Heerio - Patient check-in system built for a therapy practice

Berthe Counselling is a boutique group psychotherapy practice serving children, adolescents, and adults. Its owner, Alex Berthe, LCSW-C, kept interrupting his pre-session routine to check whether patients had arrived.

The problem

At 20 to 30 appointments per week, each trip to the waiting room is an interruption: a break in focus, notes, and prep for the next session. Those interruptions add up. What he'd taken as just part of the job is a workflow problem—and workflow problems can be fixed.

The idea

What Alex needed was simple: a way to know when his clients arrived, so he wouldn't have to guess. He looked at what was out there—full front-desk software, patient engagement platforms. Expensive, and overkill. So he built a prototype and called it Heerio. We took it from there.

What check-in looks like now

We rebuilt Heerio from the ground up: apps for the phone and the iPad kiosk, a web app for providers, an admin panel for the practice, live arrival notifications. It runs all day without anyone babysitting it. And by design it stores nothing sensitive: no client accounts, no passwords, no health data. What does pass through—names and arrival status—is handled to HIPAA standards, so the system is fully HIPAA compliant.

• Clients check themselves in - from their phone, the iPad by the door, or a QR code. Two taps before they've even parked.
• The clinician sees arrivals live - arrivals show up on screen the moment they happen, wherever the clinician is.
• Go welcome them - no guessing, no interruptions. The clinician finishes their prep, steps out, and welcomes their client.

What actually changed

• No more guessing - a push notification with haptic vibration and sound tells Alex the moment a client arrives, like a digital doorbell
• The time between sessions came back - those pockets of uninterrupted time add up over a year, professionally and financially
• Personal and professional, separated - late arrivals and cancellations come through Heerio now, work stays off Alex's personal cell
• The arrival experience got calmer - clients feel the difference too: they love the check-in

"The best compliment I can pay Roman and his team is that I trust him." - Alex Berthe, LCSW-C, Owner, Berthe Counselling