FOR MENTAL HEALTH PROVIDERS
Mental Health Virtual Assistant Services
We specialize in scheduling, insurance coordination, general admin and marketing support for growing therapy practices like yours. All of our mental health VAs have earned the MHAP certification. That means you will have a Certified Mental Health Administrative Professional on your practice team.
THERAPISTS, PSYCHOLOGISTS, & PSYCHIATRISTS
Outgrown your admin workload? MFVA can help!
Hiring a VA in your business is an important milestone. Congrats! You’re busy enough that you need to hand off work to a talented team member so you can focus on your patients, maintain boundaries, and regain control of your time.
What can a virtual assistant do for my practice?
We’re so glad you asked! MFVA is here to handle all the admin and convert callers to clients. Our Certified Mental Health VAs are also HIPAA certified, sensitive and savvy to people in crisis, and have experience with EHRs, patient intake, insurance coordination, and more!
Virtual Assistant Services
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Intake & Scheduling
Our mental health VAs monitor all your communication channels and professionally respond to emails, messages, and texts within three business hours. Whether it is responding to messages, managing intake, or rescheduling clients, your assistant will be on top of all the daily details.
Schedule new and current clients in your EHR
Screen new clients
Send intake forms and manage your intake process
Reschedule clients
Manage your waitlist
Verify insurance benefits
Monitor and respond to email and voicemail inquiries and referrals throughout the day
Provide a scheduling link for clients to reserve a convenient callback time
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Insurance Billing
Our certified mental health VAs are happy to assist with billing tasks such as those listed below. Because we are not a full service billing company, our VAs will assist with the tasks assigned to them, but we do not manage or oversee the entire billing process.
Practice owners assign specific billing tasks to us, and we will complete those tasks efficiently and accurately.
We do not make independent billing decisions—our role is to execute the work the practice owner delegates.We assist with billing in the same way we assist with intake, admin tasks, and client communication—by handling the assigned workload, not taking control.
Billing Tasks We Assist With:
Checking eligibility and verifying benefits
Submitting claims and ensuring proper charge entry
Managing rejected and denied claims, including follow-ups and appeals
Posting payments from ERAs and EOBs
Running patient statements and notifying about expired insurance or declined payments
Responding to billing-related emails and client billing inquiries
Providing billing-related reports as requestedWhat We Do NOT Do
Take full ownership of a practice’s billing
Act as an independent billing company
Make financial or billing decisions without the practice owner's input -
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Additional Support
Your MFVA assistant can help with your practice’s administrative needs outside of scheduling and insurance! Here are some ways your MFVA virtual assistant can provide additional support to your growing practice.
Review & transcribe case notes into EHR
Digital file organization
Spreadsheet creation and management
Follow up with referral sources
Research
SOCIAL MEDIA MANAGEMENT:
Creating social graphics in Canva
Scheduling and posting content
Content calendar collaboration
Assist with the creation and sending of newsletters
“Dani is professional and communicates clearly with me and my clients. I’ve waited a long time to get a VA and it’s already made my business so much more manageable.”
HOW IT WORKS
Hire A Certified Mental Health Virtual Assistant
Mental Health VA subscriptions are billed at $50/HR
Subscriptions start at 10 Hours a month for solo practices and 20 Hours a month for group practices.
One-Time Onboarding Fee: $750
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Book A Discovery Call
A 30-minute Zoom meeting where we learn about your practice’s current needs and answer your questions.
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Schedule Your Needs Assessment
A deep dive into your practice’s priorities, core values, and team dynamics. This helps us assign a VA with the right experience, skills, and personality fit for your practice.
When you schedule your assessment, you’ll review and sign our BAA and CSA and pay your Onboarding Fee.
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Professional Onboarding
Meet with your virtual team on Zoom and get your practice efficiently onboarded so we can begin support immediately.
“Cindy has been absolutely wonderful, and I have thoroughly enjoyed working with her. She is extremely on top of things, very detail oriented, and anticipates my needs and the needs of my practice. She also has a great “can-do” attitude. I really love working with Cindy and I am so grateful for all the ways she keeps my practice running smoothly”
Every MFVA Subscription Includes
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A Certified Mental Health Administrative Professional (CMHAP)
Each of our mental health VAs completes extensive training and earns the Certified Mental Health Administrative Professional (CMHAP) designation, equipping them with the skills to support your practice with precision, professionalism, and compassionate care. In addition, they are HIPAA trained and certified. Our team is committed to representing your practice with the highest standards of integrity, empathy, expertise, and professionalism.
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Team Support
Although you will be assigned a primary virtual assistant based on your needs, we also cross-train in the background and keep your SOPs up to date so we can provide consistent support when your primary virtual assistant needs time off. You will also have the ongoing support of our Customer Success Reps who will be there to shepherd the success of your onboarding and beyond.
