⚕️ Medical & Wellness
Your practice.
Running without you — and without the phone tag.
Hermes runs your PT clinic, dental office, or medspa 24/7 — handling patient intake, appointment coordination, insurance verification, and recall follow-up — without a single call to your front desk.
✓ Works with Jane App, Dentrix, Open Dental, CareCloud ✓ Insurance verification before every visit ✓ Private — patient data never leaves your server
22 min
new patient intake time saved per visit
18%
no-show rate with automated reminders
3.4 days
avg authorization delay without automation
1–2 wks
typical full deployment timeline
The Problem
Running a medical or wellness practice means drowning in coordination
Every missed call is a patient who books elsewhere. Every intake form filled wrong is a delayed start. Hermes handles the administrative load so your clinical team stays focused on care.
22 min
average new patient intake time without digital automation
Intake paperwork eating morning throughput
Hermes collects all forms digitally before the first visit. Patients show up with records complete and verified — your front desk collects vitals instead of chasing signatures.
18%
average no-show rate without automated confirmation
Lost appointment slots from no-shows
Automatic text confirmations and reminders 24 hours and 2 hours before every appointment. Most no-shows disappear once you eliminate the "I forgot" excuse.
3.4 days
average delay when prior auth is handled manually
Insurance authorization delays killing patient flow
Hermes triggers authorization workflows at the point of booking — not after the patient is already scheduled. Most auths can be resolved before the first visit.
40%
of inactive PT/wellness patients never return — mostly from lack of follow-up
Recall patients falling through the cracks
Hermes tracks care plans and sends automated recall messages at the clinically right moment. Your best opportunity to re-engage patients is the gap after their last visit.
67%
of patient service requests happen outside business hours
After-hours inquiries going unanswered
Hermes runs 24/7. Patients get immediate acknowledgment and triage. You get a priority alert with all the details so your team follows up ready to help.
What Hermes Does
Six operations that run without a front desk call
Each one is a task that eats your staff's day but doesn't improve patient outcomes. Hermes handles the coordination so your team handles the care.
📋
Digital Intake & Form Collection
Hermes collects all intake documents digitally before the first visit — insurance cards, consent forms, health history, and HIPAA acknowledgments — so the front desk opens to complete records.
""Hi, I'm scheduled for Tuesday at 2pm" → Hermes confirms the appointment, sends the right forms, collects insurance info, and flags if the patient hasn't signed consent yet."
📅
Appointment Booking & Confirmation
Hermes manages your calendar across your full team — booking new patients, confirming existing appointments, handling rescheduling requests — by text, web form, or voice.
""Do you have anything Thursday afternoon?" → Hermes checks availability in real time, proposes slots, and books without a back-and-forth phone call."
✅
Insurance Eligibility Verification
Before every visit, Hermes runs eligibility checks and flags coverage gaps — copay issues, authorization requirements, out-of-network status — so your front desk can address it before the patient arrives.
"Appointment at 9am Tuesday → Monday night: "We noticed your plan requires prior auth for PT. Should we help get that started?""
🔔
Recall & Reactivation Reminders
Hermes tracks treatment plans and automatically sends recall messages at the clinically appropriate interval — 6-week check-ins, annual physical reminders, membership renewals — turning dormant patients into active ones.
""Your last PT session was 5 weeks ago. Most patients see best results with sessions every 1–2 weeks. Want to book your next visit?""
💳
Outstanding Balance & Payment Follow-Up
Outstanding balances and payment plan reminders go out automatically — with the right tone, at the right time. Hermes handles the follow-up without your billing team having to make call after call.
""Your account has a balance of $140 from your last visit. Would you like to set up a payment plan or pay by card over the phone?""
📞
After-Hours Patient Messaging
When a patient calls or texts after hours — to book, reschedule, or ask a question — Hermes responds immediately. Urgent matters get routed to your on-call team; routine ones are queued for morning reply.
"11pm Sunday — "Hi, I think I need to cancel my appointment tomorrow, I'm not feeling well" → Hermes acknowledges, cancels the slot, offers an alternative, notifies you."
vs. Generic Practice Management
Not another app. An operator that runs your front desk.
| Factor | Standard Practice Management | HermesInstall |
|---|---|---|
| New patient intake | Paper forms and phone calls | ✓Digital intake — complete before arrival |
| Appointment confirmation | Postcard or nothing | ✓Automated 24hr + 2hr text reminders |
| Insurance verification | Manual eligibility checks | ✓Automated check before every visit |
| Recall & re-engagement | Staff remembering to follow up | ✓Triggered automatically by care plan gap |
| After-hours patient contact | Voicemail or answering service | ✓Live triage + routing, 24/7 |
| Patient data privacy | Shared SaaS servers | ✓Private server — your data stays yours |
Comparison
Hermes vs Answering Services
$41K–$76K/yr savings. 24/7 patient intake →
Comparison
Hermes vs Lindy
Always-on operator vs cloud AI assistant. HIPAA-aware →
Comparison
Hermes vs Virtual Assistants & Chatbots
Private operator vs outsourced humans and basic bots →
Calculate
Your MedSpa ROI
See how many consultations you're missing after hours →
FAQ
Questions medical and wellness operators ask
Yes. Hermes connects to Jane App, Dentrix, Open Dental, CareCloud, and most major PT/dental/wellness platforms via API or webhook. If your software has a web portal, Hermes can work with it.
Hermes collects all intake forms digitally — insurance info, medical history, consent forms — before the first appointment. No more paperwork pile-up or intake forms filled out wrong at the front desk.
Yes. Hermes pulls eligibility data and alerts your front desk to coverage issues before the appointment — not after the patient is already in the chair.
Hermes handles the coordination work that buries your front desk — appointment booking, confirmations, recall reminders, form collection. Your team focuses on patient care.
Hermes runs privately on your own infrastructure — patient records, insurance data, and intake forms never touch third-party servers. HIPAA-compliant by design.
Most PT, dental, and wellness practices are fully operational within 1–2 weeks. No IT team required. We handle the integration with your existing software.
Hermes routes complex or sensitive situations directly to your front desk or the treating clinician. It handles the routine — your team handles the care.
Your clinical team is ready.
Your operations should be too.
Join PT practices, dental offices, and medspas that have put their patient coordination on autopilot. Start with a 5-minute operator fit assessment.