You’ll be matched with a highly trained payroll employed member at Timely. Your primary VA has an educational background in mental health, and knows Jane app and Owl practice incredibly well. Over time, she’ll become a vital member of your clinic or private practice. While she’s doing her check ins for your account, she is completely focused on your account, however in between those check ins, she will not be available (something to be mindful of).
You’ll have a back up assistant for your account, who’ll know your clinic almost as well as your primary assistant. They can provide coverage if your primary assistant is on holiday, or need the day off.
We recommend meetings with your assistant at least monthly. These are opportunities for you to build familiarity and trust, and your VA might be able to share insights into new inquiry trends, updates to processes that can be made, or around how your associates are performing. This is also a great time for your assistant to find new tasks to take off your plate!
It all begins with a conversation. Like with any good business relationship, we’ll arrange a time and have a talk. This call is so that we can both confirm that Timely is going to be a good fit for your needs. This initial video consultation is around 30 minutes. In it, we’ll be learning about the procedures of your therapy clinic or private practice, and you’ll be trying to see if Timely feels like the type of company you can trust and rely on.
After the call, we’ll check in with the Timely team’s current capabilities and availability. If we know we can support you properly, You’ll be sent a Summary of Support – which is a brief write-up of what your needs are, and how many estimated hours we need a month to provide that.
If you feel good about the estimate, we’ll move forward with the paperwork side of things!
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.
Similar to an intake session. Our onboarding meetings take about 1 to 1.5 hours to complete. We want to make sure we know all your processes, how you like things done, and even what clients we should support with exceptional care and awareness.
This is where you’ll meet your permanent VA! Your new virtual assistant will be that consistent support in your group or private practice. Another person who may join is your VA alternate.
We’ll talk about what the top priorities you want your new VA to work on. That could be tackling the outstanding invoices, organizing your email account, uploading some new forms, or setting up any new systems that might be helpful from an efficiency’s standpoint.
As your VA begins to learn your systems, you can expect to hear from them via email, Jane tasks and through Teams or 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). Everyone at Timely is a payroll employee rather than a contractor, as we’ve found employment helps with long term retention.
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!