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A Happy Team
Our VA Team is not only amazing, but they’re also our employees (not independent contractors) and we believe in paying them well. We provide our VAs with benefits that include four weeks of PTO. We subscribe to a 30-hour work week because we believe a happy, unstressed team is better equipped to bring their best to the frontlines of your practice.
Professional Onboarding Fee Includes
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60-Minute Needs Assessment
We take a deep dive into your unique needs, challenges, and growth cadence as a mental health provider(s) and practice. This intelligence helps us select the mental health virtual assistant that will make a great fit for the needs, pace, values, and personality of your practice.
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90-Minute Onboarding Session
One kick-off onboarding session with your hand-selected virtual assistant(s) and your Team Lead who will be shepherding the success of your MFVA onboarding and coordinating and supervising the rest of the onboarding process.
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SOP Template
A detailed SOP template for documenting your Standard Operating Procedures—your greatest tool for a scalable practice.
“Things are going SO well. We LOVE Shelby and Cindy. They’re incredible and competent. I’m grateful for the solution you provided held me not only through postpartum but is now how our team would like to continue going forward. Kudos to you for having such incredible team members, and a huge thank you for helping me out last-minute to shift gears and have trusted VA’s in place to support our business while I was on leave.”
FREQUENTLY ASKED QUESTIONS
We’re here to help!
Find answers to the questions we get asked the most about hiring a VA.
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As your mental health practice grows, so do the hours you spend on administrative tasks.
MFVA handles the admin so you can focus on your patients, maintain boundaries, and regain control of your time.
We cater to the specific needs of mental health care providers. Our virtual assistants are HIPAA certified, sensitive and savvy to people in crisis, and have experience with EHRs, patient intake, and insurance coordination.
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Yes! Mental Health VA subscriptions start at 20 Hours/month and are based on $50/Hr. Solo practices start at 10 Hours/month.
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Absolutely! We recommend it, especially in the first eight weeks. It’s a great way to gain confidence in your virtual assistant, and for your virtual assistant to get to know you and your practice better. Keep in mind that meetings are billable time so use them wisely.
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Scheduling tasks are the tasks done to complete the scheduling process. This includes:
Taking client data when they call and entering it into the EHR system
Creating an appointment
Sending the intake paperwork
Collecting insurance and payment information
Verifying benefits
Informing the provider of a new appointment
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We will try to assist to the best of our abilities in the process you have identified. Tasks not performed by Move Forward Virtual Assistants include:
Any tasks which require licensure, certification, or a specialized degree. For example, we can’t do your taxes for you.
We can collaborate and implement, but we do not create marketing or social media strategies.
We do not provide live answer services.
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We use a reputable time-tracking app called Clockify. Our VAs track the time they are working for your practice down to the minute. We send you a link to the time tracked so you can view their time spent any time.
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If you have a busy month and need more hours, we’re happy to accommodate your needs. Your virtual assistant will communicate if they will need more hours to satisfy the needs of your practice.
It will be up to you whether you want to go over your subscription hours. Additional hours are $53/hr and are subject to availability.
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Although unused hours do not roll over, we do our best to make sure that does not happen. During your Needs Assessment, we will identify important, but not urgent tasks that your virtual assistant can work on in the event you have a slow month.
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Absolutely not. We aim to earn your business every month so all services are month-to-month with 30 days notice to cancel.
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We monitor and respond to your practice's communication channels several times a day, M–F in your time zone. Our promised response time is within 24 business hours and our goal is to provide a kind response within three business hours most of the time. Staying on top of client inquiries and providing great customer service is what we do best!
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Yes! We have a communications log that will provide conversion rate, number of contacts, and referral sources. You can substitute our form for a data collection method of your choice. For a more in depth analysis of your referrals, clinician capacity, retention and more, consider TheraBrain!
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Because we invest a lot of time in both vetting and training our virtual team, as well as hand-selecting the right virtual talent for your practice, this is rare. With that said, good communication and regular check-in meetings go a long way towards preventing any issues. You can also reach out to your Customer Success Rep if you are having any challenges. She will be your ongoing support system for you as you are onboarding your virtual assistant.
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A 60-Minute Needs Assessment
SOP Template
Your Onboarding Session with your Certified Mental Health VA and your Customer Success Rep.
A benchmark meeting with the Executive Director of Client Experience to make sure we met or exceeded your expectations at the end of your onboarding period.
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Great question! As your practice continues to grow, there may come a day when a full-time remote employee makes more sense. That is why we developed our VA-To-Hire employment placement services. Contact us to learn more.
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Great! Schedule a call to get started.
Have a question? Get an answer!
“My patients have told me that Kathy is lovely to speak to on the phone and that she is doing a really good job!!! Thanks for being so kind to my patients!!”