Business Services For Therapists
Along with ongoing administrative care and consulting support, Timely VA Services Inc. now offers project based business services to Canadian Mental Health Professionals. From customized data analyzing spreadsheets to private practice set up, Jane app transitions and Owl Practice optimization, along with private email organization and copywriting care – our team can help to make your life as a therapist a lot less time consuming.
Online Business Management
At Timely VA, we are now offering OBM services. This service is provided by a highly skilled employee at Timely, someone who is a working therapist herself. As a OBM Madison can help you with the bigger picture of your group practice. She can talk to you about who might be the right next hire associate wise, and she can also help to screen and onboarding that new associate. She’ll facilitating peer case consultation, check over clinical notes to make sure that associates are following best practices for note taking, look at associate retention rate for clients (and talk with associates to improve their numbers) and she can be that first point of contact for your clinic should you, as a clinic owner need to take time away from your group practice due to illness, vacation, or maternity leave.
Customized Metrics Tracking
Imagine talking to someone who completely understands how therapy clinics work and why you want to track specific data about your associates and their performance. Now, imagine that person can design you a completely customized metrics tracker.
Custom tracking systems like this can cost in the thousands, but at Timely, we try to make our offerings as affordable as we can (because we’re aware of the realities around the costs of running a group practice in Canada).
Interested in seeing how a spreadsheet like this could benefit your group practice insights? Reach out to discuss how we can help.
Jane App Set Up & Integrations
At Timely VA, we work with Jane App every single day, and our team is a hive mind of information when it comes to all things Jane. We can help you with the tricky transition from Owl to Jane (yes Jane will transfer your clients data, but things like offerings, therapist details, direct billing, linking couples accounts, and schedules are not included in that transfer).
We can also help you with setting up Telus Direct billing and just simply make your client facing page look organized and appealing.
Owl Practice Set Up & Integrations
Like with Jane app, At Timely VA, we work daily with Owl Practice and our team is a hive mind of information when it comes to all things Owl.
We can help you with creating forms, setting up your associates in the system, organizing direct billing and improve your client facing page so it looks organized and appealing.
Copywriting Care
Newsletters, Websites, Psychology Today Profiles, Therapist Bios and more. Timely VA Services can provide you with top tier copywriting support that isn’t filled with obvious AI or typical boilerplate therapist-speak. When we write for you, we keep your authentic voice in mind.
It can be tricky to try and “sell” your services to your ideal clients. As a therapist, it might even feel unethical (or just icky) to promote yourself and “toot your own horn”. That’s why having someone else who understands mental health, but has been on the other side of the couch is often the right person to correctly write advertising copy for your website, newsletters and Psychology Today profiles.
Private Email Organization
We know how challenging it can be to keep up with your professional inbox, let alone your private one. However keeping things organized and clean looking can help so much when it comes to the mental load of being in private practice.
If you want a professional and discreet assistant to help to get through those thousands of unopened emails, unsubscribe you from newsletters you never wanted in the first place, and shift your write offs into a clearly labelled folder, a Timely Virtual Assistant can help!
Our staff are all trained in the most efficient ways to organize inboxes, have a keen eye for spam and phishing emails, and will have your inbox looking like you definitely have an issue with perfectionism in no time!
Group Practice Success
Setting up a group practice can be daunting, and there so many steps involved. While finding the right associates and considering your location are areas that should be specifically something you are in charge of, there are many areas of beginning a group practice that you can get external support with. Below is just some of what we can help you with when it ensuring your group practice is set for success!
Private Practice Success Package
Deciding to start your private practice is a big step as a mental health professional. Whether you’re a new graduate looking to make your mark in the therapy world, or an experienced therapist who is stepping away from agency or group practice life, we’ve got you covered.
Along with the offerings below, we also encourage you to consider getting copywriting care for your website and Psychology Today profile, both of which are often critical for a new therapist putting out the proverbial shingle for the first time. While there is a lot of competition these days as a Canadian Mental Health Professional, having a client centered website and personally crafted (and not AI generated) Psychology Today profile will help you to stand out from the crowd.
Let a Timely Virtual Assistant help with your Jane app or Owl Practice set up for your private practice. We can add in your rates, consent forms, clients and even integrate areas such as Mailchimp and AI note taking. We’ll make sure the client facing side of your CMS looks polished and prepared for business.
Using Gsuite or Outlook? Hushmail? We can help to set up your professional inbox for success. Think email templates, an email signature, out of office message, we’ll also organize tabs and colour code them for you.
Do you have a Google Drive that is pure chaos? Or a Sharepoint that you feel embarrassed to share? Is your Sync feeling out of sync? Worried you’ve dropped the ball on your Dropbox? Our Timely organizational experts with sift and file your documents in to easy to identify folders so that you can quickly share resources with clients, or associates.
Interested in seeing how many new inquiries turn into bookings and what these folks tend to be requesting in terms of support? We’ve got a spreadsheet for that! We can also customize spreadsheets to track the most important values for your private practice.
Business Consulting That Is Collaborative, Not Prescriptive
Organizational Consulting
Running a thriving therapy practice is deeply rewarding, but the admin side can feel like a constant source of stress if you know there are no real systems in place to keep things organized. At Timely VA, we understand. Between a full caseload, a growing inbox, and client intakes happening rapidly, it’s easy for administrative tasks to slip through the cracks. That’s where our organizational consulting come in.
Marketing & Decision Making Consulting
Many therapists are waking up to the fact that the market is flooded with new graduates, and it’s simply not as easy to get clients these days. That’s okay, with the right support, your private practice or clinic CAN still succeed.
Discussing your challenges with someone who knows your industry, but that isn’t in competition with you, can help provide a different perspective to how you can make your private practice stand out from the crowd.