Virtual Admin Support for Private Practice
Our experienced Virtual Administrators specialise in creating policies, processes and systemising the administrative side of private practice. We will work with you to review your current processes and help improve or implement efficient ways to run your clinic. We thrive on organisation, automation and making the patient experience warm, friendly and easy.
Our team is highly experienced in Halaxy, PowerDiary and Cliniko. We are also familiar and work with numerous other programs useful in private practice such as NovoPsych, Medical Objects, Square, Q-Global, MediPass, LanternPay, Google Workspace, OneDrive etc.
Whether you are a solo practitioner just starting out or a group practice, we offer packages and services to suit all types of clinics.
How does it work?
Talk to us.
Book in a free 15 minute discovery call and speak with The Psych Assistant over the phone.
Tell us what you need help with and we will advise if we can help and the estimated quote per week to complete the tasks.
You can also view our packages and all inclusions here: VA Packages
Onboarding.
Complete the intake questionnaire where we ask about your current processes and policies.
We will also need access to an admin email inbox and your patient management system (Halaxy, Cliniko, PowerDiary).
Get things done.
Now we have everything ready to go for our first shift!
Get access to our task tracking software to keep track of what your VA is working on and add new tasks, set priorities and add comments easily from a mobile app.
Now you have more time for yourself, your family or to see more clients!
"She is efficient and thorough in her communication and documentation and is proactive in filling appointments and offering solutions to better streamline both of our work. I greatly appreciate having Jemma as my administration support and am beyond pleased with how easy she makes my life!" - Christy, Clinical Psychologist NSW
"She is efficient and thorough in her communication and documentation and is proactive in filling appointments and offering solutions to better streamline both of our work. I greatly appreciate having Jemma as my administration support and am beyond pleased with how easy she makes my life!" - Christy, Clinical Psychologist NSW
"“It has been such a life-changing experience working with you. It has made such a huge difference in my work life and personal life, and I am lucky to have found The Psych Assistant" - Fiona, Clinical Psychologist, Group Practice in VIC
"“It has been such a life-changing experience working with you. It has made such a huge difference in my work life and personal life, and I am lucky to have found The Psych Assistant" - Fiona, Clinical Psychologist, Group Practice in VIC
"Has made a massive difference to the quality of my life. I couldn’t be be happier; excellent value for money. Melanie demonstrates excellent intuition with people that can be tricky and deals with them accordingly. Highly intelligent and capable.” - Kerrie, Child Psychologist VIC
"Has made a massive difference to the quality of my life. I couldn’t be be happier; excellent value for money. Melanie demonstrates excellent intuition with people that can be tricky and deals with them accordingly. Highly intelligent and capable.” - Kerrie, Child Psychologist VIC
FAQs
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). Your VA will not work on Melbourne Public Holidays. We are closed over the Christmas break.
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 patients 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?
We use a super organised task management software, which makes it easy for you and your VA to communicate. Access the software from your web browser or via the phone app, you will be able to add new tasks, leave comments, track updates, set priorities and deadlines for your VA each week.
How will you answer phone 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 appointments per week.
How will you manage my schedule?
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 email enquiries?
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.
Virtual Administration Support
Email Marketing
One of the most powerful marketing tools for businesses of all sizes. We can help you build your list of email contacts and stay in touch with them with high-value content. We will develop branded e-newsletters, marketing funnels, write or proofread your content, source graphics and report on results.
Payments & Billing
Let us take care of processing client payments, rebates and appointment follow-ups. We are familiar with Halaxy (HealthKit) however whichever system you’re using, we can work with you to ensure payments are settled and any rebates are processed. Patients appreciate separating their session and billing.
Website Design
Need a website makeover? Let us create a warm and inviting online space for your future clients to learn about you and your services in a way that encourages them to reach out. We can develop your new website on WordPress or SquareSpace allowing you to easily manage it yourself (or we can do that too!).
