ApexRev

How it works

One managed growth operation, run with your clinic.

ApexRev connects and supports the journey from inquiry to treatment, and the same team runs it with you and keeps improving it. Your marketing stays yours, or add ours. Here is how that arrangement works in practice: who does what, how it starts, and how it runs month to month.

A different model

One accountable team for the whole chain.

The ApexRev Patient Growth Engine brings demand generation, inquiry handling, conversion support, follow-up and the technology that connects them under one team that answers for the result. When something underperforms anywhere in the chain, the same people can see it and change it, upstream or downstream.

  1. 01

    Marketing and acquisition

    We decide where the next patients come from and go and get them.

  2. 02

    Inquiry handling and booking

    Every inquiry answered while the patient is still interested.

  3. 03

    Conversion and follow-up

    Your team presents with full context; nothing stalls unnoticed.

  4. 04

    Connected technology

    Built and configured around how your clinic works.

  5. 05

    Management and improvement

    People accountable for the result, changing what needs to change.

Growth teamEmilyPlatform

ApexRev runs the growth operation

  • Marketing strategy and campaigns
  • Creative and funnels, within agreed scope
  • Inquiry response and booking
  • Reminders, follow-up and recovery
  • The technology and integrations
  • Attribution and reporting
  • Monthly reviews and improvements
Your team

Your clinicians keep what's theirs

  • Clinical care and examinations
  • Consultations and recommendations
  • Treatment decisions, with the patient
  • In-person care and the daytime front desk
  • Your records of care in your EHR
  • Your clinical policies and standards

Wherever it breaks

The same team sees the problem and changes the right part.

Pick where your growth stalls today. This is what buying the parts separately can't do: fix the cause even when it sits in someone else's part of the chain.

Marketing
Inquiry
Attendance
Treatment
Technology
What we look at
  • Booking and acceptance by campaign and ad
  • Quality of inquiries, from Emily's conversations
  • Which procedures and offers bring patients who proceed
What we change
  • Targeting, offers and creative rewrittenGrowth team
  • Landing pages that qualify as they convertGrowth team
  • Budget moved away from cheap, unqualified leadsGrowth team

What we actually do

Real people running your growth, every week.

The ApexRev Patient Growth Engine is a service before it is software. A growth team sets up how every inquiry is handled, works alongside your marketing, builds the workflows and technology around your clinic, and reviews the results with you. Here is the work.

01Emily

Patient conversion

From inquiry to consultation to decision

  • Emily configured to your treatments, clinicians and tone
  • Booking rules, confirmations, reminders and follow-up
  • Reactivation campaigns for warm leads and dormant patients
02Platform

Technology

Built around how your clinic works

  • Connection to your EHR and schedule where supported
  • The pipeline, patient histories and team views
  • Attribution from ad to accepted treatment
03Growth team

Management

Accountable for the result

  • A named lead who knows your clinic
  • A monthly growth review with you
  • A record of what changed and what it did
04Growth team

Marketing (optional)

Your agency, or ours as an add-on

  • Ad accounts connected so every lead carries its source
  • Outcome data shared with your agency
  • Campaigns from us once the engine is live, optimized on treatment

Getting started

Live in six weeks. Built around how your clinic works.

You don't need to untangle anything before we start. Over four to six weeks, depending on your systems, we connect them and bring each part of the operation live as it's ready. Inquiries are usually being answered within the first one to two weeks.

Your procedures, capacity, team, systems and current marketing. Over four to six weeks we connect and configure the operation in three phases, and bring each part live as it's ready.

We connect to your electronic health record (EHR) and bring the voice and chat agents live. From the first two weeks, inquiries that used to ring out or wait for a callback are answered and booked into your real schedule. That is revenue protected on day ten, not month three.

We connect your ad accounts and website so every inquiry carries its source through to treatment, working directly with your agency, and we set up your business texting. From here confirmations and follow-up run on your rules, and you start to see which spend produces patients.

We connect accounting, phone lines, payment and finance providers. Human calls, payments and financial records join the picture, so revenue, profitability and attribution reconcile to what was actually banked, and the monthly review has something true to work from.

