Acupuncture Practice Management Software (2026, GDPR)

Acupuncture Practice Management Software (2026)

An acupuncture practice has the same core needs as any allied-health clinic - booking, clinical notes, medical intake, and recall - with one commercial fact that shapes everything: treatment is almost always a course, not a single visit. The money and the outcomes both depend on getting patients through their plan. So beyond the basics, the software's job is to make recall and course management effortless, while keeping health records properly and compliantly.

This guide covers what an acupuncture practice needs, how to set it up, how the options compare, and the numbers that tell you the practice is healthy.

What an acupuncture practice needs

Medical intake before the first session

An intake and consent form sent at booking - medical history, medications, presenting complaint - completed in advance and stored on the record, so you review it before the consultation rather than during it. For a practice seeing new patients regularly, that is minutes saved per first session and a safer starting point.

SOAP notes and treatment history

Consultations need structured notes carried across visits, with a problem list - so each session in a course builds on the last. A free-text box works for a one-off service; a course of treatment wants proper clinical documentation you can rely on for continuity and, if ever needed, audit.

Course management and recall

Because acupuncture runs in courses, automated recall - "you're due back", "your course has one session left" - is the single biggest retention lever. Package tracking shows how many sessions remain. Together they keep patients on plan instead of lapsing after session two, which is where most acupuncture revenue quietly leaks.

Reminders and deposits

A 24-hour reminder to cut no-shows, and an optional deposit on longer initial consultations that are costly to lose.

GDPR for a health practice

Acupuncture records are special-category health data - EU hosting, reviewed processor terms, and subject-rights support are required, which is where non-EU allied-health platforms create extra compliance work. For a solo or small practice, EU hosting and reviewed processor terms are the cleaner answer rather than managing transfer safeguards yourself.

How to set it up (step by step)

1. Add practitioners and appointment types - "initial consultation", "follow-up treatment" - each with a realistic duration.
2. Turn on Medical Records and set up your SOAP template and problem list.
3. Build the intake/consent form in Client Forms to send at booking.
4. Create a course/package product in Memberships and configure recall in Automations (due-back and course-low messages).
5. Set reminders and, optionally, a deposit on initial consultations via Online Payments.
6. Publish online booking so patients can self-book and start their intake.

How the options compare

Feature	Tregovia	Jane	Cliniko	Noterro
SOAP notes + problem list	Yes (EUR 15/mo)	Yes	Yes	Yes
Medical intake at booking	Yes (Client Forms)	Yes	Yes	Yes
Course/package tracking	Yes (Memberships)	Yes	Limited	Yes
Automated recall	Yes (Automations)	Yes	Yes	Yes
TCM point/herb libraries	No	No	No	No
EU hosting and processor terms	Yes	No (Canada)	Ireland (verify)	Verify
Pricing model	Flat rate - 2 staff incl., extra in 5-seat packs	Per practitioner	Per practitioner	Per user

Competitor features and pricing change - verify at each vendor before deciding.

The allied-health incumbents (Jane, Cliniko, Noterro) are solid on notes and recall but are per-practitioner and mostly non-EU-hosted (Jane is Canada-based). A flat-rate, EU-hosted platform matches the clinical essentials with cleaner data handling and a lower cost as you add practitioners. None of them ship TCM point/herb libraries; that stays specialist regardless.

What to look for when choosing

• Course/package tracking and automated recall - the retention engine for acupuncture.
• Structured SOAP notes carried across a course.
• Intake in the booking flow.
• Review hosting and privacy terms before importing production data.
• Flat pricing so a second practitioner doesn't double the bill.

Which numbers tell you it is working

• Course completion rate - the share of patients who finish their planned course; recall and package tracking should lift it.
• Recall conversion - the share of due patients who rebook after the automated message.
• No-show rate on initial consultations - reminders and a deposit should keep it low.

Setting it up in Tregovia

Base plan (EUR 47/month): patient records, calendar, SMS/email reminders (SMS per message via credits), online booking, billing.

