Industries / Healthcare Organizations & Networks
Enterprise healthcare marketing, patient access, and automation infrastructureEvery location. One patient access system.
FXXK Agency builds the marketing, patient access, automation, and reporting systems that help healthcare organizations grow service lines, coordinate every location, and see enterprise performance on one standard.
- Healthcare organizations
- Healthcare groups
- Healthcare service providers
- Healthcare networks
- Multi-location healthcare operators
Patient access layer
One connected system- 01Service line and location pagesEvery location, provider, and service line on one maintainable website system.
- 02Central access centerCalls, forms, and booking requests routed to the right location and team.
- 03Scheduling and EHR handoffAppointment requests passed to the systems your IT team already approves.
- 04Reputation and follow-upReview requests and patient communication on approved templates.
- 05Enterprise reportingInquiries, booked appointments, and channel cost by service line and location.
Healthcare: the operating reality
Growth across locations exposes every gap in patient access.
Healthcare organizations grow by adding locations, providers, and service lines. Each addition often brings its own website, phone tree, scheduling rules, and marketing vendor, and leadership loses sight of where patients come from and where they drop away.
- 01
A fragmented web presence across locations
Acquired and newly opened locations keep separate websites, listings, and provider pages, so patients find outdated information and the organization competes with itself in search.
In practice · A group of orthopedic and imaging centers runs four websites from three vendors, with provider bios that differ on each one.
- 02
Patient inquiries lost between channels
Calls, web forms, chat, and booking requests land in different queues with no shared owner, and nobody can say how many inquiries never became an appointment.
In practice · After-hours appointment requests sit in a shared inbox until a location coordinator opens it the next afternoon.
- 03
An access center without the right tools
Central scheduling teams work across several systems and location rules, so call handling slows down and routing depends on what each agent remembers.
In practice · Agents keep a spreadsheet of which providers accept which visit types at which clinic, updated whenever someone has time.
- 04
No enterprise view of patient acquisition
Marketing reports clicks and calls, operations reports visits, and finance reports revenue, each on different definitions, so budget follows opinion rather than evidence.
In practice · Leadership cannot see cost per booked new patient by service line because no system connects the ad, the call, and the appointment.
- 05
Privacy risk inside the marketing stack
Tracking pixels, chat widgets, and form tools added over the years can send sensitive information to third parties, and few teams have an inventory of what runs where.
In practice · A former vendor’s advertising pixel still loads on the patient portal login page and the appointment request confirmation.
- 06
Manual administrative work at every site
Referral intake, reminders, paperwork follow-up, and reporting are retyped between systems at each location, which caps how far the organization can grow without adding staff.
In practice · Referral coordinators re-key faxed referrals into the scheduling system and then email the referring office by hand.
The Full Overhaul
Six pillars. One connected system.
The six pillars, applied at the organization level: one standard for websites, tracking, routing, and reporting, with room for each location and service line to reach its own community.
- 01Digital Infrastructure
A multi-location website system for every service line
One component system and content model for locations, providers, and service lines, so a new clinic or specialty launches on the standard instead of a new vendor build.
- Location, provider, and service line pages generated from structured data
- Accessibility planned against WCAG from the first template
- Consent and tracking standard agreed with your privacy officer
- Domains, hosting, and access consolidated under the organization
- 02Customer Acquisition
Patient acquisition funnels by service line
Search, paid media, and content planned around the service lines leadership wants to grow, with every campaign landing on a page and a booking path built for it.
- Service line and location visibility in search and AI answers
- Paid search within healthcare advertising policies
- Landing experiences for priority service lines
- Reputation management across every location
- 03AI and Automation
Administrative workflow automation
Automations for the repeated work between an inquiry and an appointment: routing, reminders, referral intake, and status updates, designed with your compliance team before anything touches patient data.
- Inquiry routing by location, service line, and visit type
- Referral intake and status notifications to referring offices
- Reminder and follow-up workflows on approved templates
- Automated operational summaries for location leaders
- 04Custom Software and CRM
Access center tools and scheduling integrations
Custom tools for central access teams and integrations with the scheduling and EHR systems you already run, through interfaces your IT team approves.
