The Clinic Autopilot System
A fully booked clinic
that runs itself.
Your website should be filling your schedule, following up with patients, and handling admin. Right now, it does none of that. We fix it.
The problem
Every clinic loses money in the same three places.
Leads slip away.
Messages, DMs, and missed calls arrive outside business hours and go cold before anyone can respond.
Appointments evaporate.
No-shows and last-minute cancellations create empty slots that never get refilled.
Clients quietly drift.
Happy visitors never leave reviews, never get asked back, and disappear without you noticing.
None of this is a service problem. Your clinic is good at what it does. This is an administrative problem, and it is costing you bookings every single day.
This week’s schedule
Mon
Tue
Wed
Thu
Fri
Empty slots = lost revenue. Every week.
The solution
One website. Three systems. Zero admin.
Apella builds a complete operating system for your clinic. A premium website out front, and three automation systems behind it that handle the work of a full front desk team. Every lead, every appointment, every follow-up. Handled, around the clock, without you.
Get them in.
Every lead captured and booked, around the clock.
Keep them in.
Reminders and waitlists eliminate empty slots before you notice them.
Get more out of them.
Reviews, rebooking, and loyalty. Automated after every appointment.
That is every dollar your clinic is leaving on the table right now, and that is exactly what the system is built to fix.
What you get
Every lead channel, appointment, and client handled automatically.
The 24-Hour Storefront
Your always-open front door.
- Custom design built specifically for your clinic
- Optimised for Google local search and AI search
- Lighthouse score of 90 or higher
- Ongoing hosting, maintenance, and updates
- Live in 24 hours
The Sleepless Front Desk
Every lead answered and booked, without you.
- Website chat, 24/7: answers questions, books calls
- Contact form submissions, instantly qualified and routed
- Instagram and Facebook message replies under 60 seconds
- Missed call recovery via instant SMS with a booking link
- Direct booking into your live calendar
- Pre-visit intake forms filled out before the appointment
The No-Show Eliminator
Empty slots disappear. Period.
- 48-hour appointment reminders via SMS and email
- 2-hour reminders with confirmation reply
- Instant cancellation and no-show detection
- Automatic waitlist outreach with a first-come booking link
- Seamless slot backfill, hands-off
The Loyalty Loop
Clients stay yours, come back more often, and bring their reviews.
- Post-visit check-in the next day
- Google review requests after completed appointments
- Negative sentiment flagged privately before it goes public
- On-brand replies to every incoming Google review
- Rebooking prompts at the right clinical interval
- Win-back sequences for clients past their return window
- Birthday and anniversary messages with a personalised offer
Depending on your clinic, we’ll include additional systems at no extra cost. Ask on the demo call.
What it’s worth
The honest math
There are two ways clinic owners usually try to fix this.
Option one: stitch the tools together yourself. Chat widgets, booking software, SMS reminders, review request tools, waitlist platforms, CRM. Priced separately, the functional equivalent of this system runs over $5,900 a month in subscriptions, and you still need someone to configure and maintain all of it.
Option two: hire someone. A part-time receptionist in Toronto runs around $2,500 a month, loaded. They work set hours. They miss the 9pm Instagram message. They take vacation. They quit.
Monthly cost comparison
Chat widget, booking software, SMS reminders, review tools, CRM, priced separately. You configure and maintain all of it.
Business hours only. Misses the 9pm message. Takes vacation. Quits.
24/7. Fully managed. Zero time from you. Hosting, maintenance, everything included.
The price
What it costs
No per-user fees. No tiers. No upsells.
Setup, one time
$2,500
paid at start of build
- Custom website build
- All four automations configured
- Full onboarding and launch
- Live within 24 hours
Monthly retainer
$1,200
starts after first real booking
- Hosting and maintenance
- All automations running
- Ongoing improvements
- Support, forever
You do not pay the monthly retainer until the system is working for you. See the guarantee below.
The guarantee
You don’t pay
until it works.
We build the system. We turn it on. You don’t pay the monthly retainer until a real client has moved through the system end to end: captured, booked, and confirmed.
If that doesn’t happen within 30 days of going live, month one is free and we keep working until it does.
We are only paid when the system is working for you.
How it works
From walk-in to full schedule in under a week.
We meet.
One short conversation. We learn your services, your pricing, your voice. You don't need to prepare anything.
Your website goes live.
A custom website, built for your clinic, live within 24 hours of onboarding.
The system activates.
Every automation turns on, one by one. By the end of the week, your Sleepless Front Desk is live, reminders are firing, and reviews are being requested.
Your first client.
A real booking comes through the system end to end. That is the moment the monthly retainer starts. Not before.
We meet.
One short conversation. We learn your services, your pricing, your voice. You don't need to prepare anything.
Your website goes live.
A custom website, built for your clinic, live within 24 hours of onboarding.
The system activates.
Every automation turns on, one by one. By the end of the week, your Sleepless Front Desk is live, reminders are firing, and reviews are being requested.
Your first client.
A real booking comes through the system end to end. That is the moment the monthly retainer starts. Not before.
Step 4 is when your $1,200/month begins. Not before. That is the guarantee.
The next step
Three new clinics a month. That’s it.
Taken
Taken
Open
We onboard a maximum of three new clinics each month. Every build is custom, every system is monitored through its first 30 days, and quality is the only thing that matters here.
New onboardings start on the first Monday of each month. Spots are confirmed by the Friday prior.
Book a demo with us to find out when your own Clinic Autopilot System can go live.
Book a demo.
Thirty minutes. We’ll walk you through the system, show you a mock of your clinic’s new site, and answer every question you have.
No pressure, no contract, no commitment until you see it work.
Have questions before you book? Send us a message and we’ll respond within 24 hours.