No one starts a business to do admin all day…well no one but us!
You’re overwhelmed by the sheer amount of admin and organisation required for your Private practice.
You’ve been trying really hard to keep on top of everything you need to do to run your Practice but it feels never ending and it’s eating into your personal life.
You’re ready to feel more confident in your practice, have a professional business and have more free time.
You want to spend your time 1:1 with clients in the therapy room rather than being tied to your computer sending appointment reminders and chasing invoices.
You want someone in your team. Somewhere to share the load with and know that they’ve got your back.
You’re ready to hand over the day-to-day running of your Practice to an admin professional. One who will get sh*t done for you and make sure all your clients continue to feel held even outside of the therapy room.
A team mate and confidant who you can share your wins with. Someone who will be the buffer between you and your client when it is needed.
You don’t need another one of you, you need one of us!
Meet the Amazing VA Team
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CLARE
PROJECT MANAGER
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STACEY
CLIENT RELATIONSHIP MANAGER
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MARGARET
VIRTUAL ASSISTANT
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KATE
KIM’S PERSONAL ASSISTANT & VA
Full Service Practice VA
For clients who have gone through one of our online set ups we offer a full-service Private Practice PA service for a minimum of 8 hours per month.
This includes (but not limited to):
Diary & Email Management
Client Onboarding
Client Management
System Management
Accounts: Invoicing and Bookkeeping
Reports
Medical Insurance
Why do we only work with clients who have been through our online set ups?
We believe in our systems and processes
Get the benefit of Private Practice Workflow, Paperwork advice and Private Practice templates
We use the best collaborative platforms for working with a VA (email, drive, project management)
This will save you time and money in the long run
The whole team are fully trained and experts themselves in the systems we recommend so you will get 50 weeks of cover (we all take two weeks of for Christmas)
Backdated Invoicing & Process Setup
Has your invoicing recently got out of control and you have no idea how to resolve it?
Are you owed more money than you care to admit to but embarrassed to send invoices months after the sessions?
Do you even know who owes what?
Does your medical insurance invoicing seem beyond salvaging?
This is more common than you think. We can take care of all this for you and get you back on track with a robust procedure.
Book a 15-minute Discovery Call to find out more and get started!
A Practice overview document created for you to complete so we have all the information in one place
A 60 minute zoom call to see where you’re at and what needs doing
Bank statements cross referenced with appointment details to see what is owed by each client
Invoice templates (worth £19) created or payment processer set up to invoice clients professionally
Invoice log created to keep track of the invoices we have created and sent
Medical Insurance templates (worth £45)
Medical Insurance invoices processed with relevant medical insurers and invoice log kept up to date
Full process SOPs and training given so you can follow our procedures once we have everything up to date
What’s Included:
Why Us?
I’ve worked with therapists in Private Practice since 2016 and have taken all that experience to create this unique VA agency.
Why are we unique?
Because we work together as a cohesive team. You will have your very own dedicated Practice VA but will have cover for holidays and sickness. We all are experts in the systems we setup. We create Practice SOPs to cover your unique Practice management so anyone can jump in and assist when required.
FAQ’s
(Click to expand!)
Is this right for me?
If you're on this website you must have found us for a reason. If you're loking for Virtual Assistant help for your Private Practice then you really are in the right place.
How much time will it take to get started?
If you're looking to do an online set up head over to the online setup page for full details of the timeframes. If you want to get started on your backdated invoices this will relaly depend on how behind you currently are and it's hard to give a timeframe until we get stuck in.
Do you outsource any work?
We are a small team at Virtually Irreplaceable. Nothing is outsourced outside the business but we may take on more VAs as we continue to grow as a business.
If I book today, how much do I pay?
We invoice for VA work in advance of the month. 1st of each month for the upcoming month. If we go over the 8 hours you will be invoiced for these the following month. We can of course keep you updated on hours used throughout the month. In our experience, therapists in Privae Practice do not need over 8 hours once they have been through our online setups. Psychologists do tend to need a lot more due to the nature of their work. Some specialist therapists, those who work for a lot of medical insurance companies and those who do additional work such as groups, podcasts, memberships etc may also require additional time.
What happens after I book?
After you book you will be sent a contract and we will book your 60 minute zoom call. We'll then get started on pulling together all the information required to invoice your clients and any medical insurance clients.
Are you able to advise me on best practice and what works well for other people to help me make decisions about what I need?
Yes definitely! This is exactly what we offer.
If I already have tech and don’t want to change it, can you help me streamline my processes?
That’s a good question and definitely worth a discovery call but we usually will only work with therapists that want us to set up their systems and processes for them.
Can you work within my budget or help me to work out what I need to introduce first and then schedule things in to spread the cost?
If you’re new to Private Practice it can be an expense to put systems and processes in place with little or no clients. I can assure you that by going through one of our online setups you will spend far less time on your admin and feel more confident to take on new clients. We wil of course keep you updated on hours used throughout the month so you have control over what you're spending on your admin support.