1. Reach out to book a consultation call

We’ll chat about your practice, your goals, and where you could use support. If we’re confident we can support you effectively, we’ll move on to the next step!

2. Pick your plan

If you're ready to move forward, you’ll choose the package of hours that best fits the needs of your practice. If you’re not sure which option is right for you, we’ll gladly make a recommendation. And not to worry, you can always change your plan later.

3. Fill out an onboarding form

This short form helps us gather key info about your systems, preferences, and priorities so we can hit the ground running. 

4. Meet your VA

We’ll match you with the best VA for your practice. They’ll reach out with a warm welcome and set up a quick onboarding call or email check-in to go over your setup and get started!

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 30 minutes or an hour per day), while others need more flexibility.

You'll receive a timesheet 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! We’ll simply add or subtract the time from your next invoice. If this happens often, we'll recommend switching to a smaller or larger plan.

There’s a one-time onboarding fee of $90, which covers the first two hours of setup during your first month. This includes your VA reviewing your systems, gaining access to your tools (like Jane, OWL, email, etc.), and preparing everything needed to support you smoothly from day one.

The fee is added to your first invoice and only charged once.

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.