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For acupuncture clinics

An acupuncture clinic website that keeps diaries calm

New patients read what a first visit involves, ask questions whenever they think of them, and book a real free time with the acupuncturist they chose.

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Demo clinic · illustration

People considering acupuncture for the first time usually have questions before they commit. What happens at the first appointment? How long does it take? Is the first visit different from the ones after it? If your website can't answer that, the enquiry often ends with a voicemail nobody returns.

Velvet Lead gives your acupuncture clinic its own website, online booking that treats a first consultation and a follow-up as the separate appointments they are, an AI assistant that answers from your clinic's information, and reminders by email and WhatsApp. We build it, load your treatments and schedules, and train your team.

What gets in the way of a booking

  • First visits booked into short slots

    A new patient books a follow-up time by mistake, arrives for their first appointment, and the whole afternoon runs late because the intake conversation needs far longer.

  • Nervous questions, no one to ask

    Someone reads about acupuncture at night and wonders what to wear or how long they'll be there. With no reply until the next day, the moment to book passes.

  • Treatment rooms go quiet mid-week

    Returning patients forget to rebook, reminders go out by hand when someone remembers, and there is no easy way to see how many follow-up appointments were missed.

How Velvet Lead helps

How Velvet Lead fits an acupuncture practice

The system follows the rhythm of a typical acupuncture patient: one longer first visit, then shorter follow-ups with the same acupuncturist.

  • Two treatments, two lengths

    Set up “Initial acupuncture consultation” and “Follow-up acupuncture session” as separate treatments, each with its own duration, price and clean-up time. Patients see both on your website and book the one that applies to them.

    Online booking: how it works

  • New patients stand out

    First visits are flagged on the booking, so your acupuncturist knows who is walking in for the first time before the day starts.

    Admin panel: how it works

  • Questions answered at 10 PM

    The AI assistant answers from your own treatment pages, FAQs and uploaded documents, such as a “what to expect” sheet. It can look up real free times and share a booking link. It doesn't give medical advice, and it never makes a booking for anyone.

    AI assistant: how it works

  • Reminders that keep follow-ups on the calendar

    Confirmed appointments get an email reminder at the time you choose, plus a WhatsApp reminder for patients who opt in. If a session moves, the old reminder is dropped automatically.

    WhatsApp reminders: how it works

  • See which enquiries became patients

    Contact forms, callback requests, referrals and phone enquiries go into one lead inbox. Each lead links to its bookings, so you can see which referrals and campaigns turned into first visits.

    Lead inbox: how it works

Example

An example acupuncture treatment page

Here is how a treatment page could be laid out. The details are placeholders. Your acupuncturists write the content, and it should describe the appointment, not promise an outcome.

Example treatment page · illustrative wording
Bookable online

Acupuncture

Initial acupuncture consultation

Staff wording on your site: practitioner

Price
Your price for a first visit, or “Price at consultation”
Duration
Set by your clinic, for example 75 minutes including a health history conversation
Downtime
Written by your clinic, for example what patients might notice after a session and when to contact the clinic
How long results last
Written by your clinic, for example “this varies and is discussed with your acupuncturist”
Recommended sessions
Your guidance, for example “your acupuncturist will talk through whether follow-up sessions may be suitable”
Aftercare
Your notes, for example eating a light meal beforehand and wearing loose clothing
Not suitable for
Your own list, reviewed by your acupuncturists, for example when patients should speak to the clinic before booking
Minimum age
Set by your clinic, for example 16+ or under-18s with a parent or guardian
An example of the fields shown on a treatment page. Wording is illustrative, not a real clinic's information.

AI assistant

Questions patients ask the assistant

Answers come from the treatments, prices, opening hours, practitioners and documents your clinic provides. If it doesn't know, it offers a callback request and logs the question so you can add an answer.

  • “What happens at my first acupuncture appointment?”
  • “How long is a follow-up session?”
  • “What should I wear?”
  • “Is there anything free with your acupuncturist next Wednesday evening?”
  • “What's the difference in price between a first visit and a follow-up?”
  • “How much notice do I need to give if I cancel?”

Demo clinic assistant

Answers from the clinic's own information

Example conversation
  1. Patient:

    I've never had acupuncture. Which appointment should I book?

