Apex TRT

About Apex TRT

Apex TRT is a men's health clinic based in Melbourne that works through telehealth. Its services cover hormone health, injury repair and recovery, weight management and sexual health. Its website runs on HubSpot at www.apextrt.com.au, and patients and clinic staff each work in their own portal over the same HubSpot record.

The problem

The old site was WordPress built with a page builder, and it showed: template leftovers throughout, and a pre-screening form that ended in a generic "you may be eligible" with nothing behind it. There was no booking system and no follow-up behind the form. Leads, patient details, blood results and scripts were split across separate systems and a spreadsheet, so nobody could see where a patient was up to without asking around. The clinic wanted a site that captured interest properly and a clinical workflow that carried each patient from assessment to treatment in one place.

How we approached it

We made HubSpot the record of truth for everything: the contact, a Patient journey pipeline, and custom objects for prescriptions, lab reports, clinical alerts, review questionnaires and referrals. The website, a big and imagery-led standalone HubSpot theme signed off by the clinic before the full build, feeds that record through a medical assessment. Two portals sit on top as one app hosted in Sydney: one for patients and one for staff, kept on separate addresses so a patient is never sent to the internal tool. Staff move a patient forward in their portal and HubSpot updates as they go, so nobody drags deals between stages by hand.

What we built

• 30 pages on a field-driven HubSpot theme in the Australian data centre, live on www.apextrt.com.au, that the clinic's team edits without a developer
• A 14-step medical assessment with conditional questions that creates the HubSpot contact and a Patient journey deal at the details step, and takes blood report uploads as private files
• Every completed assessment turned into a PDF and emailed to the clinic in under a second, triggered by a HubSpot app webhook
• The clinical record in HubSpot: a 10-stage Patient journey pipeline, a Blood test orders pipeline and five custom objects
• A patient portal showing plan, scripts, appointments, payments, blood results and care-team messages, with pay-first booking through HubSpot payment links
• A staff portal for doctors, nurses, reviewers, admin and pharmacy (Today, blood orders board, follow-ups, review queue and governance checks), with every sign-in protected by an authenticator code

What changed

Apex went from a page-builder site with no booking and no follow-up to one HubSpot record behind the website, the assessment and both portals. A completed assessment creates the patient's journey deal and reaches the clinic as a PDF in under a second. When a reviewer approves a patient's bloods, the patient's Home screen changes to booking their doctor consultation and an email goes out, with no one updating HubSpot by hand. Every patient email is checked for the staff address before it sends, so patients only ever land in their own portal.