Virtual Assistant Services For Counsellors, So You Can Get Back To Enjoying Life

Providing Canadian Mental Health Professionals With Administrative Support

Help Your Clients And Yourself

While you are busy supporting clients with improving their lives, a virtual assistant can lend a hand in elevating your work/life balance. You became a therapist to work with people, to make a positive impact.

You didn’t get into the mental health field for all the administrative chores that come with running your own private practice or clinic. By outsourcing those tasks that interrupt the flow of your day, there will be the space to breathe and come back to yourself.

A well rested counsellor is more present and can offer better support to the people they are seeing, which helps to retain long-term clients. After hiring the right virtual assistant, you can add to your income while subtracting hours from your workday. You’ll attract the kind of clients best suited to your skills, and enjoy your day more, in and outside of your workspace.

Let's Take The Stress Out Of Managing Your Therapy Practice

As therapists continue to adapt and change, with so many clients needing support, it’s understandable if paperwork has been piling up. Are you having trouble keeping track of client notes? Tired of postponing trying to collect on outstanding invoices? Feeling behind with responding to new client emails? Are your credentials on Psychology Today out of date?

If this sounds like you, it’s time to delegate and have your virtual assistant organize your schedule, set reminders to pay your liability insurance, check and mark your client attendance, and stay on top of associates paperwork (if you run a clinic).

Instead of always feeling like you have something else left to do at the end of the day you’ll get to just shut your computer down and go for a walk with a friend, catch up on a TV show, or simply sit outside and watch the sunset.

Email Management

After a day of looking at a computer screen, the idea of spending another hour or two reading and responding to emails probably isn’t very appealing. Why not delegate that task to a fully trained, Canadian professional assistant? Our employees have the magic touch when it comes to writing warm, affirming, and clear emails to new and existing clients.

Want to ensure that you know exactly what’s being said on your behalf? We are happy to design personalized email templates for all the general questions and comments that often come into a therapist or clinic’s inbox. The employees at Timely also know when something needs your eyes and will reach out whenever something specifically needs your response.

Checking Voicemails & Calling Clients

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.

How does calling back clients and checking voicemail work? We are able to do this from either a voip phone system, or by checking through your own phone line. We call back clients via voip phone, or by blocking our personal number and using our own phone. This is a handy service to use especially if you are going on vacation and want to make sure you don’t come home to dozens of voicemails.

Booking & Billing Support

Do you have overdue invoices from multiple clients? Worried that bringing it up in session will sour your therapeutic relationship? Have your virtual assistant do it for you! We know how to compassionately engage with clients over late payments. We are happy to work with clients on payment plans, talk to them about pre-session payments or update their credit card on file, all while ensuring they feel supported and cared for.

Feeling your boundaries being pushed regarding scheduling? Having an assistant to gently enforce your availability can help to get you a clearer and more consistent schedule. 

Tired of having to take the time to train a new VA on your client management system? All of the virtual assistants at Timely Virtual Assistant Services all Jane App, Owl Practice, or both! Need a new client form created in Owl? We can help. Want to send out a yearly summary through Jane App, we know how to do that.

Privacy/data concerns? All employees at Timely Virtual Assistant Services live in Canada, use anti-virus software, and are trained in medical confidentiality best practices. Want to make sure your clients know that you now have an administrator on staff? We are happy to create a personalized email and edit your existing consent form to notify clients that you now have administrative support. 

Virtual Assistance For All Your Private Practice Needs From Therapy Informed, Canada Based Virtual Assistants

Virtual Assistance Specifically For Counsellors

We provide virtual assistance support for one very specific demographic: Mental health professionals. That's it, we understand how group and private practices work and we only provide support for people in this profession.

Monthly, Weekly, Or Daily Support

Whether you're just looking for a monthly social media calendar, weekly online ads management, or daily support for your busy counselling clinic, we have your options covered.

Managing Your Private 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 My 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
Timely Virtual Assistant Services took the stress of updating the contents off my website off my shoulders. Sharon rewrote and updated each page in a way that was succinct and still felt authentic to my therapeutic approach and personality.
Maryanne Nichols
RP, Ontario
“Sharon has helped me countless times as a private practice owner, and now I have one of her employees assisting me with my growing therapy clinic. She understands both what therapists are trying to say, and how to communicate that in a palatable way to potential clients. As Sharon’s husband I know I may seem a bit biased, and I am, but I also know how much her and her employees care about the support they provide. It has been such a relief knowing that someone trustworthy is taking care of the administrative aspects of my therapy clinic.”
Rory Nicol
The Dot Canada: Counselling for Canadians

Ready To Book Your Virtual Assistant Consultation? Tell Us More About Your Private Therapy Practice Or Counselling Clinic Needs.