You started your practice to help clients, not to chase insurance claims between sessions. A virtual assistant takes on the admin work, carefully and privately.
Virtual Assistant gives therapists, counselors and group practices a dedicated virtual assistant from $240 a month. You choose the role and the hours, and a US account manager matches you within 1 to 3 business days.
The problem a virtual assistant solves
Solo and small practices usually have no front desk. Inquiries wait until the end of the day, potential clients move on to someone else, and evenings disappear into paperwork, billing and insurance calls.
What a normal week looks like with an assistant
Your assistant replies to new inquiries, shares your availability, sends intake forms and books consultations. They check benefits, follow up on claims and send payment reminders. You open your calendar to a schedule that is already in order.
The work to hand off first
- New-client inquiries and consultation scheduling
- Intake paperwork and good-faith estimates
- Insurance verification and superbill follow-up
- Calendar and waitlist management
- Payment reminders and billing questions
- Directory listings and website updates
Your assistant already knows or will learn your tools, including SimplePractice, TherapyNotes, Psychology Today, Google Workspace, Stripe. See more on our page for virtual assistants for therapists and mental health practices.
Which assistant to hire
Medical Virtual Assistant
A medical assistant handles intake paperwork, benefits checks and claim follow-up in SimplePractice or similar software under a signed BAA.
Billing keeps moving. Eligibility checks, prior authorization paperwork and claim follow-up get done on time.
- Route clinical questions to your staff
- Handle new patient intake and forms
- Prepare prior authorization paperwork
- Answer patient billing questions
Assistants do not give medical advice. Clinical decisions stay with your staff. Medical virtual assistant packages start at $300 a month for 20 hours. Hire a medical virtual assistant for your business.
Administrative Assistant
An administrative assistant keeps your inbox and calendar in order and replies to inquiries quickly.
Your day stops being reactive. Someone else sorts the inbox and the calendar first, so you start each morning with a short list of what actually needs you.
- Sort your email into urgent, needs a reply and can wait
- Send reminders and confirm attendance the day before
- Prepare templates for the letters and forms you use often
- Compare suppliers and summarize the best options
Administrative assistant packages start at $240 a month for 20 hours. Hire an administrative assistant for your business.
Bookkeeping Assistant
A bookkeeping assistant keeps your practice income and expenses clean for your CPA.
Money comes in faster. Invoices go out on time and late payers get regular, polite reminders.
- Reconcile bank and credit card accounts
- Follow up on collections
- Keep a sales tax tracking spreadsheet
- Prepare a monthly profit and loss report
Tax returns and tax advice stay with your CPA or enrolled agent. Bookkeeping assistant packages start at $320 a month for 20 hours. Hire a bookkeeping assistant for your business.
What stays with you
Assistants do not offer counseling or crisis support. You set the rules for how urgent messages get routed, and clinical judgment stays with you.
What it costs for therapists and mental health practices
You pay the same clear price wherever you are, and you see the exact total before you order. Skilled VA prices for the roles above:
- Medical Virtual Assistant: $300 for 20 hours, $570 for 40 hours or $1,080 for 80 hours a month
- Administrative Assistant: $240 for 20 hours, $456 for 40 hours or $864 for 80 hours a month
- Bookkeeping Assistant: $320 for 20 hours, $608 for 40 hours or $1,152 for 80 hours a month
Senior Specialists, with 5+ years in the field, cost 35% more. US-Based Specialists, who live and work in the United States, cost 90% more. If you would rather not commit to a monthly package, pay-as-you-go hours start at $14.40 an hour and stay valid for 90 days.
Why hire your assistant from Virtual Assistant
Your assistant works remotely and keeps the business hours of your time zone. You get a person who learns your business, with a team behind them when something needs fixing.
- Clear clinical boundaries: Assistants handle administrative work only, and clinical questions always go to your staff.
- They learn how you work: Your account manager turns your routine into a written checklist on the kickoff call, so you explain each job once.
- Old books can be fixed: Start with a one-time cleanup project, then use a monthly package to keep everything current.
- Clear prices, no lock-in: See your exact price before you order. Month-to-month packages can be cancelled any time, and unused hours roll over within your package limit.
- A US account manager: One person matches you, runs your kickoff call and stays your contact if anything needs fixing.
- Free replacement: If your assistant is not the right fit, we match you with a different one at no extra cost.
A virtual assistant or an in-house hire?
An in-house hire makes sense when the job needs someone physically on site. For work done on a screen or a phone, a virtual assistant usually costs far less, because you pay only for working hours, with no recruiting, desk, equipment or payroll taxes to arrange. You can also start with 20 hours a month and grow, instead of committing to a full-time salary before you know how much work there is.
How to get started this week
- Build your package: choose a role, your hours and an experience level, and see your price straight away
- Pay your itemized invoice by card or crypto
- Your US account manager matches you within 1 to 3 business days and runs your kickoff call
- Your assistant starts on a written checklist of your first tasks for your business