1. Book a Consultation Call

We’ll start with a call to get to know your practice: what’s going well, where things feel stuck, and how we can make your workday easier. This is your chance to ask questions, share your priorities, and see exactly how we can help!

2. Pick Your Plan

After the call, we’ll send you a summary of our conversation with a breakdown of how we can support you and a recommended plan that fits your goals. If you’re unsure which one’s right for you, we’ll walk you through the options and help you decide with confidence.

3. Meet Your VA

Once you’re ready to move forward, we’ll handpick a VA who’s the best fit for your practice. They’ll reach out with a warm welcome and set up a quick onboarding call or email check-in to get the ball rolling!

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! You’ll be paired with a VA who we believe is the best fit for your support needs and who will become a trusted member of your team. They’ll get to know your systems, your preferences, and how you like things done. 

Each plan includes a set number of support hours per month, which you can use however works best for you! Some clients prefer a consistent routine (like an hour per day), while others need more flexibility.

You'll receive a work log at the end of each month with a breakdown of hours worked, so you’ll always have a clear sense of what’s been done and how your hours were used.

All plans include core admin tasks like email and phone management, scheduling, billing, file organization, and more. You can find a full list of sample tasks on the Rates page.

Consider how much time admin tasks take up in your day. Just a few hours a week? A smaller plan might be all you need. But if your schedule is packed or you're ready to fully hand things off, one of the larger plans could be a better fit.

Not sure where to start? No problem - that’s what we’re here for! Book a free consult call and we’ll walk through your admin needs together to find the best fit.

Absolutely! We know your schedule isn’t always predictable, and there can be months that are busier or slower than others. You can always upgrade or downgrade before the next billing cycle.

Not to worry!  If you don't use all your hours, we'll simply roll them over to the next month. You'll never pay for hours you don't use. If you go over, we'll add those hours to your next invoice. Easy stuff!

If this happens often, we'll recommend switching to a smaller or larger plan.

If you decide to move forward, there is a one-time $135 onboarding fee. This covers the setup work we do behind the scenes to make sure everything starts off smoothly, like preparing your contract, setting you up in our systems, and getting your VA prepared to support you!

It also includes an onboarding call on your first day so you and your VA can connect, review your priorities for the first week, and get the key information needed to get set up with your systems.

Confidentiality is non-negotiable for us.

All of our VAs are trained to understand the sensitivity of client information and follow strict privacy protocols. We only access what’s necessary, and use secure, encrypted platforms such as Jane and OWL to manage data safely.

We also use a password manager to store and share login credentials securely, ensuring that sensitive information is encrypted and never shared through email or other insecure channels.

Additionally:

In Ontario, your practice falls under the Personal Health Information Protection Act (PHIPA), which governs how personal health information is collected, used, and disclosed.

Across Canada, the Personal Information Protection and Electronic Documents Act (PIPEDA) regulates how personal data is handled in commercial activities.

In practice, this means:

• We act as your authorized agents, bound by the same confidentiality and privacy standards as you are.
• We never store personal health information unnecessarily, and we always use secure systems, encrypted tools, and password management best practices when handling client data.
• As agents under PHIPA, we’re accountable for safeguarding PHI and must notify you immediately of any breach or unauthorized access.