  2. Assistant:

    New patients at this clinic book the Initial acupuncture consultation, which is longer than a follow-up. There are free times tomorrow afternoon if that suits you, and you confirm on the booking page.

    • 1:30 PM
    • 3:00 PM
    • 4:45 PM
  3. Patient:

    Will acupuncture help my migraines?

  4. Assistant:

    I can't give medical advice or say what a treatment will do for you. The acupuncturist can talk that through with you. Would you like me to request a callback from the clinic?

An illustrative exchange with a demo clinic's assistant. Times and wording are examples only.

Settings

Settings acupuncture clinics often pick

These are chosen during setup and can be changed later. The website, booking flow and messages all follow them.

Staff wording

Practitioners or clinicians

The site uses one of doctors, clinicians, practitioners or therapists everywhere. Your acupuncturists' own titles and qualifications go on your About page and profiles.

Clean-up time

Set per treatment

Time to reset the treatment couch between patients is added automatically, so the diary never shows back-to-back sessions that can't really happen.

Minimum notice

Your choice, for example a few hours

Stops a patient booking a slot that starts in ten minutes when nobody has seen the request.

How far ahead people can book

Your choice

Useful when your acupuncturists plan their schedules a set number of weeks ahead.

Reminder timing

Your choice, for example the day before

Reminders only go to confirmed appointments, and outdated ones are never sent.

Follow-ups your team can actually see

Your reports break appointments down by treatment and by practitioner, so you can compare first consultations with follow-up sessions, and see completed visits, cancellations and no-shows over 7, 30, 90 or 365 days.

When a patient cancels through the private manage link in their confirmation, the slot opens for someone else. Your front desk can still add phone bookings in the admin panel for patients who prefer to call.

For acupuncturists in the USA and Pakistan

Clinics in Pakistan get PKR prices, +92 number checks and WhatsApp confirmations for patients who opt in. See clinic websites in Pakistan.

Clinics in the USA get USD prices and their own time zone, with daylight saving time handled in availability. Velvet Lead is built for booking and enquiries, not clinical records, so practices that need a HIPAA Business Associate Agreement should talk to us first. See clinic websites in the USA.

Many acupuncture patients also see other wellness practitioners. See how the same setup works for chiropractors and massage therapy.

Honest fit

Is Velvet Lead right for your acupuncture clinic?

Right for you if…

  • Patients book one-to-one appointments with an acupuncturist
  • You work from one clinic location
  • You want first consultations and follow-ups bookable online with the right lengths
  • You want enquiries from referrals, Google, social media and phone calls in one inbox

Not right yet if…

  • You need treatment notes or patient records (there are no clinical notes or EMR)
  • You want to sell prepaid blocks of sessions online (patients pay at the clinic for now)
  • You run group sessions, such as community acupuncture with several patients at once
  • You need to schedule treatment rooms separately from practitioners

FAQ

Acupuncture clinics: common questions

Can first visits and follow-ups have different lengths?

Yes. Create them as separate treatments, each with its own duration, price and clean-up time. Online booking only shows times long enough for the treatment the patient picked.

Can patients keep booking with the same acupuncturist?

Yes. Patients choose a practitioner when they book, or pick “anyone available”. They only see the free times in that practitioner's own schedule.

Can we keep treatment notes in Velvet Lead?

No. Velvet Lead handles your website, bookings, enquiries and reminders. It doesn't store clinical notes or patient records, so keep those in the system you use today.

Will the assistant tell patients whether acupuncture suits their condition?

No. It answers questions from your clinic's own information, such as prices, timings and what to bring. Questions about health conditions, pregnancy or medicines are pointed to your clinic.

Can we sell a course of sessions online?

Not yet. There are no online payments, so blocks of sessions can't be prepaid on the website. You can describe them on a treatment page and patients book each appointment separately.

Can a patient book a group or community session?

No. Velvet Lead books one-to-one time with a practitioner, so group or community sessions with several patients in one slot aren't supported.

Features you'll use most

Related solutions

See an acupuncture clinic set up

Book a short demo. We'll show you a new patient booking a first consultation, the reminder they receive and how the visit appears in your admin panel.

Book a demoSee the live demo clinic (opens in a new tab)
Book a demo