Transform Your Therapy Practice With A Virtual Scheduling Assistant
Is It Time For A Mental Health Virtual Assistant?
When you own a growing therapy practice, managing your communication channels and scheduling needs quickly becomes a daily stressor. That stress can sap your energy, diminish your enthusiasm, and leave you with feelings of guilt and failure.
You are not alone and you are not a failure! It is nearly impossible to keep up with phone calls, emails, and website inquiries when you dedicate your days in session with your clients. During that time, calls are going to voicemail and emails are filling in your inbox, and by the end of the day, it is unrealistic to get back to everyone.
When this happens, your growth ultimately slows down because you have reached your time ceiling. Sound familiar? The good news is that this is a common growing pain and a sign that it is time for you need to step out of the admin and into the business development of your mental health practice.
Specialized administrative support is the path for your practice to continue its growth momentum and professionalism while providing you more time freedom.
Enter, The Virtual Scheduling Assistant!
Consider your virtual scheduling assistant the frontline of your practice. They are there to care for your clients and potential clients before and after their therapy sessions with you. Your virtual scheduling assistant is a swiss army knife when it comes to managing and streamlining the growth of your business.
7 reasons you need a virtual scheduling assistant:
1.) To Improve Response Time
At the end of a busy day seeing clients, the last thing you probably want to do is spend hours sorting through emails or voicemails and returning communications. Your scheduling assistant can take care of that for you. They will check your emails and voicemails several times a day to make sure that communications are returned in a timely and respectful manner. MFVA’s response time is three business hours or less.
2. ) To Reschedule Clients
If a client needs to be rescheduled, leave it to your scheduling assistant. They will contact the client and coordinate a time that works for their schedule and yours. Do you have clients who need to be scheduled for follow-up appointments? Your virtual scheduling assistant can reach out to those clients and make sure they get on the calendar.
3.) To Perform Intake & Benefits Verification
Scheduling a new client can be time-consuming between intake questions and insurance benefits to check and verify. Your virtual scheduling assistant will verify benefits and gather all the required information for your intake forms.
4.) Managing The Waitlist
It’s good to be busy but that can mean long waitlists for appointments that have to be monitored. No sweat! Your scheduling assistant can manage waitlists making sure to fill those sudden holes in your practice’s calendar when clients cancel.
5.) Group Practice Consistency
A virtual scheduling assistant that handles the scheduling and intake for all of your mental health practitioners will lead to consistent client care, a reliable response time, and will allow your therapists to spend their time in session instead of on administrative tasks.
6.) To Be A Boundary Guard
Many solo practice owners handle all the phone calls and communications. This can erode client boundaries and lead to burnout. If you are transitioning from a solo practice to a group practice, this is not sustainable. An experienced mental health virtual assistant will be empathetic and kind while screening and maintaining professional boundaries.
7.) You Aren’t Ready For Employees
At MFVA, we handle all the payroll taxes, vetting, background checks, HIPAA certifications, worker’s compensation, and benefits for our amazing team of mental health virtual assistants. This makes getting set up with an MFVA mental health virtual assistant simple and cost-effective.
More Than A Therapist
Being a therapist AND a business owner is a unique situation, but embracing your role as the leader, and visionary of your practice will help you transition your focus to the high-level needs of your business and leave the rest to your virtual administrative team.
Curious about adding a Virtual Scheduling Assistant to your practice? Schedule your Discovery Call with us today!
