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For cosmetic surgery practices

Plastic surgery consultation booking, handled with care

Your own website where prospective patients read about procedures, request a consultation with your surgeon, and hear back from a named member of your team.

Demo clinic · illustration

Someone considering rhinoplasty or a breast procedure has usually thought about it for a long time. When they finally reach out, often late at night and often privately, the way your practice responds shapes whether they ever come in for a consultation.

Velvet Lead builds your practice website and the system behind it: procedure pages written by your surgeons, a consultation request page, online booking for consultations if you want it, an AI assistant that answers practical questions without giving advice, and a lead inbox where every enquiry has an owner and a next step. It serves practices in the USA and Pakistan.

Where surgical consultations get lost

  • Sensitive enquiries in a shared inbox

    A detailed message about a procedure arrives in an Instagram DM or a general email address. Several people see it, nobody owns it, and the reply is either late or never sent.

  • Patients who need time, and a nudge

    Most prospective patients don't book on first contact. Without a follow-up date, a thoughtful patient who asked to be contacted in a few weeks is simply forgotten.

  • Unclear marketing spend

    Ads and social content bring enquiries, but when a consultation eventually happens, nobody can trace it back to the campaign that started the conversation.

How Velvet Lead helps

How Velvet Lead supports a surgical practice

Built for consultation-first procedures, patient coordinators and the long gap between first message and first visit.

  • Consultation requests, not surgery bookings

    Mark each procedure as consultation required and switch online booking off. Patients send a consultation request, or book the consultation itself if you allow it. Nobody books surgery from a web page.

    Online booking: how it works
  • Every lead assigned to a person

    Assign each enquiry to a patient coordinator, add notes and set a follow-up date. The pipeline runs from new to contacted, qualified, and booked or lost with a reason.

    Lead inbox: how it works
  • Reply speed you can see

    The system measures how quickly your team first contacts each lead. Team members get new-lead alerts by email, and patients get an automatic reply confirming their request arrived.

    Email notifications: how it works
  • An assistant that knows its limits

    The AI assistant answers from your practice information: consultation fees, surgeon profiles, location, opening hours and FAQs. It doesn't comment on suitability, risks or results, and it offers a callback request when a question needs a person.

    AI assistant: how it works
  • Access that matches each role

    Invite your team by email as admin, manager or staff. Each person only sees what their role allows, enforced by the database, and you can remove access instantly.

    Team access: how it works

Example

Example: a rhinoplasty procedure page

Illustrative only. Your surgeons write and approve every word of the real page; these fields show the structure a patient reads before requesting a consultation.

Example treatment page · illustrative wording
Online booking offConsultation required

Face

Rhinoplasty

Staff wording on your site: doctor

Price
Price at consultation
Duration
Written by your practice, for example “discussed at consultation”
Downtime
Written by your surgeons, for example “recovery varies; your surgeon will explain what to expect”
How long results last
Written by your surgeons, for example “discussed individually at consultation”
Recommended sessions
Your wording, for example “assessed at consultation”
Aftercare
Your post-operative guidance, shared by your team after consultation
Not suitable for
Your suitability criteria, assessed by your surgeon
Minimum age
Set by your practice, for example 18+
An example of the fields shown on a treatment page. Wording is illustrative, not a real clinic's information.

AI assistant

What prospective patients ask the assistant

It answers from your procedures, consultation fees, surgeon details, FAQs and documents you upload, such as a consultation guide. It never gives medical advice and never books by itself.

  • How much is a consultation for rhinoplasty?
  • Which surgeon does breast procedures, and when are they available?
  • Can I bring someone with me to the consultation?
  • Would I be a good candidate for liposuction?
  • Where do I park when I arrive?
  • Can I see before and after photos?

Demo clinic assistant

Answers from the clinic's own information

Example conversation
  1. Patient:

    Would I be a good candidate for a tummy tuck? I had a baby last year.

  2. Assistant:

    I'm not able to advise on whether a procedure is suitable for you. That's something the surgeon would discuss with you in person. You can request a consultation on the website, or I can pass on a callback request to the team.

  3. Patient:

    A callback please. Is the consultation free?

