Services

ARE YOU:


  • Drowning in emails, intake forms, and scheduling requests?
  • Constantly switching between client care and admin tasks?
  • Falling behind on invoicing or chasing down payments?
  • Feeling stretched thin trying to do everything well?
  • Wanting more work-life balance—or even just a real day off?
  • Craving the space to slow down and be present in your calling?


You’re not alone—and we’re here to support you.

  • Billing + Insurance


    • Sending monthly invoices and/or statements to clients
    • Verifying daily co-pays collected vs. appointments completed
    • Updating credit card information
    • Following up on unpaid client sessions
    • Sending weekly reminders about unpaid balances
    • Checking client benefits online
    • Checking with insurance companies about paneling status



  • Client Management

    • Setting up new clients in EHR (SimplePractice or TherapyNotes)
    • Sending intake documents and required paperwork
    • Following up on incomplete intake forms
    • Managing client booking (schedule, reschedule, cancel appointments)
    • Responding to client requests and inquiries
    • Handling phone calls and emails
    • Responding to secure messages with clinicians and clients
    • Conducting or coordinating initial consultations
    • Screening new client inquiries and assessing fit
    • Checking in with new clients after consults
    • Managing waitlists and updating client status
    • Updating client records and information

  • Email + Calendar Management

    • Managing inbox and voicemails daily
    • Sending appointment confirmations and reminders
    • Sending out-of-office notifications
    • Managing calendars and therapist availability
    • Scheduling meetings and sending invites
    • Handling coverage when others are out

  • Referral + Metrics Tracking

    • Tracking inbound referrals
    • Logging and following up on referral sources
    • Tracking conversions (inquiry → client)
    • Calculating monthly conversion rates
    • Updating weekly/monthly KPIs
    • Maintaining and updating waitlists

  • Administrative + Operations

    • Organizing and maintaining Google Drive/files
    • Keeping internal systems and processes updated
    • Providing general administrative support
    • Assisting with therapist transitions (onboarding/offboarding clients)
    • Creating and updating SOPs and workflows
    • Sending weekly summaries (caseload, pending clients, etc.)
    • Identifying inefficiencies and suggesting improvements
    • Maintaining database of business contacts

  • Human Resources + Team Support

    • Sending weekly reports to therapists:
    • Outstanding balances
    • Missing/unlocked notes

    • Assisting with payroll calculations and data entry
    • Supporting hiring processes (screening candidates)
    • Supporting therapist transitions and client reassignment

  • Strategy + Support

    • Researching information relevant to the business
    • Acting as a sounding board for ideas and decisions
    • Suggesting ways to streamline operations and improve systems

  • Bonus (But Important)

    • Gently reminding you to rest and take time off :)

Interested in our services? We’re here to help!

We want to know your needs exactly so that we can provide the perfect package for you. Let us know what you want and we’ll do our best to help.

Contact Us