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. 😉
Wondering whether to choose Jane or OWL for your therapy practice? We compare both platforms and share why Jane is usually our top pick for Canadian clinicians.
You don’t have to scale your therapy practice to be successful. Here’s why thoughtful virtual assistant support might be exactly what you need to grow sustainably, on your own terms.
A virtual assistant can do more than just book appointments. Learn how the right admin support can help Canadian therapists save time, reduce stress, and focus more on client care.
Tired of feeling disorganized? Here’s how therapists can create simple, sustainable systems that save time, reduce stress, and make daily tasks more manageable.
Therapists are human too. If you’re feeling overwhelmed, here are practical, compassionate ways to protect your energy and prevent burnout in private practice.
