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Virtual Assistant for Therapists

Private practice therapists lose hours every week to the admin around sessions: new-client enquiries, scheduling and rescheduling, intake forms, insurance paperwork and payment follow-up. A therapist virtual assistant handles the non-clinical side of the practice so your time goes to clients and your evenings stay yours.

What a therapy practice VA takes on

• New-client enquiries: prompt replies with your availability and fit questions, booking consultations, sending intake paperwork.
• Scheduling: managing the calendar, reminders, rescheduling and waitlist follow-up.
• Billing support: invoices, payment reminders, superbill preparation and insurance claim follow-up as you direct.
• Practice admin: inbox triage, directory listings and profile updates, vendor and subscription admin.
• Marketing support: newsletter scheduling and website updates you approve.

The bright line

Your VA handles the admin and the clinical work stays with you. Anything urgent comes straight to you under your protocol. We sign your HIPAA business associate agreement and work the way your practice prefers.

Tools therapy VAs work in

• Practice management: SimplePractice, TherapyNotes, TheraNest, Jane
• Billing: the billing module in your practice tool, Stripe, claims portals you grant
• Communication: your practice email and phone system, with the access you choose

Where to start

1. Replying to new enquiries the same day
2. Reminders and rescheduling
3. Payment follow-up
4. Insurance claim status checks

Most solo practices start on Essentials at 20 hours a week, which is usually more than enough for enquiries, scheduling and billing.

What a virtual assistant does for a therapy practice

Every hour on admin is an hour you can't see a client, and a missed enquiry can be a person who needed help that week. A therapist's VA handles the practice around the session and never the clinical work.

• Enquiries: reply within your agreed time, and share your availability and fees.
• Scheduling: book, move and remind, using your cancellation policy.
• Intake: send forms and check they are complete before the first session.
• Billing: send invoices and superbills, chase unpaid fees, and prepare insurance claims.
• Directory profiles: keep listings up to date.
• Referrers: send thank-you notes and keep your referral list current.

Privacy and tools by market

We work inside your system, with the role you choose, on whichever parts of your admin you want to hand over.

When to bring in help

If enquiries wait more than a day, if you do admin between sessions, or if your evenings go on invoices, it's time. A virtual receptionist suits practices that mainly need phone cover. Group practices often want the wider medical practice virtual assistant role.

Want to see how simple it is? Read how therapists can use a virtual assistant. We sign your HIPAA business associate agreement and work the way your practice prefers.

Credentialing and directory profiles

Insurance panels run on paperwork. Your VA gathers documents, fills credentialing applications for you to sign, tracks each panel's status and reminds you to re-attest your CAQH profile every 120 days. They also keep your directory profiles, such as Psychology Today, current with your openings and specialties.

Virtual assistant for group therapy practices

A group practice usually needs an intake coordinator before anything else: one person who answers every enquiry, matches clients to the right clinician under your rules, books the first appointment and sends the paperwork. A full-time VA can run intake for the whole practice and cover billing follow-up in the quiet hours.

Pricing

Essentials $899/mo (20 hours a week), Executive $1,599/mo (full-time) or AI Manager $2,599/mo (full-time, AI-fluent). Every plan: free shortlist of 2–3 VAs in 72 hours, $0 recruitment fee, pay only once your VA starts, month-to-month, 30-day replacement. See pricing.

FAQ

Can a virtual assistant work in SimplePractice? Yes, within the role and permissions you set up for them.

What about HIPAA? We sign your business associate agreement before your VA starts, and your VA works in your systems.

Will a VA answer client messages? Only administrative ones, using your templates. Anything clinical or urgent goes to you under your protocol.

What if the fit isn't right? Tell us within 30 days and we replace your VA at no cost.

Can a virtual assistant help with insurance credentialing? Yes: gathering documents, filling applications for you to sign, tracking each panel and reminding you about CAQH re-attestation.