For mental health & nutrition practices
Focus on your clients,not the email pile.
We take the overwhelm out of running your practice, so your time goes back to care.
No obligation, no contracts. You’ll leave knowing exactly where to start.
- BAA signed · HIPAA trained
- No contracts
- From $25 / hour
Trusted by 50+ practices,
including
You decide what to hand off and what to keep on your desk.
Intake Support
Your clients are the heart of your practice, so they stay in caring hands from the first hello. We can take intake start to finish, from the first inquiry to the booked first session, welcoming and guiding them the way you would. You stay as involved as you’d like.
- New-client inquiries answered fast & first calls booked
- Referral coordination
- Intake & consent forms
- Scheduling, reminders & no-show follow-up
- New clients set up in your EHR
- … and more
Billing Support
Billing eats hours and follows you home. We take on the legwork, or work alongside your biller and bring structure to the process, so far less lands on you.
- Benefits verified before the first session
- Prior authorizations
- Claims submission & follow-up
- Denials & appeals
- Superbills for private-pay clients
- Patient invoicing & unpaid-balance follow-up
- … and more
Admin Support
The small tasks that pile up while you’re with a client, handed to our team, so your desk stays clear.
- Inbox, mail & client-portal monitoring
- Calendar, phone & voicemail
- EHR & records management
- Newsletters, social posts & website updates
- … and more
Systems & Setup
Beyond getting tasks done, we build the systems, workflows, and SOPs your practice runs on, so it isn’t all held together in your head, and advise on what to improve next.
- EHR setup & migration — SimplePractice, TherapyNotes, Healthie
- Workflow design & simple automations
- SOPs & your operations manual
- Process & operations advice
- … and more
How it works
Three unhurried steps, starting with a conversation.
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A free 20-minute call
We listen to how your practice runs and what keeps pulling you away from your clients. Then we both decide if it’s a fit. No pressure, no contract.
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We get going right away
No drawn-out onboarding and no setup fee. Together we map out what’s on your plate and find the first thing we can take off it.
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We grow with your practice
From a solo practice to a large group, we take on as much as you need, and more as you grow.
More than a virtual assistant
Most virtual assistant services hand you an assistant and a to-do list, and the managing is on you. We work differently. We help you run the practice, week in and week out. We do the day-to-day ourselves, or bring structure to the admin team you already have. The overwhelm lifts, and your focus stays on your clients.
- A documented process for everything you hand off
- One point of contact
- A HIPAA-trained team doing the work
- Always covered, even if someone is out
We sign a Business Associate Agreement (BAA) with your practice, and everyone who touches your work completes HIPAA training first. Only the people working your tasks see client information.
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Nothing to manage
You won’t assign tasks or chase an assistant. We own the work end to end and stay accountable, so it just gets done.
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We know the work from day one
Intake, billing, insurance, and admin are what we do all day, in the tools you already use, like SimplePractice, TherapyNotes, and Healthie. There’s no ramp-up and no teaching us your world; we start contributing right away.
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Your tasks are covered when someone is out
Everything you hand off gets written down, the way your practice likes it done, and the whole team works from that. If someone is sick, on vacation, or leaves, the rest of the team picks up your tasks and does them the same way.
Simple, honest pricing
- No minimum starting package
- No onboarding, contracts, or hidden fees
- Adjust your hours as you grow
- You only pay for the work you hand off
- One point of contact, with a trained team behind the scenes
- HIPAA verified, with BAA and training before any work
Questions, answered
Is the call really free?
Yes. It’s a free 20-minute call with no obligation and no contract. We’ll talk through what’s weighing on you and where we can help.
How quickly can we start?
There’s no drawn-out onboarding. After your call, we start right away, then take on more at your pace.
Who actually does the work?
Our team. Everything you hand off is written down the way you want it done, and the team works from that. Everyone touching your work completes HIPAA training first, and a BAA is in place before anything begins.
How do you protect my clients’ information?
We sign a BAA with your practice, and everyone who touches your work completes HIPAA training first. Only the people working your tasks see client information.
What happens if someone is sick, on vacation, or leaves?
Nothing changes on your end. The team already works from how you like things done, so your tasks continue the same way. Nothing needs re-explaining.
How do I know what’s getting done?
You’ve got one point of contact who keeps you posted, so you’re never left guessing about what’s handled.
Where are you based?
VA Helps is a U.S. company registered in Florida, working with mental health and nutrition practices across the country. Our team works remotely, so wherever your practice is, we can support it.
What will this cost me each month?
It depends on how much you hand off. Most practices start with the hours they need and grow from there, so you only pay for what your practice actually uses. We’ll size it together on the call, with no minimum you have to hit. Here’s what a virtual assistant typically costs a practice.
Do I need a contract?
No contracts and no setup fees. We scope a monthly block of hours together and adjust it as your needs change.
Let’s take the first thing off your plate.
Pick a time below for a free 20-minute call. We’ll talk through what’s weighing on you and where we can help. No pressure, no contracts.
BAA signed · HIPAA trained · No contracts
Prefer to talk now? info@vahelps.com (786) 882 8077