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As with many therapists, I like to have a consultation with you to ensure Timely is a good fit for your needs. I know that you’ll also want to meet me before you open the heart and soul of your business to my team. This initial video call is around 30 minutes. In it, I’ll be learning about the needs of your therapy clinic or private practice, and you’ll be trying to see if Timely seems like the type of company you can trust and rely on.
After our call, I consider what I’ve heard about your needs, and my team’s current capabilities and availability. If I know we can support you properly, I’ll send over a Summary of Support – which is a brief write-up of what I heard your needs are, and how many hours I think we need a month to provide that.
If you like what I’ve passed your way – or if you need to shift the package suggested to something more aligned with your resources, we communicate via email and get those choices clarified.
Your client agreement will be sent through an online signing system called Dropbox Sign. The client agreement is to ensure an understanding of what we can and cannot do for you, and a few fairly standard business terms. There are no long term commitments needed to use Timely VA’s administrative services.
Your invoice will be sent through about seven days before services are to begin – you have the choice to pay via credit card or e-transfer. We ask that you pay ahead of time for each month of service. However, because it’s hard to predict how many hours may be needed each month of service (as clinics have slow and busy months), we offer roll over hours. The roll over hours can be used for the following month of service.
As your VA begins to learn your systems, you can expect to hear from them via email – Jane tasks – or through Google Chat. Whenever they are asking about clients, you can rest assured that they will only refer to them by their client ID number, or their first name/last initial – whatever feels best for you.
One thing that all Timely Employees know, is that it’s always better to ask than assume. We understand that communication is key in this industry (and really should be in any).
While Timely VA Services continues to grow, we are focused on sustainable growth, which means that our team is still at a boutique agency size. We are very choosy about who joins Timely (this is for your benefit, and for the importance of our work culture).
As administrative assistants who only work with therapists, we understand the importance of a warm, supportive touch when communicating with clients.
Along with bringing the personal touch to connecting with your clients, Timely employees are trained in medical confidentiality, know how to be sensitive when working on accounts receivable, and have a clear understanding about how to work with diverse members of Canada’s population.
I can say with confidence that my employees care as much about supporting you with your private or group practices as I do. They get it, they see how hard you work and they want to give you some free time back into your day!
Melanie is also our Operations Manager. She comes to our team with many years of pre-pandemic remote work experience! Melanie has her BA in Psychology and has worked both in the service and medical administration industry. Along with supporting our team, she also provides care for a growing psychology clinic and a therapy collective that specializes in ADHD.
Melanie has brought so much to Timely, I’m grateful for her warm sense of humour and her eagerness to learn and try new things. Every day she shares a new fact with our team members, sometimes it’s funny, sometimes eye opening, and always interesting! *Please note that Melanie is not accepting new accounts at this time.*
Madison is uniquely qualified to offer support to mental health professionals, because she is a fully Registered Psychotherapist herself. Madison graduated from the prestigious Relational and Family Therapy program at the University of Guelph, and has several years experience practicing within the field. Madison’s desire to maintain a sustainable work/life balance, while continuing to work within the world of mental health, prompted her to seek out ways to focus more on the “behind the scenes” areas of support. That decision brought Madison to Timely VA where she is now offering our clients a unique form of care, with clinical office support for group practice owners. That decision brought Madison to Timely VA where she is now offering our clients a unique form of care, with clinical office support for group practice owners.
Madison can help clinic owners with onboarding new associates, facilitating peer case consultation, checking over clinical notes to make sure that associates are following best practices for note taking, looking 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.
When Madison and I first met, I was really impressed with her calm and peaceful presence, her knowledge of mental health, and her openness to exploring new ideas and ways of doing things. As I’ve gotten to know Madison more, what really stands out to me is her quiet confidence and warm communication style. She is succinct while also exuding kindness and clarity. *Please note that Madison has limited availability at this time.*
Maria M. is a VA who has a big heart and a brilliant mind. She is bilingual in both French and English and has worked extensively with vulnerable populations. Maria has supported at risk teens and has worked as a child and youth counsellor for years within a day treatment program in Toronto. She has also been a crisis support line responder and has a deep understanding of what it means to provide compassionate care. Maria has an Honours BA in French Language, a Diploma in Child and Youth Care and is currently beginning her journey to get her Masters in Social Work.
What I love about Maria beyond just her general bright mind, is her emotional intelligence. She knows how to read a situation and adjust accordingly with warmth and a supportive attitude. Maria is accepting new clients and we are thrilled to have her on our team.
Kayla is a VA with an extensive background in mental health and administration. Along with working at Timely, Kayla also works part time at the Mental Health Commission of Canada, and has previous experience working for both small businesses and within the airline industry. Kayla is used to working in fast paced environments where attention to detail matters. She has an Honours BA in Psychology and an educational background in business marketing as well.
