What a Virtual Assistant Can Do for Your Therapy Practice
Jamie Letcher • May 31, 2025
Hint: It’s More Than Just Scheduling!
When you hear “virtual assistant,” what comes to mind?
A calendar wizard? A polite person replying to emails? Someone who just handles “the little stuff”?
That’s not wrong, but it barely scratches the surface.
A good VA (especially one who understands the therapy world) can quietly transform the way your practice runs. Not with fanfare or fancy dashboards, but with practical, behind-the-scenes support that makes your life a whole lot easier.
Let’s break it down!
1. We do scheduling, but that’s just the beginning
We’re happy to book sessions, handle reschedules, and coordinate consult calls. But we can also help you:
- Set up and manage waitlists
- Send out reminders (so fewer no-shows)
- Block off vacation time before you burn out
- Create a flow that works with your energy, not against it
2. We tackle your inbox (so you don’t have to live there)
That backlog of unread emails? The ones you’ve mentally replied to but haven’t actually typed out yet? We’ve got it.
We can:
- Reply to client inquiries
- Filter out spam and non-urgent messages
- Flag anything that truly needs your attention
- Create templates for common replies (no more rewriting the same message every time)
3. Billing, invoicing, and gentle-but-firm payment reminders
You shouldn’t have to chase your own paycheque.
We can:
- Send invoices
- Track payments
- Follow up on outstanding balances
- Help you set up or simplify direct billing systems (like Telus Health, Greenshield, etc.)
- Create clear, kind templates that take the awkwardness out of it
4. We streamline your systems (no more “organized chaos”)
If your practice management system (Jane, OWL, etc.) is kind of working but still clunky… we can help clean that up, too.
Think:
- Intake form refreshes
- Smoother onboarding flows
- Easier-to-navigate documents and folders
- Naming conventions that actually make sense
Basically, we take your “I’ve been meaning to clean that up” list and get it done.
5. We adapt to you
Every therapist is different. Some want us deeply involved in the backend. Others just need help with a few weekly tasks. That’s the beauty of it: we tailor support to fit you.
We learn your preferences. Your tone of voice. How you like things done. And over time, we become a quiet, steady part of your team you can trust to keep things running.
Bottom line?
If your to-do list is creeping into your evenings, your weekends, or your peace of mind, it might be time to bring someone in behind the scenes.
And if that sounds like the kind of support you need? We’d love to help!
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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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.
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