Virtual Assistants for Therapists and Private Practices
Most therapists in private practice did not train to run a business, and the admin between sessions is what pushes them toward burnout. iFOVS places Philippines-based assistants who take that layer off.
What your iFOVS practice assistant does
- Manages the calendar: booking, rescheduling and filling cancellations from the waitlist
- Runs new client intake: enquiry response, paperwork, portal setup
- Sends appointment reminders and follows up on no-shows
- Verifies insurance benefits and tracks session limits
- Prepares and submits routine claims, and chases the ones that stall
- Sends invoices and follows up on outstanding balances
- Maintains the waitlist and contacts people as slots open
- Handles routine email so your inbox is not a second job
- Keeps your practice management system accurate
- Prepares monthly reports on sessions, income and outstanding claims
Systems they work in
SimplePractice · TherapyNotes · Jane · Kareo · Headway · Alma · Calendly · Stripe · QuickBooks · Google Workspace
Who this works for
- Solo therapists doing their own admin in the evenings
- Group practices where the clinical director is also the office manager
- Coaches and allied health practitioners with the same scheduling and billing pattern
- Practices with a waitlist losing revenue on unfilled cancellations
The boundary, stated plainly
Your assistant handles scheduling, intake logistics, billing administration and correspondence. They do not provide clinical advice, take clinical notes, or make decisions about care.
Confidentiality here is not a formality. Every team member signs an NDA before access, works on controlled equipment with individual named logins, and access is logged. We will sign a Business Associate Agreement where your practice requires one, and we will hold to it. What we will not tell you is that signing it makes the arrangement automatically compliant — a BAA is a contract about safeguards and breach notification, not a certificate. Your assistant works on scheduling, intake logistics, billing administration and correspondence, and does not touch clinical notes or clinical decisions. We would rather agree that boundary in writing before you start than discover a disagreement about it later.
What it costs
Practice assistants are hired on a straight hourly rate, part-time or full-time. Most solo practices start part-time and grow from there.
How to choose a practice assistant for a therapy practice
This role touches distressed people and protected health information on the same phone call. Temperament matters more than speed, and confidentiality is not negotiable.
Interview for confidentiality instincts first
Ask what they would do if a caller asked whether a mutual friend is a client. The right answer is immediate and unhesitating, and hesitation tells you enough.
Check EHR familiarity
SimplePractice, TherapyNotes and Jane each handle scheduling, notes and billing differently. Familiarity with yours saves weeks.
Listen to their phone warmth
Callers to a therapy practice are frequently in a difficult moment. A brisk, efficient manner that works elsewhere is actively harmful here.
Establish the clinical boundary explicitly
They schedule, verify, invoice and reassure. They do not advise, assess or interpret. An assistant who blurs this creates risk for your licence, not just your practice.
The one question to ask in the interview
A caller in distress asks you for advice. What do you say?
What a good answer sounds like: Warmth, no clinical content, and a route to a person who can help — including crisis resources if it is urgent. Anyone who offers reassurance about their situation is the wrong hire.
Frequently asked questions
How do you protect client confidentiality?
Every team member signs an NDA before they are given access to anything. They work on controlled equipment with individual named logins, never shared accounts, and access is logged, so there is always a record of who opened what and when. Access is limited to the systems the role actually requires, and is revoked the day someone leaves your account. We will sign a Business Associate Agreement where your practice requires one. Full detail is on our data privacy and confidentiality page.
Will they contact my clients directly?
Only for scheduling, reminders and administrative matters, using your wording. Anything clinical comes to you.
Can they handle billing and claims?
Yes — preparation, submission and follow-up on routine claims.
What hours will they work?
Yours, so clients calling during your day reach someone.
What if the person is not a fit?
Replaced at no cost if the fit is wrong early on.
Worth reading before you hire
- Outsourcing without losing control of your data
- Five tasks worth handing over first
- What this role costs, and what moves the price
- Healthcare: how we support the whole function
Related roles
Let's talk
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