Frequently Asked Questions

Having a virtual assistant can help you make the most out of your time AND income in your practice. It allows you to spend more time doing the things that only you can do, like providing quality therapy services to your clients.

Practice owners recognize the return on investment of having a VA in terms of reducing their own stress level, having more time to provide therapy, and focusing on the "bigger picture" of their business, all while being able to work fewer hours and actually have some time to relax. We want you to be able to take a vacation where you can actually relax!

• Following a customized phone or email script, tailored to your specific practice
• Taking down client data and entering it into the conversion tracker spreadsheet and/or the EHR system
• Collecting insurance and payment information
• Scheduling the client's initial therapy appointment
• Sending the intake paperwork
• Informing the therapist of the new appointment with the basic details
• Rescheduling existing clients, and notifying the therapist
• Tracking weekly and monthly numbers on inquiries and conversions

Fees cover a set number of hours of work and tasks per month. The tasks will be tailored to your specific needs and may include routine tasks on a daily, weekly, and/or monthly basis. Any one-time special projects are also in this same group of time.

By hiring a virtual assistant instead of someone in-office, you're not overpaying for "butt in seat" time. The time used is exact, and is never rounded.

The contract for VA services is for 1 month, and it automatically renews every month thereafter. You may terminate services at any time with 30 days’ notice.

We try to assist to the best of our abilities in the processes you have identified. Tasks not performed include:

• Live-answer phone calls
• Insurance claims or credentialing
• Extensive bookkeeping, accounting, or taxes
• Blog writing
• Social media or digital marketing

We are generally available Monday through Friday during normal business hours in the VA's time zone. For any correspondence sent to your VA after hours or on weekends, you can expect a response the following business day.

Communication is through your preference of text or email. We also email you a Friday Weekly Summary email to provide a recap of the week's inquiry and conversion numbers, task updates, items completed, general notes, and a status update on your time usage. 

We know that your practice will change as your needs and clients change, and we are flexible and ready to accommodate! And, you can always schedule time to chat with your VA as-needed to discuss status updates, conversion rates, or other questions you might have.  We are here to help!

For EHRs, our favorite is always SimplePractice. We also support TheraNest, and we are happy to migrate your clients over from your current EHR to SimplePractice.

There are lots of phone systems to choose from, but we like iPlum, Spruce, Grasshopper, Phone.com, and Google Voice.

We are familiar with many other software platforms used for private practices, such as G Suite (Gmail), project management apps, task tracking apps, and others. We will do our best to work with the software you already use, but will also make recommendations if we think there is a better option.

• Submit an inquiry through the Contact page, and we'll set up an initial phone call to determine if we're a good fit (hint: if you're still reading this, we probably are!).
• Once we decide to move forward, you will receive a contract and a business associate agreement (BAA) outlining that all of your protected health information (PHI) will be protected by our company.
• Contracts start on the 1st of the month. Payment will need to be processed before we meet for training, then we can jump right in!

1. The less time you spend on admin tasks, means more time spent on what makes actually you money.

2. Become more productive, and less stressed. Hello normal work-life balance!

3. Have a competent and loyal support on your side. We LOVE watching private practice owners grow and shine.

4. Get the assistance you need to reach your business goals, with fewer distractions along the way.

Contact us to schedule a free consult and start delegating your admin tasks to a trusted virtual administrative assistant!