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!
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.
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.
Feeling stretched thin in your private therapy practice? Here are the signs it might be time to bring in a virtual assistant to help manage admin and give you time back.
