Thinking About Hiring an Admin for Your Therapy Practice? Why a Virtual Assistant Might Work Better
Jamie Letcher • July 18, 2025
Here’s why more Canadian therapists are choosing a VA over an employee.
As your therapy practice grows, there comes a point when you realize you just can’t do it all on your own anymore. That’s when the question usually comes up: is it time to hire someone?
You’re not alone. A lot of Canadian therapists reach this stage and start thinking about hiring an in-person admin. But before you take on the commitment and cost of a traditional hire, there’s another option to consider. One that’s more flexible, more affordable, and built with private practice in mind.
Let’s talk about why a virtual assistant might be the better fit for your practice!
What Does a Virtual Assistant Actually Do?
A virtual assistant is a remote professional who helps with the behind-the-scenes tasks that keep your practice running smoothly. At Wellnix, for example, we support therapists with:
- Scheduling using familiar platforms like Jane and Owl
- Managing emails, phone calls and voicemails
- Payment tracking, invoicing and direct billing
- Inbox and digital file organization (e.g., Google Workspace, Sharepoint, etc.)
- Client intake (e.g., matching clients with the right therapist)
- Creating promotional materials (flyers, brochures, business cards, etc.)
... and pretty much anything else that's on your to-do list!
In short, everything you’d ask an in-person admin to do, just with more flexibility and less cost.
5 Reasons Therapists Choose a Virtual Assistant Over an Admin
1. Specialized Experience in Therapy Practices
Most in-person admins have general office experience. A virtual assistant who works specifically with therapists (like our team at Wellnix) understands the unique needs of running a private psychotherapy practice. That includes confidentiality, compliance, familiarity with platforms like Jane and OWL, an understanding of common presenting concerns and therapy modalities, and the ability to communicate with clients in a tone that feels safe and supportive.
2. You Only Pay for What You Need
Hiring a full-time or even part-time admin means committing to a set number of hours each week and a regular paycheque, whether there’s work to do or not. With a virtual assistant, you can start with a flexible monthly plan (like 10, 15, or 20 hours a month) which works out to just a few hours of support each week. For most therapists, that’s not enough to justify hiring an employee, but it’s the perfect amount of help to take a weight off your plate without the long-term financial commitment.
3. No Office Space Required
With a VA, there’s no need to share your home office or rent a separate space. Your assistant works remotely, handling tasks like client communication, booking, and billing from their own setup. And, they're just an email away when you need them!
4. Easy to Scale Up or Down
A virtual assistant can grow with your practice. Need more support during a busy season? We’ve got you. Want to pull back in the summer months? No problem. With a VA, you can adjust your hours without the stress of re-hiring or letting someone go.
5. Trained to Work Autonomously
One of the biggest differences between a VA and a traditional admin is how independently they work. Virtual assistants are used to managing their own time and keeping things moving without needing much from you. That means less hand-holding for you, and more time to focus on your clients. A great VA doesn’t just wait for tasks; they anticipate your needs and take initiative, so your practice keeps running smoothly even when you’re not thinking about it.
So... Should You Hire an Admin or a Virtual Assistant?
If you’re running a busy brick-and-mortar clinic with a full front desk setup and averaging 15 or more hours of admin work each week, hiring an in-house assistant might make sense. But for the most part, if you’re a solo therapist or running a group practice (especially virtually), a VA can offer the same support without the overhead.
And if you work with a Canadian team like Wellnix, you get someone who understands your work, your clients, and your platform right from day one!
Curious What It’s Like to Work With a VA?
Let’s chat. Book a free consultation
and we’ll walk you through what it could look like to have admin support that actually gets therapy. No overwhelm, no commitment. Just space to breathe and get back to doing what you do best.
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.
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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