one appointments at one location. Prices show in USD, and treatment pages cover downtime, aftercare and who each treatment isn't suitable for. Read more for med spas.

No. The fee is recorded against the visit and settled at your spa, and a deposit already paid can be kept against it. Velvet Lead doesn't keep clients' card details, so nothing is taken automatically.