  4. Assistant:

    Consultations at this practice have a fee, which is paid at the clinic. I'll pass your callback request to the team so someone can contact you.

Illustrative only. A demo practice's assistant; wording is an example.

Settings

Settings cosmetic surgery practices usually choose

Chosen during setup. Your website wording, booking and enquiry handling follow them.

What staff are called

Doctors

Choose from doctors, clinicians, practitioners or therapists. Surgical practices usually choose doctors, and your About page can introduce each surgeon in your own words.

Consultation required

On for every procedure

Procedure pages point to a consultation rather than a booking slot, which matches how surgical care actually starts.

Consultations free or paid

Your choice, shown site-wide

Patients often ask before anything else. Any fee is paid at the clinic, since there are no online payments.

Confirmation mode

Manual confirmation

If you let patients book consultations online, your coordinator reviews each one. Unconfirmed requests expire after the hours you set, and the patient is told kindly.

Legal pages

Privacy policy, terms and medical disclaimer from templates

Filled in with your practice details and editable any time. They are a starting point, not legal advice, so have them reviewed.

Gallery photos with a consent record

Before-and-after photos matter to surgical patients, and so does handling them properly. The gallery on your clinic website stores a record that each patient consented to their photos being used, next to the photos themselves.

We don't write outcome claims for you, and the site doesn't make them. Procedure pages say what your surgeons choose to say, in hedged, factual language.

Seeing which campaigns bring consultations

Tag your ad and social links with UTM source, medium and campaign. Each lead keeps its tags and links to the booking it became, so reports show leads, consultations and revenue by source and campaign, and the median time to first contact.

For a practice where each consultation matters, that tells you which spend is working and whether your team is replying fast enough.

What this system is not

Velvet Lead handles the website, enquiries, consultation bookings and reminders. It does not hold clinical notes, surgical records, prescriptions or insurance claims, and it doesn't offer telehealth video. It schedules surgeon time only, not operating rooms or equipment, and covers one practice location per website.

For US practices: the product is built for appointment booking and enquiries, not clinical records. If you need a HIPAA Business Associate Agreement, talk to our team first.

Related practices

Practices that also offer non-surgical treatments may want to read how injectables and skin boosters work for aesthetic clinics. Hair restoration practices with long lead times should see hair transplant clinics.

Honest fit

Is Velvet Lead right for your practice?

Right for you if…

  • Prospective patients meet a surgeon one-to-one for consultations at one location
  • You want every consultation enquiry assigned, followed up and tracked to an outcome
  • You want to know which campaigns lead to consultations
  • You want a before-and-after gallery with a consent record

Not right yet if…

  • You need to take surgery deposits or consultation fees online
  • You need to schedule operating rooms, hospital beds or equipment
  • You operate across several hospitals or branches from one website
  • You need clinical records, surgical notes or telehealth video

FAQ

Cosmetic surgery practices: common questions

Can patients book surgery through the website?

No, and most practices wouldn't want that. Mark each procedure as consultation required and turn online booking off. Patients request or book a consultation, and surgery is arranged by your team.

Will the AI assistant tell patients if they're suitable for a procedure?

No. It answers practical questions from your practice information, gives no medical advice, and offers a callback request when a question needs a person. It never books by itself.

Can we assign each enquiry to a patient coordinator?

Yes. Assign a lead to a team member, set a follow-up date and add notes. The activity history shows what happened and when.

Is the medical disclaimer ready to publish?

It starts from a template filled in with your practice details, and you can edit it. It's a starting point, not legal advice, so please have it reviewed by a qualified professional.

Can our surgeons operate at a hospital and still use Velvet Lead?

Velvet Lead handles consultations and appointments at one practice location. It doesn't schedule operating rooms or hospital schedules, so surgery dates are arranged outside the system.

Can we take a deposit when a patient books a consultation?

Not yet. There are no online payments. Consultation fees are paid at the practice, and your site can say so clearly.

See a consultation enquiry handled

Book a 15-minute demo. We'll show a consultation request being assigned, followed up and linked to its campaign, plus how the assistant declines a suitability question.

Book a demo