The Perfect Virtual Assistant for Therapist Office
What do you know about hiring a virtual assistant for a therapist’s office? Because we understand how the virtual assistant can help you. We understand what the virtual assistant needs to be able to do and we understand how hiring one can save your company a lot of money.
Our virtual assistants are adept at helping a therapist get much more efficient, taking loads of tasks off their list.
HOW DOES A VIRTUAL ASSISTANT BENEFIT A THERAPIST’S OFFICE?
The hardest part about building a business is finding the right people. For most of history, we’ve only had our local community to find people with the right skills. But if the very best assistant for your company happens to live within 10 miles of your office, that would be amazing.
We choose virtual assistants who love helping companies and meet very stringent requirements as far as skills go. On top of that we continually add training and the virtual assistants get to learn from each in terms of systems, software and operational effectiveness.
The biggest cost efficiency of a virtual assistant is around the water cooler. Most employee efficiency studies show that employees are working 40% of the time, and using the rest of the time chatting with others, surfing the web and using the break room. With a virtual assistant, you are only paying for the time they are working. So for the same amount of money you are getting more than twice the amount done from efficiency and more than that from advanced skills.
On top of that you save a ton of money on the requirements of in-house people like phones, desks, chairs, printers, pens, coffee, and all the supplies in the break room.
Make it stand out
WHAT DOES A VIRTUAL ASSISTANT DO FOR A THERAPIST OFFICE?
Perhaps it would help for you to see we know what they need to be able to do, to show you we’re speaking the same language. Not every therapist needs the exact same functions, but here is what we’re prepared to help with.
1. Appointment Scheduling & Calendar Management
Schedule, reschedule, and confirm therapy appointments and evaluations.
Send automated reminders to reduce no-shows.
Manage cancellations and waitlists efficiently.
Scheduling and assigning administrative projects and expediting work results.
Track and manage expiring referrals
Virtual assistants can handle any calendar and scheduling tasks and will likely introduce you to some ideas that you haven’t thought of yourselves.
2. Client Communication & Support
Respond to client inquiries via email, phone, or chat. It does not need to go without saying, but it is critical that all virtual assistant exhibits polite and professional communication in person, via phone, e-mail, and mail. We know they have to be as vested in your success as you are. We know we are fors sure.
Provide basic information about services, pricing, and policies.
Direct clients to the appropriate resources or paperwork.
Request MD referrals from medical professional offices when needed
Communicate insurance benefits to clients when needed
Take client payments
Taking notes on day-to-day interactions and phone calls as necessary is something we pride ourselves in training all our virtual assistants for therapy offices.
3. Billing & Insurance Assistance
Process invoices and track payments.
Verify insurance coverage and assist with claims.
Send payment reminders to clients.
Work closely with the medical billing department and office manager to ensure client information/insurance accuracy. Relay information to team, including therapists and billing specialists
Processing intake paperwork, ensuring all documents are accurate and complete, and collecting co-payments. Assist billing department with various tasks, such as mailing statements
4. Intake & Documentation Management
Send and collect new client intake forms.
Organize and manage digital files securely.
Ensure compliance with HIPAA regulations.
5. Marketing & Social Media Support
Manage social media accounts and post content.
Update the website with new services or blog posts.
Assist with email newsletters and patient outreach.
While we want our virtual assistant in therapy offices to be able to manage these things, all our virtual assistants are adept in these skills.
6. Administrative Support
Manage the therapist’s email inbox and filter important messages.
Order office supplies or handle vendor communication.
Research industry trends, tools, or continuing education opportunities.
Carries out administrative duties such as filing, typing, copying, binding, scanning etc.
By hiring a virtual assistant, a therapist’s office can improve client experience, streamline administrative tasks, and allow the therapist to focus more on patient care rather than paperwork.
We’d love to help you. Please take a moment and learn a bit about us to see if we’re the right company for you.
