Your Wellnix VA can handle a lot of the behind-the-scenes work that keeps your practice running, like managing your inbox, booking appointments, responding to client inquiries, sending forms, organizing systems, billing, and more!

We specialize in supporting therapists, so we get it. Our VAs are already familiar with platforms like Jane and OWL Practice, and we understand the unique flow of private practice, from sensitive client communication to the importance of boundaries, confidentiality, and compassionate care.

Unlike hiring someone in-house, you don’t have to go through a time-consuming hiring process or commit to a fixed part-time schedule. Our onboarding is simple, our hours are flexible, and everything is done remotely. No need to set us up in your office!

Plus, our VAs don’t work alone. They work under the Wellnix brand, following our policies and standards, with ongoing guidance and support. They’re part of a thoughtful, collaborative team, and when questions or tricky situations come up, they have me (Jamie!) to turn to. You’re not just hiring a single VA, you’re gaining an experienced support system that has your back.

Yes! We believe consistency is key, especially in this kind of work. You’ll be paired with a dedicated VA who’s a good fit for your needs and will become a trusted member of your team. They’ll get to know your systems, your preferences, and how you like things done.

We do have a minimum of 3 hours per week to ensure we can support you consistently. Beyond that, it’s totally up to you! Some clients stick to just a few hours, while others need more hands-on help. We’ll find a rhythm that fits your needs, and you’re welcome to scale up or down depending on your caseload or season.

Confidentiality is non-negotiable for us. All of our VAs understand the importance of protecting client information and follow strict privacy practices. We don’t store or access anything we don’t need to, and we work within secure systems like Jane and OWL to keep everything safe and compliant.

We keep it simple! We charge by the hour (+ HST) and invoice on a biweekly basis. You’ll receive a timesheet with a clear breakdown of hours worked and tasks completed, so you always know exactly what you’re paying for. No hidden fees or complicated packages, just transparent, straightforward billing.

We’ll start with a quick consultation call to chat about your practice, your goals, and where you could use support. From there, we’ll match you with a VA who has the right skillset for your needs and help you get set up step by step.

Next, your VA will reach out to schedule an onboarding call. This gives you a chance to connect, and go over your systems, goals and preferences in more detail. It’s a collaborative session to make sure your VA understands exactly how to support you.