- Access center workspace with routing rules and location data
- Scheduling integrations through vendor-approved interfaces
- CRM design for inquiries and referrals, kept separate from clinical records
- One provider and location directory as the source of truth
- 05Operations and Business Intelligence
Operational reporting dashboards
Inquiries, booked appointments, access center performance, and acquisition cost reported by service line, location, and channel, on definitions leadership agrees to.
- Enterprise and location-level operating dashboards
- Standard definitions for inquiry, booked appointment, and new patient
- Channel attribution that keeps protected health information out
- Monthly reporting extracts for leadership and boards
- 06Ongoing Growth and Optimization
Ongoing growth for new locations and service lines
Fractional CMO leadership and a standing team that onboard each new location to the standard, run campaigns, and review performance with operations and marketing leaders.
- New location and acquired practice onboarding
- Quarterly service line growth reviews
- Testing of pages, routing, and campaigns
- Tracking and vendor reviews with your privacy officer
Custom software and AI
Patient access technology for the whole organization, not just websites.
The work that changes patient access sits between the first search and the scheduled visit. These are the kinds of systems we design and build for healthcare organizations, scoped with your IT, privacy, and operations leaders.
- Portal
Central access center workspace
One screen for agents with location hours, provider availability rules, visit types, and routing scripts, so callers reach the right appointment without being transferred around.
- Workflow
Patient inquiry routing
Calls, forms, and booking requests routed by location, service line, and visit type to the team that owns them, with escalation when a request waits too long.
- Integration
Scheduling and EHR integration
Appointment requests and availability exchanged with your scheduling or EHR platform through vendor-approved interfaces, under a business associate agreement wherever PHI is involved.
- Automation
Referral intake automation
Incoming referrals logged, matched to the right location and specialty, and tracked through to scheduled, with status updates sent back to referring offices.
- Dashboard
Enterprise operations dashboard
Inquiry volume, speed to answer, booked appointments, and acquisition cost by service line, location, and channel, refreshed from connected systems instead of emailed reports.
- AI system
AI-assisted inquiry summaries
Non-clinical inquiries summarized and categorized for the access team, with staff reviewing every message and AI never answering clinical questions.
Integrates with the systems you already run
- Epic, Oracle Health, and other EHR platforms through approved interfaces
- athenahealth, eClinicalWorks, and NextGen Healthcare
- Salesforce Health Cloud and HubSpot
- Contact center and phone platforms
- Online scheduling and patient intake tools
- Review and reputation platforms
- Google Business Profile across locations
- Data warehouses and BI tools
Examples of platforms integration plans account for, not partnerships or endorsements. What each connection can do depends on the platform’s interfaces and your plan.
AI with human review
AI never gives medical advice, triages symptoms, makes scheduling decisions that depend on clinical judgment, or responds to patients outside approved templates. Clinical, privacy, and compliance leaders sign off on anything that touches patient care or patient data.
AI and workflow automationCustomer acquisition
Patient acquisition that leadership can trace to booked appointments.
Each location still needs patients from its own community. The organization-level difference is a shared standard, so every service line and location is measured the same way and budget moves to what works.
The objective every channel serves
Grow booked new patient appointments in priority service lines and locations at a known acquisition cost, measured without sending protected health information to advertising platforms.
- SEO and AEO
- Location, provider, and service line visibility in search and AI answers, built on structured data from one directory.
- Google Ads
- High-intent search for priority service lines, within Google’s healthcare and personalized advertising policies.
- Local search and listings
- Google Business Profile and directory listings managed for every location, so hours, providers, and services match the website.
- Reputation management
- Review requests sent on approved templates after visits, with responses that never confirm someone is a patient.
- Content production
- Provider introductions, service line explainers, and location videos reviewed by your clinical and compliance teams.
- Email and patient communication
- Newsletters and service announcements for people who opted in, kept separate from clinical messaging.
Measured as one funnel
- 01Search in each location’s community
- 02Inquiry or booking request
- 03Routed to the right location
- 04Booked appointment
- 05Enterprise reporting
Tracking is verified before spend starts, so every stage is counted from connected data rather than estimated.
Operations transformation
From separate clinics to one patient access system.
