Frequently Asked Questions - FAQ
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General Company Information
What is ApotheoSys?
What types of healthcare organizations do you work with?
What makes ApotheoSys different from other healthcare software providers?
Is ApotheoSys HIPAA compliant?
How do you ensure data security and patient privacy?
What is ApotheoSys?
ApotheoSys is a healthcare technology company dedicated to empowering hospitals with intelligent, data-driven software systems. Our name reflects the pursuit of operational excellence—offering tools that elevate healthcare delivery to its highest form.
What types of healthcare organizations do you work with?
We primarily serve hospitals and healthcare systems, but our solutions are scalable to fit the needs of smaller facilities and specialty clinics as well.
What makes ApotheoSys different from other healthcare software providers?
Our tools are grounded in clinical logic and administrative efficiency. Unlike generic solutions, ApotheoSys products are built specifically for hospital operations, integrating deeply with EHR systems and staffing workflows to deliver actionable insights in real time.
Is ApotheoSys HIPAA compliant?
Yes. ApotheoSys is fully HIPAA compliant. We maintain rigorous data protection protocols to ensure all systems meet or exceed industry standards for privacy and security.
How do you ensure data security and patient privacy?
We use end-to-end encryption, role-based access controls, and secure authentication protocols. All data is handled in compliance with HIPAA and HITECH standards. We also support secure integration with hospital IT infrastructure.
Product Information (Numeri)
What is Numeri and how does it work?
How does Numeri calculate optimal staffing levels?
Can Numeri be customized to match our hospital's unique staffing protocols?
What kinds of data does Numeri use?
Can Numeri integrate with our existing EHR system?
Does Numeri account for patient acuity or just volume?
How does Numeri help reduce staffing costs without compromising care?
What is Numeri and how does it work?
Numeri is an advanced staffing and analytics platform that calculates optimal nurse and staff levels in real-time. It analyzes variables such as patient volume, acuity, time of day, and historical patterns to help hospitals right-size their staffing and reduce operational waste.
How does Numeri calculate optimal staffing levels?
Numeri uses algorithms that incorporate patient census, acuity scores (on a 1–5 scale), shift timing, and departmental workload trends. It determines whether additional staff are needed—or if resources can be reduced—based on current demand and safety thresholds.
Can Numeri be customized to match our hospital's unique staffing protocols?
Yes. Numeri is highly configurable. You can tailor staffing thresholds, patient-to-nurse ratios, department-specific parameters, and escalation protocols to match your internal policies.
What kinds of data does Numeri use?
Numeri relies on real-time and historical data, including:
• Patient census and admission/discharge patterns
• Patient acuity levels
• Shift schedules
• Staffing rosters
• Department-specific workload metrics
Can Numeri integrate with our existing EHR system?
Yes. Numeri is designed to integrate with leading EHR platforms. We support HL7, FHIR, and API-based integrations to ensure seamless data flow and interoperability.
Does Numeri account for patient acuity or just volume?
Yes, patient acuity is a core component of Numeri’s algorithm. Staffing needs are calculated based not only on volume but also on the complexity and intensity of care each patient requires.
How does Numeri help reduce staffing costs without compromising care?
By aligning staffing levels precisely with patient demand and acuity, Numeri reduces overstaffing during low-census periods and prevents burnout by identifying understaffing during high-demand times. This balance helps lower labor costs while maintaining high-quality care.
Implementation & Integration
How long does it take to implement ApotheoSys products?
Will your software disrupt our current hospital operations during deployment?
Do you offer support for integration with third-party systems and databases?
What kind of training is provided for staff?
Is the software on-premise hosted or cloud-based?
How long does it take to implement ApotheoSys products?
Implementation varies depending on the size of your facility and integration requirements. We offer guided onboarding, training, and testing to ensure a smooth rollout.
Will your software disrupt our current hospital operations during deployment?
