New Patient Onboarding
- 1Patient books initial consultation online
- 2Automated health history form sent via SMS
- 3System checks for completion 24 hours before visit
- 4Practitioner receives summary of chief complaints
Systems for Acupuncturists
Modern Systems for High Performance Acupuncture Clinics
Acupuncture clinics make money through consistent patient sessions and herb sales but often lose profit to no-shows and incomplete treatment plans. Without a structured way to manage patient flow, providers struggle with gaps in their schedule and manual charting bottlenecks.
Wellness & Fitness
- Intake Automation
- Recall Campaigns
- AI Receptionist
- Treatment Reminders
- Post-Treatment Care
How the business actually works
How the work flows, start to finish.
- 01
Inquiry
A prospective patient seeks relief for chronic pain or stress and reaches out via your website or phone.
- 02
Triage
The clinic determines if the patient is a fit and captures initial health history and insurance details.
- 03
Initial Visit
The practitioner conducts the intake, tongue and pulse diagnosis, and the first needle insertion.
- 04
Care Plan
A series of follow-up treatments is recommended to address the root cause of the patient's symptoms.
- 05
Maintenance
The patient transitions to monthly or seasonal wellness visits to prevent recurrence.
- 06
Reactivation
Former patients who have completed their initial plan are re-engaged for new health goals.
Where it leaks
Common problems for acupuncturists.
01
Treatment Gaps
Patients often feel relief after one or two sessions and stop coming before the full therapeutic course is finished. This leads to poor clinical outcomes and inconsistent revenue for the clinic.
02
Intake Friction
Manual health history forms and consent waivers take up valuable room time. When these are not completed before the appointment, the actual treatment time is significantly reduced.
03
Empty Treatment Rooms
Last-minute cancellations or no-shows are costly because the practitioner's time and the prepared table cannot be easily recovered. Without instant notification, these slots remain unfilled.
04
Post-Care Confusion
Patients may have questions about bruising, soreness, or herbal dosage after they leave the office. Lack of clear follow-up communication can lead to patient anxiety or non-compliance with protocols.
05
Fragmented Records
Managing insurance superbills, patient charts, and follow-up notes across different platforms creates an administrative burden. This distracts the acupuncturist from focusing on patient care.
What LATTICE can build
Systems built around how you work.
Intake Automation
Sends digital health history and consent forms automatically upon booking so the provider has all data before the patient enters the treatment room.
Recall Campaigns
Identifies patients who have not scheduled a follow-up in three weeks and sends a personalized message to check on their progress.
AI Receptionist
Captures after-hours inquiries about specific conditions like sciatica or fertility, answering common questions and booking the initial consultation.
Treatment Reminders
Sends SMS and email notifications at custom intervals to ensure patients remember their appointments and arrival instructions.
Post-Treatment Care
Automates the delivery of aftercare instructions and herbal supplement guides immediately following a session.
Review Request System
Triggers a request for a testimonial after the third or fourth visit when the patient is most likely to be seeing tangible results.
Superbill Delivery
Provides a secure portal for patients to download their own treatment records and superbills for insurance reimbursement.
Example systems
What it looks like in practice.
Care Plan Compliance
- 1Patient completes second treatment
- 2System triggers follow-up email explaining the cumulative effect of acupuncture
- 3Personalized booking link sent to schedule the next three sessions
- 4Calendar confirms the full course of care is blocked out
Seasonal Wellness Check
- 1Database identifies patients inactive for six months
- 2Seasonal wellness tips sent via email regarding immune support or allergies
- 3Call to action to book a 'tune-up' session
- 4Direct booking link bypasses the need for new intake forms
Have a different problem?
Tell us what's slowing the business down. LATTICE can build around the way your business operates.
Questions from acupuncturists
How does this handle patients who are nervous about needles?
You can build automated pre-appointment sequences that include educational content or videos. This helps set expectations and relaxes the patient before they arrive at the clinic.
Can we track which conditions are bringing in the most revenue?
Yes, by tagging patients based on their chief complaint during intake, you can use the dashboard to see which services, like pain management or stress reduction, are your primary drivers.
Will this help with last-minute cancellations?
The system uses firm reminder cadences and can automate the process of reaching out to a waitlist when a spot opens up unexpectedly. This helps keep your treatment tables occupied.
Is the communication secure for health information?
We prioritize secure portals and encrypted messaging to ensure that patient health histories and treatment notes are handled with the necessary privacy protocols for a medical environment.
Can it help sell our herbal formulas?
You can set up automated follow-ups that remind patients when it is time to refill their supplements or herbs based on the typical duration of the bottle.