Assistant Services for
Counsellors. Because Your
Time Matters.

Providing Canadian Mental Health Professionals With Therapy-Informed Administrative Support

Helping You While You Support Your Clients

While you’re busy supporting clients with improving their lives, your Timely virtual assistant can lend a hand in elevating your work/life balance and increasing your bottom line.

You became a therapist to make a positive impact, and you deserve to enjoy your life too. Let us take over the administrative chores that come with running your own private practice or clinic.

By outsourcing the tasks that interrupt the flow of your day, there will be space to breathe, feel more grounded and time for your to think about the bigger picture.

We Take The Stress Out Of Managing Your Private Practice, or Therapy Clinic

Has paperwork been piling up? Are emails going unresponded for days at a time? Worried about collecting on outstanding invoices? Are your credentials on Psychology Today still up to date?

Your new virtual administrator will organize your schedule, call back new inquiries, and check in on intern hours.

Tired of always feeling like you have something else left to do at the end of the day? With a VA you’ll finally have time to take a breath.

Email Management

After a day of looking at a computer screen, having to spend another hour or two reading and responding to emails isn’t exactly enjoyable.

Timely employees have the magic touch when it comes to writing warm and clear emails to new and existing clients. Because we all have an educational background in mental health, we understand the sensitivity that clients need.

Most important, is we know communication is key and will always check in with you should something unusual pop into your inbox.

Telephone Support

When someone calls your clinic or private practice, it’s important to get back to them in a timely manner. This is especially important for new inquiries, as often they are calling multiple therapists to find the counselling support they need.

Having someone who is checking your voicemail daily, or even multiple times a day can increase how many new clients you’re able to book. We also call back new Psychology Today inquiries, and follow up with an email, which results in more new clients than just email alone.

Scheduling & Billing Support

Do you have overdue invoices from multiple clients? Worried that bringing it up in session will impact your therapeutic relationship? Timely can help.

We know how to compassionately engage with clients over scheduling, late payments and other concerns. We are happy to work with clients on payment plans, talk to them about updating their credit card on file, or rescheduling appointments, all while ensuring they feel supported and cared for.

We Know Jane App & Owl Practice

All of the virtual assistants at Timely Virtual Assistant Services are trained and experienced with using Jane App and Owl Practice.  Need help transitioning from one CMS to Jane or Owl? We are happy to assist.

Our Virtual Assistants Have Medical Privacy Training

Confidentiality is key in mental health, and that’s why all employees at Timely Virtual Assistant Services are provided with Canada specific medical confidentiality training. We also all live in Canada, use anti-virus software on our computers and have additional training in house to learn how to navigate unique situations.


We Know Your Project Management Software

Do you use ClickUp, Asana, or Trello? Is that your  favourite way to keep on top of tasks, or manage your clinic associates? Great news! Your Timely virtual assistant knows how to navigate and assist you with these systems.

Do you use a system that wasn’t mentioned in the above? We are always eager to learn new task management software and will train your virtual assistant on our time (not yours) to  ensure they know how to support you with your favourite project manager.

Live Call Answering

Interested in live call answering?

 Timely is now be offering live call answering services. We have partnered with another Ontario-based collective whose focus is on high quality and bespoke call-answering services.

We do the legwork to ensure that the person answering your phone understands the nuances around your specific therapy practice or clinic.

Virtual Assistance For All Your Private Practice Needs From Metal Health-Informed, Canada Based Virtual Assistants

Virtual Assistance Specifically For Counsellors

We provide virtual assistance support for one very specific demographic: Canadian Mental Health Professionals. That's it. We understand how group and private practices work and we only provide support for people in your profession.

Managing Your Therapy Practice Needs

Let us take care of the tasks that you can safely outsource, like booking, billing, and email management so you can catch up on items you can't outsource, like client notes.


From Our Clients

Heidi updated 2
Timely Virtual Assistant Service’s business approach is professional, organization, extremely efficient. Sharon also has great writing skills and knowledge about Online Therapy Practices which helps writing that really speaks to potential clients. As a group practice owner, I’ve also benefited from her supporting me with my associate onboarding process for new therapists as well as helping with an assessment of my processes for new clients accessing services. I only wish I had found out about these services sooner!”
Heidi Sturgeon
Founder of Heidi Sturgeon & Associates
Ann Dowsett Johnston - headshot1
“Sharon Nicol has been instrumental in managing both my private therapy practice and my popular writing courses over the past two years. Supportive, creative and astute, Sharon is an enviable talent and a gifted communicator, she is essential to my business life.”
Ann Dowsett Johnston
Best-Selling Author & Social Worker
Therapy clinic owner Sabine Fischer
I'm more than satisfied with the support that I get with Timely Virtual Assistant Services. All team members are very responsive and proactive. Not only is my day-to-day life as a counselling clinic much easier, but I also now feel confident going on vacation, knowing my group practice is in good hands!"
Integra Skills Counselling

Ready To Book A Free Consultation? Tell Us About Your Private Therapy Practice Or Counselling Clinic Needs.