  • MarketingPhase 2
    Implant campaign
    Your ads and landing page, now tracked
  • InquiriesPhase 1
    Call answered by Emily
    Consultation offered on the first call
  • Your EHRPhase 1
    Consultation booked
    Tue 3:00 PM · in your EHR
  • Follow-upPhase 2
    Day 2 follow-up
    Plan and financing options sent by text
  • PaymentsPhase 3
    $4,800 plan accepted
    Deposit taken, reconciled in your accounts
Before activationDiscovery · one onboarding call0 of 5 connected

Nothing connected yet. The patient and figures shown are illustrative.

What we need from you

An onboarding call of 20–30 minutes to start, where we walk you through everything. After that: access to your systems and ad accounts, sign-off on offers and booking rules, and, where needed, a short walkthrough for the people who will use ApexRev day to day.

What stays in place

Your clinicians, your team and how you care for patients. Your EHR stays the record of care; ApexRev connects to it rather than replacing it.

Your EHRYour clinical sideYour team

Your current marketing supplier

Nothing has to change. We connect to your ad accounts and work directly with your agency, so every lead is traced to the revenue it produced. You just introduce us.

What depends on your systems

Timings assume your EHR, phone lines and payment and accounting providers allow the connections we need. We confirm each one in the first conversation and, where one isn't available, agree the alternative and what it means for the timeline.

Built around your clinic, not a template

No two clinics record a new-patient consultation the same way, or want to grow the same treatments.

Emily's conversations, the booking rules, the follow-up sequences, the TC targets and the reporting are configured around your treatments, your schedule, your team's responsibilities and the software you already use.

Illustrative: an implant-led clinic
  • Wants more implants, with consultation availability on two afternoons a week.
  • Inquiry handling prioritises implant inquiries into those slots; booking rules protect them.
  • Implant follow-up runs differently from hygiene.
  • The report shows implant conversion by source.

The team that runs it

The people who run it, and keep improving it.

Not software left to run itself, and not an agency's monthly report. The team that runs your patient journey also sees your inquiries, consultations and accepted treatment, so it can find the change most worth making and make it, in the follow-up, the booking rules or the technology.

Who takes responsibility

  • Your clinic lead

    One named person who knows your operation, runs the monthly review with you and takes your requests.

  • Our growth team

    Reads bookings and accepted treatment every week, picks the change most worth making and makes it, in the follow-up, the booking rules or the technology.

  • Implementation and technology

    Configures Emily, the workflows and the reporting around your clinic, connects your systems and keeps them running.

  • Your team

    Clinical care, consultations and treatment decisions, the front desk in person, and the decisions we bring to the review.

The rhythm

  1. Every dayInquiries answered and booked, follow-up sent on your rules, anything urgent flagged to your team.
  2. Every weekFollow-up and booking rules optimized on outcomes, open consultation time filled first, stalled plans picked up.
  3. Every monthA growth review with you: the biggest bottleneck chosen and changed, last month's change judged on results.

A month of improvement: one problem, through the cycle.

Illustrative clinic and figures

Implant consultations are booking well, but only 46% go ahead, against 71% for aligners. The patients who didn't proceed mostly asked about cost, then heard nothing for a week.

Acceptance by treatment · last 30 days
Aligners
71%
Bonding
64%
Implants
46%
Flagged: 9 of 14 patients who didn't proceed raised cost. Median wait for a human follow-up: 7 days.

When you need something changed

Your next growth problem shouldn't mean finding your next supplier.

Bring it to the team that already runs your engine, knows your patient journey and built your systems.

Your clinic lead
Introduced during implementation · illustrative exchange
You
We've got two implant consultation afternoons going half-empty next month. Can we do something about that?
Your clinic lead
Yes. We'll have Emily offer those slots first, contact patients with open implant plans who preferred afternoons, and show you the fill rate at the review.

What's included, and what's scoped

  1. 01
    Within the service

    Changes to Emily's conversations, booking rules, follow-up and reports inside your existing setup. Raised with your clinic lead; most are running within days.

  2. 02
    At the monthly review

    The one change most worth making, agreed with you and built, and last month's change judged on the same figures.

  3. 03
    Scoped separately

    New integrations, multi-clinic workflows or substantial new builds: scoped, priced where they fall outside the service, and agreed with you before work starts.

How the service and delivery work →

Continue reading

Technology →Pricing →Marketing add-on →

The next step

See what ApexRev would change in your clinic.

$10,000 in new revenue, or you don't pay.

Book your free strategy call