What does a virtual assistant (VA) do?

You don’t need to hire an administration professional to sit in your office. Our VA’s will take over the tasks that are overwhelming you in your practice and keep you organised. See our Services here.

What hours will my VA be available?

Our core hours are 9am to 5pm, Monday to Friday (Melbourne time). Anything outside that can be negotiated. We’re usually reasonably flexible. Your VA will not work on Public Holidays. We are closed over the Christmas break for 2 weeks.

How much does it cost?

Our packages start from $190+GST per week, this is ideal for a practice with up to 15 appointments per week.

No sick leave, no lock-in contracts, no annual leave or employee overheads. Invoices are sent at the end of each working week and payment terms are strictly 7 days. 

When will my VA work?

Your VA will work on your tasks throughout the week on their working days. We don’t set strict scheduled times - this means your clients will have contact most days of the week.

What will my VA do?

During your free 15 minute consultation, we will discuss which tasks you need help with. Typically our tasks involve calling new enquiries, triage, intake process, assistance with GP letters, invoicing and rebates, following up MHTPs and ad hoc duties.

What about confidentiality?

We are familiar with the APS Code of Ethics, especially pertaining to record keeping, privacy and confidentiality.

We will send you a signed confidentiality agreement so you can be sure that access to information is used only for the purpose of administrative support to you.

Why should we work together?

If you’re weighing up the pros and cons, we’d suggest giving us a trial run. You can then decide based on results, not on words. 

We often speak to clients who are nervous about letting go of a part of their business - we totally understand. However if you are overwhelmed, burnt out or making mistakes we can help. Read our testimonials here.

How will we communicate?

Our task management software makes it easy for you and your VA to communicate. From your computer or phone app, you will be able to add new tasks, leave comments, track updates, set priorities and deadlines for your VA each week.

How do you answer our telephone calls?

Calls can be diverted to our VA phone line when you are busy, so your calls don’t go unattended. We answer as if we’re in your office and your clients do not need to contact another phone number. This service is only available for clinics with over 30 appointment per week.

How will you manage my appointments?

We know clients like to have a chat when making appointments or take up time going back and forth trying to find a suitable time.

We suggest that when your client reaches out, let them know your PA will call to schedule an appointment.

Forward their details to us via email or text and we will contact your client and book in a suitable time in your calendar.

How do we share files?

With the use of Dropbox and Google Drive you can share the files that you want to share with us, so that we work in real-time on the same documents. There is no need to send files via email and there will be no chance of duplicate documents. It works just like a normal server, just in the cloud.

How will you manage my email inbox?

Best way is to set up an admin email inbox for your VA to have access to. You can forward emails to this inbox for your VA to action and follow up. Incoming faxes, referrals and enquiries can be sent to this inbox and your VA will respond in a timely manner.