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Our Services
Essential Administrative Support
The Core package is designed for clinicians who need reliable help with the day-to-day administrative tasks that keep a practice running smoothly. This level of support ensures that your essential systems are managed efficiently so you can stay focused on your clients and clinical work.
Core provides foundational operational support including:
Client Communication & Scheduling
Appointment scheduling and calendar management
Responding to new client inquiries
Confirming and rescheduling appointments
Managing waitlists
Sending intake paperwork and appointment reminders
Administrative Coordination
Email inbox organization and response assistance
Client onboarding support
Uploading and organizing documents within practice systems
Maintaining client files and administrative records
Updating client contact information
Practice Organization
Basic CRM or practice management system updates
Tracking cancellations and reschedules
Maintaining administrative workflows
Document preparation and form formatting
General Virtual Support
Light research tasks
Simple document creation
Administrative task management
Core is ideal for therapists who want dependable support with their most essential operational tasks without adding complexity to their workflow.
Operational Support for Growing Practices
The Focus package expands beyond foundational support to help practices operate more efficiently and consistently. This level is ideal for clinicians who are growing their practice and need a virtual assistant who can manage multiple operational areas simultaneously.
Focus includes everything in Core, plus expanded support in key areas:
Practice Operations
Ongoing calendar and scheduling management
Coordinating consultations and intake calls
Managing client communication across email and scheduling platforms
Monitoring appointment gaps and helping maintain schedule flow
Client Experience Management
Managing onboarding workflows for new clients
Sending follow-up communication after consultations
Managing client forms and documentation processes
Ensuring smooth intake procedures
Billing & Administrative Support
Preparing invoices and payment reminders
Tracking outstanding payments
Coordinating with billing platforms (where applicable)
Insurance verification assistance (when applicable)
Practice Systems Management
Managing practice management platforms such as:
SimplePractice
TherapyNotes
Alma
Headway
Grow Therapy
Maintaining accurate client and scheduling records
Practice Growth Assistance
Light social media scheduling
Newsletter formatting and sending
Administrative support for workshops or group programs
Updating website content when needed
Focus is designed for clinicians who want consistent operational support that helps their practice run smoothly while creating more time for client care and growth. You’ll receive up to 20 hours of dedicated administrative support each month, reserved specifically for your practice. These hours can be used flexibly across scheduling, client communication, administrative coordination, and operational tasks depending on your needs.
Concierge-Level Practice Support
The Apex package provides high-level administrative and operational support for busy clinicians and growing practices. This tier functions as a strategic operational partner who helps oversee systems, client experience, and practice efficiency.
Apex includes everything in Core and Focus, along with advanced support such as:
Full Practice Management Support
Comprehensive scheduling management
Managing multiple calendars and clinician schedules
Coordinating consultations and follow-up communications
Monitoring scheduling efficiency and identifying gaps
Advanced Client Experience Coordination
Managing the entire client onboarding process
Intake coordination and follow-up
Client communication management across platforms
Monitoring and improving the overall client experience
Operational Oversight
Workflow creation and process optimization
Practice system organization and improvement
Coordination between scheduling, billing, and communication platforms
Managing administrative processes for multiple service offerings
Billing & Insurance Coordination
Insurance verification coordination
Claims follow-up support
Payment tracking and reconciliation assistance
Communication with billing services when needed
Program & Project Support
Administrative support for:
Group therapy programs
Workshops
Online courses
Community events
Event scheduling and coordination
Client registration management
Marketing & Growth Support
Social media scheduling and organization
Email marketing coordination
Website updates and service announcements
Support for launching new programs or services
Apex is ideal for clinicians and practice owners who want a trusted operational partner ensuring their practice runs smoothly behind the scenes. This package includes 40 reserved hours of administrative and operational support each month, providing consistent assistance with the essential tasks that keep your practice organized and running smoothly.
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About
our company
Our company stands at the forefront of delivering exceptional office services, ensuring seamless operational efficiency and high-standard solutions tailored to your business needs. With a commitment to excellence and a team of experienced professionals, we drive innovation and reliability in every service we provide.