Add-ons that matter:

• Medical Records (EUR 15/month): SOAP notes, problem list, treatment history.
• Client Forms (EUR 15/month): medical intake and consent at booking.
• Memberships (EUR 12/month): treatment packages/courses.
• Automations (EUR 8/month): recall and rebooking.

Typical setup: EUR 47 + EUR 15 (records) = EUR 62/month; add forms, packages, and recall as needed. The 14-day trial flow is available from the signup page.

What Tregovia is not

It is not a TCM-specialist system with built-in point-prescription libraries or herbal-formula databases. It handles the practice-management layer - booking, SOAP notes, intake, courses, recall, billing. If point/herb libraries are central to how you work, keep a specialist tool for that; the clinic operations run here.

The bottom line

Acupuncture is a course-based practice, so the software that pays off is the one that makes recall and course tracking automatic - on top of compliant SOAP notes and medical intake. Get patients through their plan, keep the records EU-hosted and GDPR-clean, and the practice runs itself on a flat, predictable cost.

Frequently asked questions

Does it have clinical notes suitable for acupuncture?

Yes. The Medical Records module (EUR 15/month) gives SOAP-structured notes per appointment with a problem list and treatment history, which suits acupuncture consultations. The base plan also has a per-appointment notes field if you do not need structured records.

Can I take a medical/TCM intake before the first session?

Yes, with the Client Forms add-on (EUR 15/month). Your intake and consent form - medical history, medications, presenting complaint - is sent at booking and completed before the patient arrives, saved to their record.

How do I manage a course of treatment and recall?

Acupuncture is usually a course, not a one-off. The Memberships add-on (EUR 12/month) sells and tracks treatment packages, and Automations (EUR 8/month) sends recall when a patient is due back or a course is running low - so patients complete their plan instead of drifting off.

Is patient data GDPR-ready?

Yes. Acupuncture records are health data (special-category under GDPR). Tregovia includes product workflows for access and erasure. US allied-health tools store data outside the EU, leaving transfer compliance to you.

What does an acupuncture setup cost?

Base plan EUR 47/month (booking, reminders, billing, records) plus Medical Records EUR 15/month for SOAP notes = EUR 62/month; add Client Forms and Automations as needed. Flat rate. The 14-day trial flow is available from the signup page.

Can patients book and pay a deposit online?

Yes. The online booking page lets patients self-book, and the Online Payments add-on (EUR 15/month) can require a deposit or prepayment per service via Stripe to protect longer initial-consultation slots.

Can it handle a multi-practitioner clinic?

Yes. Each practitioner is a staff member with their own availability and calendar; the base plan covers 2 and extra practitioners are EUR 10/month per 5-seat pack. Reports break revenue and appointments down by practitioner.

What happens to remaining sessions if a patient pauses a course?

Package balances reflect sessions purchased and used, so a paused course still shows the remaining sessions on the patient record. When they return, they redeem what is left - nothing is lost track of because it is on the record, not in your head.

Does it include TCM point or herbal-formula libraries?

No. Tregovia is not a TCM-specialist system - there are no built-in point-prescription or herbal-formula databases. It handles booking, SOAP notes, intake, courses, recall, and billing. If point/herb libraries are central to how you work, keep a specialist tool for that and run the clinic operations here.

Can I move my patient records over from another system or paper?

Yes. Client and patient records import from a CSV export of your current system, and historical clinical notes are typically brought over as PDF attachments on the migrated record rather than as structured data - a normal pattern when moving between clinical tools. Start with active patients and upcoming appointments so the practice is live quickly, then enrich records as patients return.

Can patients complete intake on their phone, or only on a computer?

On their phone. The intake and consent form is a mobile-friendly link sent at booking, so patients fill it in wherever they are before the appointment. This is what gets forms actually completed in advance rather than half-finished in the waiting room.

Does it send appointment reminders by SMS as well as email?

Yes. Reminders can go by SMS and email; SMS is charged per message via credits. For a course of treatment, the 24-hour SMS reminder is the most effective single message for keeping each session in the course attended.