Built by a multi-branch aesthetic clinic owner. For med spas & aesthetics clinics.

Catch every lead. Before they book somewhere else.

I run multiple aesthetic clinics myself. We kept losing inbound that the front desk could not catch fast enough, so I built Apex to fix it. Med spas lose more than $100,000 per year in revenue to missed calls and slow follow-ups. Apex pulls every missed call, Meta ad form, and website form into one inbox from Day 1. AI replies in under 60 seconds with treatment-specific copy and books the appointment. Instagram DM and voicemail roll in within 30 days.

See packages → How it works
INBOUND ANYWHEREMissed call, Meta ad, web form on Day 1. DM, voicemail by Day 30.
→
AI REPLY <60sTreatment-specific copy
→
APPOINTMENT BOOKEDInto your booking system
The leak

The cost of a slow inbox

Your DMs go unanswered for hours. Calls come in when you're with patients. Meta ad form leads sit in an inbox until end of day. By then they've already booked somewhere else. None of it is a staff problem. All of it is a systems problem.

$100k+
lost per clinic per year
to missed calls and slow follow-ups across channels
80%
drop in conversion
if you don't reply inside the 5-minute window
$4k+
lifetime value
lost per patient who came once and was never followed up
What we build

The cross-channel leak inbox

Booking software already books. AI receptionists already answer the phone. Apex stitches the leak between them. Plugs into Jane App, Mindbody, Vagaro, Zenoti, Mangomint, Boulevard, GlossGenius, or any booking system you already use.

✓

One inbox for every channel

Every missed call, Meta ad form, and website form lands in one place from Day 1. Instagram DM and voicemail integrations roll in within 30 days as soon as your channel access is verified. No more checking five tabs to find the leads you missed yesterday.

✓

AI reply in under 60 seconds

The moment a lead lands, an AI sends a personalised reply within 60 seconds, day or night. The 5-minute window stays closed.

✓

Treatment-specific copy

Replies name the actual treatment they asked about (injectables, laser, skin, body), not a generic "we got your message". You approve the voice before anything goes live.

✓

Books the appointment

The AI proposes real available times from your booking system and locks in the slot before the lead shops around. The booking arrives in your calendar like any other.

Also included
✓  24h + 2h appointment reminders
✓  90 / 180 / 365 day lapsed patient reactivation
✓  Post-visit Google review collection
✓  Live dashboard with one-click pause
Pricing

Two plans. One monthly retainer.

Month-to-month. No lock-in. A one-time $1,500 setup fee covers channel connections, AI training on your treatments, testing, and go-live. Billed once before we build.

Starter
$599/mo
Cross-channel inbox. Live in under a week.
  • Every lead channel in one inbox (Instagram DM, voicemail, missed call, Meta ad form, website form)
  • AI reply in under 60 seconds, named by treatment and written in your clinic's tone
  • Pushes the appointment into your existing booking software
  • Live dashboard with one-click pause
  • Monthly tune-up and performance report
Start with Starter →
Growth
$1,200/mo
Full retention engine. Built for clinics scaling fast.
  • Everything in Starter
  • Lapsed patient reactivation (90, 180, and 365-day sequences)
  • Post-visit Google review collection automation
  • Multi-channel expansion as your clinic grows
  • Priority support with same-day turnaround
Start with Growth →

One-time setup fee: $1,500. Month-to-month after that. Cancel anytime.

How it works

Four steps. No calls required.

Apex is built for clinic owners who don't have time for a sales process. Everything happens async.

1

You send a short voice note or Loom

Five minutes walking us through how leads reach you today: Instagram DM, missed call, Meta ad form, website form, the inbox your front desk watches. That's the entire onboarding.

2

We connect your channels

Within 7 to 10 days we wire every channel you named into one inbox so no lead falls through the cracks. Instagram DMs, voicemail-as-SMS on missed calls, Meta ad form, website form, anything else you forward us.

3

We train the AI on your treatments

The replies are written in your voice and specific to your menu: Botox, lip filler, RF microneedling, weight loss, whatever you offer. You approve 3 example replies before anything goes live.

4

We go live, you watch

Every lead and every reply lands on a dashboard you can open in 10 seconds. One-click pause if anything looks off. Books the appointment straight into your booking software so your front desk only sees confirmed bookings.

Common questions

FAQ

Do I need to use a specific booking system?
No. We work with whatever you already use. Jane App, Mindbody, Vagaro, Zenoti, Mangomint, Boulevard, GlossGenius, SimplyBook, Aesthetic Record, or anything else. If you're not sure, message us and we'll confirm before you commit.
What channels does Apex cover?
Instagram DM, voicemail and missed-call SMS, Meta ad lead forms, website enquiry forms, and any inbox you forward to us. The point of Apex is one place where every channel lands so nothing slips between them.
Does it replace my booking software?
No. Apex sits on top of whatever you already use. Once the AI reply confirms the appointment it pushes straight into Jane App, Mindbody, Vagaro, Mangomint, Boulevard, or wherever your calendar already lives. The booking stack does not have to change.
Are you HIPAA-compliant?
Here is the honest answer. Apex handles first-touch lead replies and booking only, so the data flowing through it is a name, contact details, the treatment someone asked about, and the booking time. No clinical notes, no diagnoses, no medical history. Our default stack is built for that non-PHI flow, and on the default plan we do not sign a BAA. If your clinic needs PHI inside an automated flow, we build a HIPAA-eligible version as a custom add-on, quoted separately, which includes a BAA and HIPAA-eligible providers end to end. For reference, the HIPAA bar in this market sits around the $245 a month Mangomint charges, which is the most cited HIPAA-validated booking platform in aesthetics. We will never quietly route patient health data through the default stack.
Do I need any technical knowledge?
None at all. We build it, test it, and record a plain-English walkthrough video so anyone on your team can understand how it works.
How does the AI reply know what to say?
Before going live, you approve 3 example replies. The system learns your clinic's voice from those, then drafts every reply in that style. You can adjust or pause anytime.
What if a patient replies "STOP"?
The system automatically respects opt-outs. Anything the AI is not confident about gets handed to your team instead of guessing.
Can I cancel?
The $1,500 setup fee is billed once before we build. Your monthly plan is month-to-month with no contract. Cancel with 30 days notice, no questions asked.
Get started

Ready to stop losing revenue?

Send us a short voice note or Loom of your current patient follow-up process and we'll get back within 24 hours with a recommended package.

Email hello@apexhq.agency →