The overhaul changes what happens between a patient’s first search and a scheduled visit, so adding a location extends the system instead of adding another set of workarounds.
Today: fragmented workflow
- Each location keeps its own website, listings, and vendors
- Calls and forms land in separate inboxes and queues
- Access center agents check spreadsheets for routing rules
- Referrals are re-keyed and tracked by hand
- Marketing, operations, and finance report different numbers
After: integrated infrastructure
- Every location runs on one website and listing standard
- Every inquiry is captured and routed to the team that owns it
- Agents work from one workspace with current location data
- Referrals are logged and tracked from receipt to scheduled
- Leadership sees one dashboard on agreed definitions
Patient privacy is designed in, not added later.
- We plan around your privacy and compliance officers’ requirements. FXXK Agency does not claim HIPAA certification, and no website, tool, or vendor is compliant on its own.
- Where a system we build or operate would create, receive, maintain, or transmit protected health information, that work starts only after a business associate agreement is in place, using vendors that will sign one.
- No third-party advertising or analytics pixels on patient portals, authenticated pages, or scheduling and intake flows. Tracking on public pages is configured with your privacy officer, often server side, with health-related details removed.
- Marketing and inquiry forms never collect health information: no symptoms, conditions, medications, or insurance member numbers. Clinical details stay in your EHR and patient portal.
- Campaigns follow Google and Meta healthcare advertising policies, which restrict targeting and remarketing based on health conditions, and some service categories require certification before ads can run.
- State consumer health data and privacy laws are reviewed with your counsel before tracking, consent, or messaging changes go live.
- Content, provider claims, and review responses are approved by your clinical and compliance teams. We never promise clinical outcomes or publish testimonials patients did not give.
Custom overhaul roadmap
Six phases. Scoped to your business.
Every engagement follows the same discipline. Scope, schedule, and deliverables are customized to each business after discovery, and each phase is accepted before the next one starts.
- 1
Discovery and Enterprise Audit
Interviews with leadership and the people doing the work, a review of every system and data source, and a baseline of how the business acquires, serves, and reports today.
For healthcare · Inventory of every location’s website, listings, phone paths, scheduling tools, and tracking scripts, plus service line growth targets.
- 2
Infrastructure Architecture
The target architecture: which system owns each record, how data moves between them, what is built, what is integrated, and what stays as it is.
For healthcare · The patient access architecture: which system owns each record, where PHI may and may not flow, and the tracking standard your privacy officer approves.
- 3
Development and Integration
Websites, portals, CRM configuration, automations, and integrations built in phases, tested against real records, and released without stopping daily operations.
For healthcare · Website system, routing, and integrations built in phases, starting with one region or service line and released without interrupting scheduling.
- 4
Marketing Deployment
Search, paid acquisition, content, and lifecycle campaigns launched on top of tracking that was verified before the first dollar is spent.
For healthcare · Service line campaigns launched location by location on tracking verified to exclude health information.
- 5
Measurement and Optimization
Dashboards on agreed definitions, regular reviews against the baseline, and changes made where the data shows the system can do better.
For healthcare · Enterprise dashboards reviewed with marketing, operations, and access center leaders against the baseline.
- 6
Expansion and Scaling
New locations, brands, markets, acquisitions, or service lines added to the same infrastructure instead of rebuilt from scratch.
For healthcare · New locations, providers, and acquired practices onboarded to the same standard.
Investment and engagement
A serious engagement, built to last.
The Full Overhaul is an implementation partnership, not a campaign retainer. Every program is scoped from an audit of your business and priced per phase.
Enterprise program
- Strategic transformation programs
- From $150,000
- Comprehensive enterprise overhauls
- Typically $300,000 to $500,000+
These are FXXK Agency’s published engagement targets for enterprise programs, set after discovery. They are not fixed packages, past deal values, or guaranteed outcomes. Wider scope, more entities, or more integrations can take a program past $500,000.
Scoped and approved separately
- Advertising spend. Paid to the platforms directly and approved by you. Management of campaigns is a service; the media budget is yours.
- Software licenses. Your CRM, ERP, field service, inventory, or document tools, and any new subscriptions the plan recommends.
- Hosting and infrastructure. Production hosting, databases, storage, backups, and monitoring, sized from your real usage.
