Medical practices
Your phones stop at five.
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
Morning queue
6 conversations captured overnight
Cedarbrook is fictional. The behavior is the product's: drafts first, receipts always, nothing sent without your OK or a standing rule you set.
The coverage gap
Nobody counts the calls that ring out.
168
hours in a week
44
hours a typical front desk answers
124
hours the phone rings out
Take a typical schedule — Monday to Friday nine to five, Saturday morning. 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. Patients skew phone-first; when the call rings out at 6:15 on a Tuesday, many call the next practice that answers. You never find out it happened.
The fix is not staffing the phone at 9 PM. 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 2 AM — and putting every one of them in a queue your front desk works first thing at open. Captured, not lost. Everything on this page serves that.
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 setup in the audit, before any work begins. Your practice owns its data; we handle it under a Business Associate Agreement.
One thing we'll tell you straight: many EHRs include a patient portal you're already paying for and not using. When the right first move is switching on what you own, that's what we'll say.
Your cockpit
The coverage layer — one place
What you already run
It shows its work
Nothing reaches a patient that you can't see, check, or undo.
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
A modern site with appointment requests that work at 2 AM. The phones can keep their hours.
After-hours coverage
A missed call becomes a text back within seconds. Web chat and forms feed the same place. Nothing rings into a void.
The morning queue
Every overnight conversation lands in one queue — name, number, what they need — sorted for the front desk at open.
Screening intake
Photos and questionnaires arrive complete, acknowledgments draft themselves, and you review between patients. The clinical read stays yours.
Reminders & confirmations
Confirmations go out on the cadence you set; anyone silent gets a drafted second touch. You see who's confirmed before the day starts.
Reviews & reports
Review replies drafted in your voice. Ask for the week's numbers in a sentence — "how many calls did we miss last month?" — and for the first time, somebody counts.
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're hiring a software team, not buying a login. We scope the work to your setup, 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; 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, 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 — businesses that never get to close early.
Apex runs restaurants, bars, and event venues in live production — scheduling, payroll, menus, websites, marketing — night after night, for years. A Friday dinner rush doesn't forgive downtime; neither does a Monday 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.
The offer — founding practice
Be the practice we build this with.
No medical practice runs Apex in production yet — you'd be among the first, and we won't pretend otherwise. 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.
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.