Virtual Admin Support for Practitioners and Practices
At Therapy Assist, we have extensive expertise in using Halaxy and Cliniko, among other essential tools for private practice. We are also adept with various additional software programs beneficial to the field, including Google Docs, OneDrive, Microsoft Office and more.
We stay fully updated with Australian Medicare procedures, providing seamless virtual assistance that ensures smooth operations and gives clinicians more time to focus on their patients.
What's Included?
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A range of administrative tasks, at your choosing, to be completed to a superior performance.
Management of appointments/diary (triaging)
Liaising with referrers regarding billings or enquiries e.g. VCT, insurance companies, legal firms ect.
Organising Telehealth meetings via Zoom, Coviu or other online platforms
New patient intake process including obtaining copies of referrals, Mental Health Care Plans, signed consent forms and further necessary paperwork
Pursuing Mental Health Care Plans and referrals and ensuring they are compliant with Medicare requirements
Assistance with faxing and formatting GP letters
Curtesy reminders and tracking for letters to GPs
Adhering to Medicare, DVA, Victim Services, NDIS & Insurance requirements
Invoicing (including 3rd Party), payment processing with rebates and chasing outstanding invoices
Data entry / maintain updated client information on your software
Maintain and update client waitlists
At TherapyAssist, our affordable solutions ensure you can focus on your clients while we take care of the administrative details behind the scenes.
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4 Hour/Week = $200
6 Hour/Week = $300
8 Hour/Week = $400
12 Hour/Week = $600
15 Hour/Week = $750
Corporate pricing available upon request
Please note that price if you request administrative work to be completed during weekends, a 20% service fee will incur.
Currently, we are not providing packages with phone support (coming soon).
All invoices will be sent fortnightly with a strict 14-day period.
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First, we’ll schedule a consultation to discuss your needs.
Next, we’ll set up secure access to your practice management software (i.e., Halaxy or Cliniko) and establish a shared Google Drive for file management.
Then, we’ll define the scope of work and agree on a plan that suits your needs.
Once everything is in place, we’ll begin managing your administrative tasks seamlessly.
Frequently Asked Questions
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You can communicate via email or phone which allows for easy task assignment, priority setting, and real-time progress tracking. We strive to be adaptable to our clients' needs and are open to arranging communication methods that suit your preferences best.
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Absolutely, our services comply with all relevant privacy regulations. We follow rigorous confidentiality protocols, including adhering to the APS Code of Ethics, to safeguard client information. We also ensure that a signed confidentiality agreement is in place, making certain that all information provided is used exclusively for administrative support purposes.
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We understand the nature of psychological practices and are prepared to handle urgent tasks. For last-minute bookings, cancellations, or critical correspondence, we prioritise such requests immediately. Our streamlined systems allow us to respond quickly, and we maintain open communication to ensure your urgent needs are addressed without disrupting your schedule.
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Our packages start at just $200 per week, making us highly competitive and affordable, perfect for practices with up to 10 appointments weekly. Invoices are issued at the end of each working week, with a strict 14-day payment term.
We even offer flexibility, and you can scale up or down as needed. If you require fewer hours, we can adjust the plan for the next billing cycle to match your needs.
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We manage invoicing for Medicare, NDIS, private insurance, DVA, and other third parties. We’ll ensure claims are submitted promptly, invoices are correctly itemised, and payments are tracked. For bulk-billed clients, we process claims through Medicare Online or Halaxy, ensuring everything is in line with compliance standards.
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We are experienced with leading practice management platforms like Halaxy and Cliniko. With your permission, we can log into your existing accounts to manage your bookings, invoicing, and correspondence directly. For shared files, we set up an organised and secure Google Drive for seamless collaboration.
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Our core operating hours are from 9 am to 5 pm, Monday to Friday (Sydney time). Please note that your VA will not be available on Sydney Public Holidays, and we will be closed over the Christmas break. However, we do offer weekend availability at a 20% service fee for those who need assistance beyond our regular hours.
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To streamline communication and manage administrative tasks efficiently, TherapyAssist can be added as a delegate to the practitioner’s email account. This allows us to send, receive, and organise emails on behalf of the practitioner without accessing their password, ensuring security and privacy. Most email platforms, such as Gmail and Outlook, offer delegation features that enable authorised users to handle emails directly within the practitioner’s inbox. As a delegate, we can respond to client inquiries, manage bookings, and handle correspondence while maintaining a professional tone and adhering to confidentiality protocols. Adding us as a delegate is a simple process that ensures seamless collaboration and saves valuable time for the practitioner.