Patients
Patient management software for med spas, without the spreadsheet
Everyone who has booked is in one list, with a patient number, their visits, spend, and last and next visit. Open anyone for their full record.
Sana Khan
P-0004234 · sana@example.com · +1 (212) 555-0142
Visits
4
Completed
4
Next visit
—
Your patient list is scattered
Most clinics know their patients well, but the information about them lives in too many places.
Contacts in five places
Some patients are in the booking app, some in WhatsApp, some in a spreadsheet, and walk-ins are on paper.
Who is this, again?
Two patients share a name, and nobody can tell which one called. The wrong history gets pulled up.
No view of the relationship
You can't see at a glance how often someone visits, when they last came, or whether they have anything booked.
How it works
One list, one record per patient
Patients are created as they book or walk in, so the list keeps itself up to date.
Patients are added automatically
Anyone who books online, by phone or as a walk-in is added to Patients, with a patient number on their first booking.
Search the way you remember
Find anyone by name, email, phone or patient number.
See the relationship at a glance
The list shows each patient's visits, spend, and last and next visit.
Open the full record
Every patient has a record page with their details and every visit, booked or walk-in.
Sana Khan
P-0004234 · sana@example.com · +1 (212) 555-0142
Visits
4
Completed
4
Next visit
—
Patient numbers that end the confusion
Every patient gets a clinic patient number, such as P-00042, on their first booking. It's searchable everywhere, from the patient list to the front desk, so two people with the same name are never mixed up.
When a returning patient walks in, the front desk searches first, so they stay on their own record instead of getting a duplicate.
The full record page
Each patient's record shows their patient number, age, contact details and every visit, including appointments and walk-ins, with completed visits and spend.
Practitioners also see the clinical side: the medical summary, every consultation note and every treatment given, across all visits. Read more about patient records.
Different views for different roles
Reception and managers see a patient's details and bookings, and whether their forms were signed. Only practitioners and admins see clinical information. That separation is enforced by the database, not just the screen.
Connected to where they came from
A patient's first enquiry is linked to their bookings in the lead inbox, so you can see which enquiries became patients, and which campaign brought them.
Records that last
Clinical notes and treatment records can't be deleted along with a booking or a patient. A patient's history stays intact, which matters for continuity of care and for answering questions later.
Who uses the patient list
Each role sees the patient list from its own angle:
- Front desk: finds a patient in seconds by name, phone, email or number, checks them in, and registers walk-ins without duplicates.
- Practitioners: open a patient's full history before they walk into the room, including every note and treatment given.
- Managers: see who's visiting, how often and when they last came, alongside services, schedules and reports.
- Owners and admins: see everything, including spend across visits, and control who can sign in.
Works wherever your team is
The admin panel runs in the browser on phones, tablets and computers, so the patient list is available at reception, in the treatment room and at home when an owner checks in late at night. There's nothing to install.
Every clinic has its own separate database, so your patient list is never mixed with another clinic's data.
Honest limits
What patient management doesn't do
So you know the boundaries.
- There's no patient portal where patients view their own records.
- No email marketing, newsletters or campaigns to your patient list.
- Every patient needs a phone number or email.
- One location per website, so one patient list per clinic.
Built for clinics like yours
- Med spas Facials, laser and injectables with US time zones and campaign tracking
- Aesthetic clinics Injectables, skin boosters, consultations and a gallery with consent
- Dental clinics Check-ups, whitening and aligner consultations booked online
- Physiotherapy clinics Assessments, follow-ups and therapist schedules in one diary
- Private doctors Private GPs and single-specialist practices
FAQ
Questions clinics ask
How do patients get into the list?
Automatically, when they book online, are booked by phone, or are registered as a walk-in.
What is a patient number?
Each patient gets a clinic patient number such as P-00042 on their first booking. It's searchable everywhere.
How do you prevent duplicate patients?
Reception searches existing patients by name, phone, email or patient number before registering a walk-in, so returning patients stay on one record.
Can we email our whole patient list?
No. Velvet Lead doesn't send email marketing or newsletters. Patients receive appointment and care messages only.
Can patients log in to see their records?
No. There's no patient portal for viewing records. Patients manage bookings through their private booking link.
Can practitioners see a patient's clinical history from the list?
Yes. Practitioners and admins see the medical summary, every consultation note and every treatment given on the patient's record. Reception and managers don't.
Know every patient at a glance
Book a 15-minute demo and search a patient, open their record and see their visits on our demo clinic.