For independent medical & specialty practices

Your phones stop at 5.
Your patients don't.

Every call, text, and request that comes in after close is captured, acknowledged, and queued for your front desk at open. Drafts first. A receipt for every action.

cedarbrook vein & aesthetics · apex studio

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4Hospitality groups live

30+Venues in production

3Years running live operations

Those numbers are restaurants, bars, and event venues — the industry this platform grew up in. Independent practices are what we're building for next; the founding-practice offer below says what that means for you.

The coverage gap

Nobody counts the calls that ring out.

168

Hours in a week

Hours a typical front desk answers

Mon–Fri 9–5, Saturday morning

124

Hours the phone rings out

Take a typical schedule: Monday to Friday nine to five, Saturday nine to one. That's 44 answered hours out of 168. For the other 124, the phone rings out — no voicemail anyone checks, no list in the morning, no count of who called.

Your patients skew phone-first. When the call rings out at 6:15 on a Tuesday, many of them call the next practice that answers. You never find out it happened.

The fix is not staffing the phone at 9pm. It's capturing the conversation the moment it starts — a text back to the missed call, a chat on the site, a request form that works at 2am — and putting every one of them in a queue your front desk works first thing at open. Captured, not lost. That's the whole idea, and everything on this page serves it.

Runs around what you already have

Your EHR stays the system of record.

Patient data stays in the systems built to hold it. We build the front door and the coverage layer around them — the website, the after-hours capture, the callback queue, the reminders — and every integration is scoped to your actual stack in the audit, before any work begins.

One more thing we'll tell you straight: many EHRs — DrChrono among them — already include a patient portal you're paying for and not using. Sometimes the first move is switching on what you already own. When that's the answer, that's what we'll say.

Your cockpit

WEBSITECALLBACK QUEUESCREENINGSREMINDERSREVIEWSREPORTS

The coverage layer · one place

AFTER-HOURS CAPTUREMORNING QUEUEAUDIT LOG

What you already run

YOUR EHRYOUR PHONE LINEPATIENT PORTALGOOGLEOUTLOOKSTRIPE

It shows its work

Nothing reaches a patient that you can't see, check, or undo.

It reads your real schedule and your real phone line, drafts the work, and logs every move. You or your front desk approve before anything new goes out — or it runs on a standing rule you set and can turn off.

Grounded

On your real schedule.

It reads your actual hours, your calendar, your phone line. Real patients waiting on real callbacks — not generic advice.

Reversible

Drafts first.

Every message to a patient is staged and waits for your ok — or goes out on a standing rule you set and can turn off, like reminders. Nothing else sends, posts, or books on its own.

Logged

A receipt every time.

Every text back, every queued callback, every escalation is timestamped and itemized. You can always see exactly what happened at 9:41 last night.

One place for all of it

Everything between the patient and the front desk.

The front door

Requests around the clock.

A modern site with appointment requests that work at 2am. “Request any time — we'll call you back.” The phones can keep their hours.

After-hours coverage

A missed call becomes a text.

When a call rings out after close, the caller gets a text back within seconds. Web chat and forms feed the same place. Nothing rings into a void.

Morning callback queue

Open to a ready list, not a mystery.

Every overnight conversation lands in one queue — name, number, what they need — sorted for the front desk at open. Messages the guardrail flags for urgent symptoms skip the queue and route to your escalation script.

Screening intake

Review in minutes, not visits.

Patients submit photos and questionnaires — vein screenings, consult requests — into a queue you work between patients. Completeness is checked and acknowledgments draft themselves. The clinical read stays yours.

Reminders & confirmations

Tomorrow, confirmed today.

Confirmations go out on the cadence you set — a text where they text, a call reminder where they don't. Answers come back, and anyone silent gets a drafted second touch. You see exactly who's confirmed before the day starts.

Reviews & reports

The rest of the desk work.

Draft replies to reviews in your voice. Ask for the week's numbers in a sentence. How many calls did we miss last month? For the first time, somebody counts — and you get the answer in the conversation.

The urgent-symptom guardrail

Emergencies don't wait in a queue.

When the guardrail flags urgent symptoms, the message skips the queue and routes straight to the escalation path your practice already uses — your script, your on-call line, your answering service. Routing, not diagnosis. You set the script; every time it fires, there's a receipt.

How we work

Fixed scope. Fixed price. Weeks, not quarters.

You are hiring a software team, not buying a login. We scope the work to your stack, put a fixed price on it before we start, and stay on after it ships.

Audit

One call. We look at your phone setup, your website, and your EHR setup — and if your phone system keeps a missed-call log, we pull the after-hours count together: counts, not callers; we never see a patient's number. Most practices have never seen that count. No patient data changes hands. The audit is free.

Scope

A written proposal: the exact deliverable, the outcome, and a fixed price before work begins. No open-ended tech project.

Build

The front door and the coverage layer go live in weeks. We ship weekly with you in the loop.

Operate

We stay on. Monitoring, on-call, weekly reviews, and changes. You run the practice; we run the software.

Proof, and the offer

The platform is proven. Practices are new.

Where the platform grew up · hospitality

Three years running businesses that never get to close early.

Apex runs 30+ restaurants, bars, and event venues across 4 groups — scheduling, payroll, menus, websites, marketing — live in production for three years. A Friday-night dinner rush doesn't forgive downtime. Neither does a Monday-morning waiting room. Every mechanic on this page was built there and has run every night since: the draft-first rule, the receipts, the queues a manager works at open. The industry is different. The discipline is the same.

30+ VENUES3 YEARS LIVEDRAFT-FIRSTAUDIT LOG

The offer · founding practice

Be the practice we build this with.

No medical practice runs Apex in production yet — you would be among the first, and we won't pretend otherwise. What a founding practice gets: the free audit and a fixed-price scope on the same terms as anyone, direct access to the team building it for practices, and a real say in what it becomes. What we get: a partner whose actual front desk shapes the product. That's the trade, stated plainly. If you'd rather be customer forty, we understand. If you'd rather have the team's full attention while it's still being built, that's what founding means.

FOUNDING TERMSDIRECT ACCESSA SAY IN THE ROADMAP

Get started

Find out what rings out after you close.

One call. No deck. No patient data. We'll look at your phone setup, your website, and your EHR setup, and show you the queue that would catch every conversation you're losing now. If the honest answer is “switch on the portal you already pay for,” you'll hear that too.

Book your free audit solutions@getapexinsights.com

Your phones stop at 5.Your patients don't.