- AI usage. Model and processing charges from AI providers, which rise and fall with the volume of documents and requests.
- Continuing services. Support, maintenance, content production, and campaign management after launch, scoped as an ongoing engagement.
Customized project scope
Scope is set by the audit, not a package. Some programs start with one division, region, or workflow.
Enterprise-level implementation
Architecture, permissions, integrations, testing, and documentation planned the way your IT, finance, and operations leaders expect.
Long-term infrastructure
Systems you own and can extend, built around your records rather than rented campaign tactics.
Ongoing optimization
Measurement, campaign management, content, and software support continue after launch as an agreed engagement.
Strategic alignment
Every phase is tied to an objective leadership has agreed to measure, with a named owner on both sides.
The business case
For a healthcare organization, the business case sits in patient access: inquiries that no longer go unanswered, access center time recovered from manual lookups, vendors consolidated across locations, and marketing spend tied to booked appointments. The audit quantifies each from your organization’s own data.
We do not publish projected returns or guaranteed results. The audit builds the case from your numbers, and you decide whether it clears your bar.
The strongest fit
- Several locations, service lines, or acquired practices
- A central access center, or plans to build one
- Separate websites and marketing vendors by location
- Leadership that wants acquisition cost by service line
- A privacy or compliance officer who will take part in the work
- Growth plans that include new locations or specialties
Smaller or focused work is still welcome through the standard project inquiry.
Healthcare questions
Questions leaders ask before an overhaul.
What does enterprise healthcare marketing include for a multi-location organization?
It covers the whole path from search to booked appointment: a multi-location website system, service line and location campaigns, listings and reputation management, inquiry routing, access center tools, scheduling integrations, and dashboards by service line and location. Each location keeps its local presence while leadership gets one standard and one view.
Can you integrate with our EHR, scheduling, and contact center systems?
We integrate through the interfaces your vendors support and your IT team approves, such as scheduling APIs, interface engines, or contact center connectors. Discovery confirms what each system allows before anything is designed. Any integration that involves PHI happens only under a business associate agreement.
How do you handle HIPAA and tracking pixels on healthcare websites?
We start with an inventory of every script, pixel, chat widget, and form tool on your properties. Advertising and analytics pixels are kept off patient portals, authenticated pages, and scheduling flows, and public-page tracking is configured with your privacy officer so health information does not reach third parties. We plan around your compliance requirements rather than claiming certification.
How can AI automation help a healthcare access center?
AI is used for administrative work: summarizing non-clinical inquiries, categorizing requests by location and service line, drafting routine responses for staff approval, and producing operating summaries. It never gives medical advice, triages symptoms, or makes decisions that require clinical judgment, and patient-facing use is approved by your compliance team.
Will implementation disrupt scheduling or patient care at our locations?
Changes are released in phases, usually one region or service line at a time, and tested against real workflows before go-live. Existing phone paths, forms, and scheduling tools keep running until the replacement is verified, and releases are planned around clinic hours and access center peaks.
What reporting does leadership get across locations and service lines?
Dashboards for inquiries, speed to answer, booked appointments, and acquisition cost by service line, location, and channel, on definitions agreed in discovery. Reporting is built so that protected health information is not sent to advertising or analytics platforms.
How is a healthcare organization engagement scoped?
Most programs start with one region, one service line, or one shared function such as the access center or the website system. The audit sets the architecture and a phased plan for the rest of the organization, priced per phase. Single practices are usually a better fit for our medical practice program.
Enterprise application
Your organization’s next stage of growth starts with patient access.
Tell us about your locations, service lines, and the systems involved. Lucas reviews every application before a reply, and the first conversation covers fit, growth priorities, and where an audit should start. Please share business information only, never patient information.
- 01ApplyName, company, and business email are required. The rest helps us prepare.
- 02Executive conversationFit, priorities, decision makers, and where growth is blocked.
- 03Enterprise auditThe formal basis for the architecture, roadmap, and investment.
Your application reaches Lucas directly and is used only to respond. Please do not include confidential, financial, legal, or health information. Prefer to talk first? Book a call or email contact@fxxkagency.com. Read the privacy policy.