No. Our deployment strategy is designed to minimize disruption. We work closely with your IT and clinical leadership teams to plan implementation during low-impact windows and test systems in parallel before full activation.
Do you offer support for integration with third-party systems and databases?
Yes. We provide full integration support with EHRs, scheduling platforms, and hospital information systems (HIS). Our team will collaborate with your IT department to establish secure, real-time data connections.
What kind of training is provided for staff?
We offer comprehensive training including live onboarding sessions and role-specific tutorials. Ongoing support is also available for new staff and updates.
Is the software on-premise hosted or cloud-based?
ApotheoSys software is cloud-based by design. We've chosen a secure, cloud-only architecture to minimize security risks and reduce the burden on hospital IT departments. Cloud deployment ensures faster updates, easier scalablity, and reduced liability for hospitals by isolating sensitive data from internal networks. All data is encrypted and hosted in HIPPA-compliant environments.
Support & Maintainance
What kind of customer support do you offer?
Do you offer technical support?
Is there a service level agreement (SLA) included?
How often do you update your software?
What kind of customer support do you offer?
We provide full customer support including technical assistance, onboarding help, and clinical workflow consultation. Support is availi via phone and email.
Do you offer technical support?
We provide routine technical support and offer extended-hour support for emergency situations. Our team is available during standard business hour, and urgent issues reported outside those hours are monitored and escalated promptly to ensure critical operations are not disrupted.
Is there a service level agreement (SLA) included?
Yes. All enterprise clients receive a detailed SLA outlining system uptime, support response times, resolution windows, and data backup guarantees.
How often do you update your software?
Our software is updated regularly with new features, optimizations, and security patches. Clients are notified of major changes in advance and can test updates in sandbox environments before full deployment.
Pricing & Licensing
What is the pricing model for your software?
Are there additional costs for updates, support, or training?
Is there a free trial or demo available?
What is the pricing model for your software?
Pricing is flexible based on facility size, number of users, and modules selected. Numeri is offered as a subscription based service (SaaS).
Are there additional costs for updates, support, or training?
Standard updates and support are included in your licensing agreement. Advanced services such as custom analytics dashboards or onsite training may involve additional costs, which are outlined transparently in your contract.
Is there a free trial or demo available?
Yes. We offer live demos and limited-access sandbox environments so your team can explore the platform's functionality before committing.
Compliance & Security
How do you handle PHI (Protected Health Information)?
Are you compliant with healthcare industry regulations (e.g., HIPAA, HITECH)?
Do you conduct regular security audits or penetration tests?
Can you provide documentation for compliance purposes?
How do you handle PHI (Protected Health Information)?
We use secure protocols to store, transmit, and access PHI. All data is encrypted at rest and in transit, and access is strictly role-based. We never use PHI for non-clinical purposes.
Are you compliant with healthcare industry regulations (e.g., HIPAA, HITECH)?
Yes. ApotheoSys meets all applicable federal regulations for healthcare software, including HIPPA, HITECH, and applicable CMS standards.
Do you conduct regular security audits or penetration tests?
Yes. We conduct internal and third-party security audits to ensure our systems remain secure against emerging threats.
Can you provide documentation for compliance purposes?
Absolutely. We provide full compliance documentation including audit logs, security certifications, and data handling policies upon request.
Future Development & Feedback
Can we request new features or product customizations?
What’s your roadmap for upcoming features or modules?
How do you incorporate customer feedback into product development?
Can we request new features or product customizations?
Yes. We welcome customer input and prioritize features that improve usability or clinical outcomes. Custom features can also be developed as part of larger scale packages.
What’s your roadmap for upcoming features or modules?
We are currently working to develop enhancements to Numeri, including predictive analytics, enhanced shift optimization, and optimized mobile interfaces.
How do you incorporate customer feedback into product development?
We hold regular feedback sessions, user surveys, and beta testing opportunites. Your feedback directly informs our product development priorities.