How to Know When It’s Time to Hire a Virtual Assistant
Jamie Letcher • May 31, 2025
So, you started your private practice with a dream: to help people heal, grow, and thrive. You didn’t
sign up for endless emails, tech headaches, no-shows, or figuring out how to politely word your third invoice reminder. And yet... here you are. Burned out, staring at your inbox at 9:47 p.m., Googling “how to duplicate intake forms on Jane.”
If this sounds familiar, it might be time to bring in a little backup.
Here’s how to know if hiring a virtual assistant (VA) could be exactly what your practice needs:
1. You’re the therapist, admin, receptionist, and tech support all in one
If your day starts with client notes, shifts to chasing down billing info, and ends with trying to figure out why your email signature suddenly disappeared, you're wearing too many hats (and none of them are cute).
A VA can step in to handle the admin side so you can stay in your lane, doing the work you actually love.
2. Client communication is slipping through the cracks
Maybe you forgot to respond to that consultation request. Or maybe you meant to follow up with a client who rescheduled... last month. You're not flaky, you're just human. And overwhelmed.
A good VA can help keep your practice running smoothly behind the scenes so your clients feel supported, even when your brain is juggling twelve things at once.
3. Your systems are… systems-ish
If your “workflow” lives in a combination of sticky notes, brain fog, and late-night to-do lists, we’ve been there. You might know Jane or OWL kind of well, but wish someone else could organize it all for you.
A VA can help streamline your practice, organize your backend, and make things actually feel manageable.
4. You’re spending more time on admin than client work
If you’re blocking off entire Fridays just to catch up on emails, invoicing, and backend tasks - and still falling behind - something's gotta give. Hiring a VA might feel like a big step, but the time you get back is often worth far more than the cost.
Plus, there’s nothing like the joy of seeing an email get answered that you didn’t have to write!
5. You keep telling yourself you’ll “get organized soon”
Spoiler: You probably won’t. (And that’s okay!)
Running a private practice is no small thing. There’s no shame in needing help, it means you’re growing. And if the idea of delegating even one task gives you a sense of relief? That’s your sign.
So… is it time?
If any of this hit a little too close to home, it might be worth exploring what it would feel like to have a VA in your corner: someone who gets the therapy world, who knows the systems you use, and who wants to make your days a little lighter.
And hey, we happen to know a team that does exactly that. 😉
Want to improve client retention in your therapy practice? These simple admin habits, like rebooking reminders and consult follow-ups, can help clients stay engaged and coming back.
Should you hire an admin for your therapy practice or work with a virtual assistant instead? Here’s how to decide and why more Canadian therapists are choosing VAs.
Running a private practice means wearing a lot of hats, and that includes making sure your phone system works just as hard as you do. Whether you’re a solo therapist or managing a group practice, having a secure, professional, and easy-to-use phone setup can make a big difference. But with so many options out there, how do you know which one’s the best fit for your practice? We’ve rounded up three of the most popular phone systems used by Canadian therapists and ranked them based on features, price, and overall ease of use. 1. OpenPhone: Best for Growing Practices 🏆 Price: Starting at $17/month CAD Platform: Desktop and mobile app (iOS and Android) OpenPhone is one of the most therapist-friendly options out there, especially if you’re growing a team or planning to. It gives you a dedicated business number that works from both your computer and phone, so you’re never tied to one device. You can call, text, send voicemail, and even share access with a team member (like a virtual assistant). Why Therapists Love It ✔️ Seamless call and text integration ✔️ Shared inbox (perfect if you work with an admin) ✔️ Canadian numbers available ✔️ Voicemail transcription ✔️ Easy to use and scale Heads-Up To ensure PHIPA compliance, you’ll want the Business plan and a signed BAA if you work with clients outside of Ontario too. Best For Therapists who want a professional, flexible setup that can grow with them. 2. Fongo Works: Best Free Option 🏆 Price: Free (basic version) Platform: Desktop and mobile app (iOS and Android) Fongo has been a staple for Canadian therapists who want a professional number without the extra monthly cost. You can get a Canadian number for free, use it for calling and texting, and upgrade if you want features like voicemail transcription or call recording. Why Therapists Love It ✔️ It’s free ✔️ Works on your phone and computer ✔️ Easy to set up and start using ✔️ No separate phone needed Things to Note Fongo doesn’t offer as many integrations or shared access features, so it may be better suited for solo therapists. Best For Therapists just starting out or keeping costs low. 3. Telus Business Connect (by RingCentral): Good for Large Teams Price: Starting at $35/month CAD Platform: Desktop and mobile app (iOS and Android) Telus Business Connect is a robust option built for businesses that need more traditional phone infrastructure. It’s a solid choice if you have a larger clinic with multiple therapists and want more advanced call routing and team features. Why Therapists Use It ✔️ Established provider ✔️ Good for clinics with multiple locations ✔️ High-quality call system ✔️ Option to integrate fax and conference calls Drawbacks It’s pricier, has a steeper learning curve, and may be more than you need if you’re a solo or small group practice. Best For Larger group practices with complex needs. Our Verdict For most Canadian therapists, OpenPhone and Fongo are the clear winners. If you're ready to invest in a sleek, scalable solution, OpenPhone is worth it. If you’re just starting out and need something simple and affordable, Fongo is a great choice. Want help setting up your phone system or managing client calls? Wellnix offers virtual assistant support tailored to Canadian therapy practices so you can spend more time with clients, not troubleshooting tech. ✨ Book a free consultation today to learn more! ✨
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