For hair transplant clinics
Consultation requests from your website, Instagram, WhatsApp and calls land in one pipeline, with who's handling each one, when they were first contacted and when to follow up.
Can I book a consultation for a hair transplant? Anything Saturday?
Booking page
Hair transplant · consultation
Sat 20 · 11:30 AM
Request consultationNobody books a hair transplant the way they book a haircut. A patient researches for months, sends photos, compares clinics, asks about cost more than once and talks it over with family. Each inquiry is worth a lot to your clinic, and each one can be lost to a slow reply or a follow-up that never happens.
Velvet Lead builds your hair transplant clinic website and gives your team a lead inbox built for that long decision. Consultation requests arrive with their source, move through a clear pipeline, and link to the booking when the patient finally comes in.
A patient fills out a form on Friday night. The team sees it on Monday. By then they've spoken to two other clinics, and you never learn how long the reply actually took.
“Call me after the holidays” or “I'll decide next month” is noted on a phone or not at all. When that team member is busy or leaves, the lead quietly disappears.
Some leads book, many don't. Without a reason recorded for each lost lead, you can't tell whether it was cost, timing, distance or simply no follow-up.
How Velvet Lead helps
Everything is set up so a high-value consultation lead always has an owner, a next step and a recorded outcome.
Every inquiry moves through new, contacted, qualified, and booked or lost. When a lead is lost, your team picks a reason, so you build an honest picture over time.
Lead inbox: how it worksThe system records how quickly your team first contacts each lead, and reports show the median time to first contact by source. Compared with the previous period, you can see whether replies are getting faster or slower.
Reports: how it worksAssign each lead to a team member, add notes and set a follow-up date. The activity history shows every change, so anyone can pick up the conversation.
Lead inbox: how it worksNew inquiries get an automatic email reply, and your team gets a new-lead alert. The patient knows the request arrived, even before anyone calls.
Email notifications: how it worksThe AI assistant answers from your own information, so “How much does a hair transplant cost?” gets your wording, such as “price at consultation” or a range you publish, plus a link to request a consultation. It doesn't assess hair loss or give medical advice.
AI assistant: how it worksPRP is sold as a course and needs to happen on a schedule. Sell it once, and the system counts the sessions down: used, left, given back when an appointment is canceled. Book the whole course from the first session, at a fixed interval.
Courses & packages: how it worksList your procedure room and the equipment a procedure needs, and a date only shows as free when the surgeon and a suitable room are both free. The database refuses to hold the same room twice.
Rooms & equipment: how it worksA procedure date that falls through is an expensive gap. The patients who asked about that treatment in that window get an email with a link. Nobody is booked automatically, so the first to book keeps it.
Waiting list: how it worksExample
An illustrative treatment page for the procedure itself. Your doctors write and approve the real content; the fields below just show what patients can read before they request a consultation.
Hair restoration
Hair transplant (FUE)
Staff wording on your site: doctor
AI assistant
It answers from your treatments, prices, FAQs and uploaded documents like a procedure brochure or aftercare guide. Unanswered questions are logged so you can add answers, and patients can ask for a callback.
Demo clinic assistant
Answers from the clinic's own information
How many grafts will I need for my crown?
Only a doctor can assess that, after seeing your hair and scalp at a consultation. Consultations at this clinic are free. Would you like to request one?
Yes. Do you have anything on Saturday?
There are free consultation times this Saturday. Pick one and confirm your details on the booking page.
Settings
Set once during setup. Your website wording, booking and inquiry flow follow them.
Doctors
Patients researching a procedure want to know a doctor is involved. The whole site uses the title you choose.
On for the procedure; the consultation itself bookable online
Set per treatment. The transplant can't be booked online, while a consultation or a PRP session can be.
Your wording, for example “We reply within one business day”
Your website uses the wording you choose. Reports on first-response time show whether your team keeps that promise.
Your choice, shown site-wide
Cost is the first worry for many patients. Saying clearly whether the consultation is free removes one reason to hesitate.
Admin for owners, manager or staff for patient coordinators
Coordinators work the lead inbox and bookings, and each role only sees what it allows, enforced by the database.
Hair transplant patients want to see real before-and-after photos. Your clinic website includes a gallery managed from the admin panel, with a record that each patient consented to their photos being used.
Treatment pages carry no outcome promises. Your doctors decide what to say about recovery and results, and the medical disclaimer starts from a template you can edit. It is a starting point, not legal advice.
PRP and follow-up treatments are sold as a course for a reason: the schedule is the treatment. A patient who has three of six sessions has not had a partial result, they have had an interrupted one.
Sell the course once and the counting looks after itself. The price, treatment and session count are copied onto the patient's purchase at the sale, so a price rise later never changes what somebody already bought. From the first appointment, the rest can be booked at a fixed interval, so the patient leaves with the whole course on their calendar rather than a promise to call back. See courses and packages.
A canceled session comes straight back to the patient's balance. A missed one uses it up unless your team decides otherwise, which is exactly the judgment a clinic should be making rather than a system.
A hair transplant clinic's capacity is rarely the number of surgeons. It is procedure room days, and a procedure booked into a room that is already taken is a problem discovered far too late.
With rooms and equipment set up, a date is only offered when the surgeon and a suitable room are both free, and two procedures cannot hold the same room at once because the database will not record it. When a procedure date does fall through, the waiting list tells the patients that window suits, and the first one to book keeps it. It never books anybody, which matters most when the appointment is a whole day of somebody's life.
Many hair restoration clinics also offer PRP. Set it up as its own bookable treatment with its duration, recommended sessions and aftercare written by your doctors. Patients book each session, and reminders go by email and WhatsApp for patients who opt in.
Post-procedure follow-up visits can be booked by your front desk in the admin panel, so they sit on the same schedule as everything else.
Add UTM tags to your ad and Instagram links, and each lead keeps its source, medium and campaign. Leads link to their bookings, so reports show which campaigns produce booked consultations, not just form fills. The lead inbox also records referrals, calls, walk-ins and WhatsApp messages you log manually.
Some clinics offer both hair and skin services. See how consultations and offers work for aesthetic clinics, or how larger procedures are handled for cosmetic surgery practices.
Honest fit
FAQ
Yes. The lead inbox records when each lead was first contacted, and reports show the median time to first contact, broken down by source and compared with the previous period.
No. It doesn't assess hair loss or give medical advice. It answers from your clinic's information and points patients toward a consultation or a callback request.
That is usually a consultation first, then a date agreed with your team. Where you do book procedure dates, availability checks that the surgeon and a suitable procedure room are both free before offering a date, so two procedures can't land on the same room.
Yes. When you mark a lead as lost, you record a reason. Over time that shows whether cost, timing or something else is behind lost leads.
Yes. A consultation or procedure booking can carry a deposit that patients pay on Stripe's secure page, through your clinic's own Stripe account.
Yes. Sell the course at your desk and the system counts the sessions down: used, left, and handed back when an appointment is canceled. From the first session, the rest can be booked at a fixed interval so the patient leaves with the whole course on their calendar.
Yes. List your procedure room and the equipment a procedure needs, attach them to the treatments that require them, and a date only shows as free when both are. The database refuses to hold the same room twice at the same time.
Book a 15-minute demo. We'll show a consultation request moving from new to booked, a follow-up date, and the first-response time report.