Frequently Asked Questions
Getting started
What is Heerio?
A simple client check-in and provider notification system. Clients let you know they've arrived, and you're notified on your phone, watch, or dashboard.
Who is it for?
Any office where clients arrive for appointments: therapists and counselors, chiropractors, physical therapists, massage therapists, acupuncturists, dietitians and nutritionists, attorneys, accountants, salons and barbershops, tutoring centers, and more. Solo or group, one location or many.
How much does it cost?
Founding member pricing starts at $4.99 a month for your first 6 months ($9.99 a month after that). Every practice gets a 30-day free trial, no credit card required.
How long does setup take?
5 minutes max, often much less.
Can I cancel anytime?
Yes. Cancel anytime, no charge the following month, unless you bought the yearly plan.
How check-in works
How do clients check in?
Three ways: scan your office's QR code with their phone camera, use the Heerio for Clients app, or tap in on a tablet in your waiting room.
Do clients need to download an app?
No. Scanning the QR code opens check-in right in their phone's browser, and a waiting-room tablet means no download at all. The Heerio for Clients app is there for clients who prefer it.
Does Heerio work on iPhone and Android?
Yes. The Heerio Hub app (for you and your team) and the Heerio for Clients app are available on both iOS and Android.
Can I put a tablet in my waiting room?
Yes. An iPad or Android tablet works as a check-in kiosk.
How do I lock my tablet so clients can only use Heerio?
iPad (Guided Access)
- Go to Settings > Accessibility > Guided Access, and turn it on.
- Tap Passcode Settings > Set Guided Access Passcode.
- Open Heerio, triple-click the top button (or Home button on older iPads), and tap Start.
- To exit, triple-click again, enter your passcode, and tap End.
Android tablet (App pinning)
- Go to Settings > Security (on some tablets: Security & privacy > More security settings) > App pinning, and turn it on. Also turn on "Ask for PIN before unpinning."
- Open Heerio, open your Recent apps screen, tap the Heerio icon at the top of its window, and tap Pin.
- To unpin, swipe up and hold (or hold Back and Recent apps together), then enter your PIN.
Menu names vary slightly by tablet brand.
Tip: Keep the tablet plugged in and set the screen to stay on (iPad: Settings > Display & Brightness > Auto-Lock > Never).
Notifications
How will I know my client has arrived?
You get a push notification on your phone through the Heerio Hub app. If you have the Heerio dashboard open on your computer, you'll also see them appear in your waiting room there.
Will my Apple Watch alert me?
Yes. If Heerio Hub notifications are on for your iPhone, they appear on your Apple Watch too.
What if a push notification doesn't go through?
You'll get an email instead, as long as you've added your email to your profile during setup. That way an arrival never slips through.
What do notifications say?
They're intentionally generic, like "New arrival at your practice." No names, initials, or client details appear on your lock screen or watch.
Privacy and security
Is Heerio HIPAA compliant?
Yes.
Do you sign a Business Associate Agreement (BAA)?
Yes, BAAs are available for practices that need them.
What information does Heerio collect from clients?
Only initials (never full names), the check-in type, the time, and which provider they're seeing. No dates of birth, diagnoses, insurance, or clinical information.
What happens to check-in information?
Active check-ins are cleared by the provider once the client is seen. Check-in history (initials and times) is kept while your account is active and deleted if you close your account.
Fit with your practice
Do I still need a receptionist?
That's up to you. Heerio lets you run your office without one, and it works great alongside a receptionist too. Clients can check in discreetly without announcing themselves at the front desk, and your receptionist is free to focus on everything else.
Does Heerio replace my scheduling software?
No. Heerio works alongside it. Your scheduler tells you who's booked; Heerio tells you who's actually here.
Does Heerio integrate with my EHR or scheduling software?
Not yet, but it's on our radar for down the road.