What I like about Kayla is her critical thinking skills. She thinks things through, and asks insightful questions. She’s also quick on her feet, is able to stay professional during high pressure situations and can easily pivot when needed to accommodate new responsibilities. In short, she is a woman that any business owner would enefit from having on their team.
There are headliners and fineliners in this world, and Laurel is the best kind of fineliner – her attention to detail is second to none, and she is also really good at speaking up and asking questions when clarity is needed. She is the ultimate behind the scenes support for any therapist. Laurel is a master when it comes to supportive yet professional emails, and is great with following up with clients and therapists alike. Laurel has a work background that includes mental health and often has supported vulnerable people during very difficult times in their lives. She has worked at Extended Families Support Services and understands well how important gentle, and nonjudgmental care is. She has her BA in Communications from Wilfrid Laurier and a diploma as a Social Service Worker.
What I love about Laurel is her understanding nature, she seeks to see the humanity in every situation. I also really appreciate that she is never afraid to ask questions or to speak up or to make a suggestion for an improvement if she sees one. Her collaborative approach to working with others has made her an easy fit within the Timely team, and I feel lucky to have her with us! *Please note that Laurel has limited availability at this time.*
Jessica is a Timely team member who really “gets” mental health. We are so happy to have her working here! Jessica has an extensive work background within counselling and mental health. Jessica has worked as a Case Manager at Canadian Mental Health Association, and has also taken contracts to provide support children’s aid programs across Ontario. She has her BA is Social Developmental Studies and a diploma as a Social Service Worker.
What I love about Jessica is that she truly understands how critical communication is when it comes to working in the field of mental health. She is clear, she is quick, and she also knows how to hold space and listen well. Jessica asks thoughtful questions when she’s unsure, and knows how to move through her tasks with ease and efficiency. Her relaxed sense of humour and knowledge of psychology has quickly won over everyone at Timely, and we are thrilled to have her as part of our team. *Please note that Jessica has limited availability at this time.*
Valentina has been with Timely for several months now and I am always blown away by her warm and kind personality. She is someone who is very focused on providing truly affirming care to all and just bring to our team a truly positive attitude. Her extensive experience working in shelters and crisis support lines makes her a great fit for providing compassionate care for therapy clinic clients. Valentina has her BA in Psychology and held a 4.0 GPA throughout her time at Trent University (while working full time and and earning a full scholarship). Valentina is bi-lingual and is fluent in both English and Spanish.
What I appreciate the most about Valentina is her drive towards learning new things, and her gentle touch to administrative care. She is a can-do kind of person and we absolutely cannot-do without her! *Please note that Valentina has limited availability at this time.*
Kristina is a mentor at Timely, as well as being one of our most senior virtual assistants. With years of crisis line support experience and being fluent in both French and English, Kristina is someone who provides support to our newer team members. From an educational standpoint, Kristina has her BA in Psychology, Neuroscience and Mental Health.
What I love about Kristina is her absolute rock solid ability to navigate the ups and downs of busy clinics, and the compassion and understanding she shows to all who cross her path. She is also someone who is always there with a empathetic ear for her coworkers should someone have a hard day, or just need to talk. I cannot imagine Timely without Kristina (and I hope I never will). *Please note that Kristina is not accepting new accounts at this time.*
Alisha H is an integral part of Timely VA. She is one of our most senior virtual administrators and is a mentor to newer employees. She is also our go-to gal for all things Jane related! Prior to joining us at Timely, Alisha worked for Toronto’s public library system, and wow you should see her when she’s given a task that involved editing a spreadsheet or specialized form! She has that rare quality of being excellent with both data, and people!
Alisha has a BA in English and a minor in Psychology, and along with spreadsheets, she has a passion for language (she knows a total of 4 different languages). What I love about Alisha is the way she will always jump in to help if someone is in need. Alisha has a wisdom far beyond her years and has that rare skill in knowing when to ask for support, which, in the business of mental health, is a key skill to have. *Please note that Alisha is not accepting new clients at this time.*
Sasha B has been with Timely since January of 2024 and I really appreciate her sincerity and thoughtfulness that she brings to her work here. Before to joining us at Timely, Sasha worked one on one offering therapeutic interventions for neurodivergent children and their families. She has also worked as a Kid’s Help Phone support operator. Along with her career at Timely, Sasha is also a therapist in training! She is currently completing her Masters in Counselling and has a deep love of all things mental health related.
Something that many people who meet Sasha comment on is her easy laugh and heartfelt demeanour. She is someone who instinctively knows how to set even the most anxious person at ease. What I most appreciate about Sasha is her openness and curiosity, she is someone who asks insightful questions and is always interested in new ideas and perspectives. *Please note that Sasha is not accepting new clients at this time.*
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