You can’t answer the phone while in session, and voicemail does not book appointments. Let our specialized Virtual Assistant for Therapists assist with your intake process with empathy, resulting in increased calls and clicks into loyal clients.
✓ HIPAA Compliant | ✓ Bilingual Support | ✓ Therapy Specialists | ✓ Dedicated VAs
Therapist Solutions
From intake processing to insurance follow-ups, our VAs can be relied on to handle your workflow interruptions.
In addition to answering all inbound calls, handling both emergency and routine requests for information and appointments (or appointment cancellations or changes), they offer post-appointment reminders to decrease no-shows, as well as speaking in Spanish when needed with our clients.
Our virtual assistants securely process intake forms in full HIPAA compliance, collect and organise client history, flag missing or incomplete information before sessions, upload documents to your EHR safely, and prepare complete client files for your review.
For instance, our virtual assistant can help ensure insurance benefits and coverage, handle prior authorizations and pre-approvals, process claims promptly, handle denied and pending claims, and process patient payments.
Our virtual assistants help with documenting session notes, updating treatment plans with client progress tracking, managing client charts, and even handling EHR admin tasks with secure record management and full HIPAA compliance.
Our VAs follow up with clients to reduce no-shows, track no-shows, actively reach out via email or phone with compassion, stay in touch between visits for check-ins, assist with client referrals/transitions, and support client retention.
Our bilingual virtual assistants can perform client intakes and scheduling in English and Spanish (or any other language) to ensure non-English-speaking clients feel heard, understood, and welcome the minute they contact you.
We earn the trust of therapists with our Therapy Virtual Assistants, as they are professionally trained to understand the complexities of the mental health field. We are strict in implementing HIPAA guidelines, apply them exclusively to each practice to ensure consistency, and communicate with clients through trauma-informed, culturally appropriate, and compassionate communication.
With our solid support, language capabilities, and proven statistics such as reduced no-shows and faster insurance processing, our physical therapy virtual assistant
Let’s talk about how a dedicated Virtual Assistant for Therapists could transform your practice.
Flexible plans designed for therapists at every stage. No hidden fees, no surprises, just transparent pricing for dedicated support.
| Features | Full-Time VA | Part-Time VA | Flexi-Plan |
|---|---|---|---|
|
Best For |
Established therapists or small group practices |
Solo therapists building caseload |
Physical therapy clinics & large mental health groups |
|
Weekly Hours |
40 Hours/Week |
20 Hours/Week |
Custom Hours |
|
Dedicated Assistant |
Yes |
Yes |
Multi-VA Teams |
|
Billing & Claims Management |
Full Support |
Not Included |
Available |
|
Intake Coordination |
Included |
Included |
Available |
|
Email & Scheduling |
Included |
Included |
Available |
|
EHR Management |
Included |
Not Included |
Available |
|
Waitlist Control |
Included |
Not Included |
Available |
|
Bilingual Support |
Not Included |
Available |
Available |
|
Credentialing Support |
Not Included |
Not Included |
Included |
|
Pricing CTA |
Get Rates |
Get Rates |
Get Custom Quote |
We talk about your practice, your biggest admin pain points, and what a dedicated VA could mean for your clinical time. No pressure, just clarity.
We match you with a VA trained for your specific therapy specialty. Introduction call to align on workflows, systems, and communication preferences.
Your therapy Virtual Assistant is trained, integrated, and ready to work. Within 2-3 weeks, you'll feel the weight lift off your shoulders. Time for what matters: your clients.
Your physical therapy virtual assistant is trained on the systems you already use. We support all major therapy practice management platforms.
| Tool Category | Purpose | VA Responsibilities |
|---|---|---|
|
EHR/EMR |
Securely manage client records, treatment plans, and clinical documentation |
Update client profiles, organize intake forms, assist with session documentation, upload clinical records, and maintain secure file organization |
|
CRM/Client Management |
Manage client relationships and communication pipelines. |
Keep track of Client inquiries, follow-ups, referral sources, client engagement, and, finally, practice growth reports. |
|
Scheduling Software |
Efficient appointment and calendar management |
Books and reschedules appointments, and sends reminders for appointments. Assist in managing cancellations, availability checks, and avoiding overbooking |
|
Billing & Insurance |
Process payments and manage insurance relationships |
Check insurance benefits, file claims, appeal denials, post patient payments, and work AR. |
|
Secure Communication |
Maintain HIPAA-compliant client communication |
Send appointment reminders, handle client queries, and conduct follow-ups, all while being encrypted and audit-logged |
Isn’t your system listed? We’ve trained on 40 therapy platforms. Your virtual assistant for therapy practice will master your specific tools within their first weeks.
| Table Header | ||
|---|---|---|
|
8
Years in Healthcare Staffing
|
500
Therapists & Counselors Served
|
40%
Average No-Show Reduction
|
|
95%
Client Satisfaction Rate
|
100%
HIPAA Compliant
|
14 hours
Avg Time Saved Per Week
|
‘Since integrating a virtual medical scribe into my practice, I’ve reclaimed over an hour each day to spend with my patients. The accuracy and efficiency of the documentation have been outstanding.’
‘The scribe assigned to my clinic understands our workflow perfectly. Their expertise in my specialty has made charting seamless, and my administrative burden has significantly reduced.’
‘Working with a virtual scribe has improved both patient interactions and my work-life balance. I can focus on care while knowing the charts are accurate and complete’
Everything except clinical work. That includes: appointment scheduling, intake processing, insurance verification and claims follow-up, billing, charting support, client communication, appointment reminders, no-show follow-ups, and practice management. Your VA handles the admin, so you handle the therapy.
Absolutely. Every VMA Care VA is HIPAA-certified and trained specifically in mental health privacy standards. They use encrypted access, work on secure networks, sign comprehensive confidentiality agreements, and maintain audit trails on all patient data access. We take privacy as seriously as you do; your clients’ safety is our ethical responsibility.
Your dedicated VA is available during your practice hours via your preferred communication method: phone, secure messaging, Slack, or email (encrypted). They work your schedule, not ours. You get consistent communication with one person who knows your practice inside and out.
Yes. Our pricing is flexible based on your hours, needs, and growth stage. Start part-time and scale to full-time. Adjust hours seasonally. Customize tasks by role. We work with your practice, not against it. Every plan is customizable.
Yes, we do. Our VAs are trained in psychotherapy, counseling, psychiatry, couples therapy, trauma-informed practice, substance abuse treatment, and more. We match you with someone who understands the unique workflows and documentation needs of your specialty.
From consultation to productivity: 2-3 weeks. We match your VA immediately, conduct training on your systems and workflows, ensure secure access is set up, and integrate them into your practice. You’ll see them contributing right away.
Bilingual support, particularly for English- and Spanish-speaking clients, is one of our greatest strengths. Language fluency + therapy training is rare and valuable. We also have Spanish-fluent VAs on our team and can accommodate other languages if needed, particularly for trauma-informed and community mental health work.
Different strengths. In-house staff build team culture. A dedicated VA reduces hiring costs, training time, benefits overhead, and turnover stress. Many practices do both. A VA is ideal if you want expert, reliable admin support without HR complexity.
You became a therapist to help people heal, not to fight insurance companies. Now, I’d like to spend some time exploring the power of having a dedicated therapy VA to change your life.
No credit card required. No commitment. Just a conversation about your practice.
