FAQs

Will I meet my Virtual Assistant?
Yes. You will meet your team before we go live. Our packages include monthly meetings with your virtual team to make sure expectations are being met and to maintain clear communication.

Will I get the same virtual Assistant each time? Yes, we try to have no more than 3 virtual assistants per practice to be able to track quality control.

I don’t need everything in your packages if we remove some things, would you give a discount?
I, unfortunately, do not offer any discounts. The success of my team is predicated on our entire workflow. I cannot remove pieces of my system otherwise I will not be providing you with high-end services, which is what my team and I strive for.

What is the response time for returning clients’ calls and email inquiries?
Each member of our team is a shared VA, meaning they support other practices as well. Our VAs strive to answer every inquiry as they come in, however, if the VA is unable to answer the call when it comes in, the VA will aim for a reasonable response time during working business hours, which is 1-2 hours when contact is attempted. Our Live answering service hours are Monday-Friday 9 am-5 pm EST.

Can you track the referral source of incoming referrals?
Yes, in our scripts for answering calls and online inquiries we always ask how they were to refer to the practice and make a note of it to include it in our monthly report.

I don’t like social media and my practice doesn’t need social media, does it? You can’t help anyone if they don’t know you exist. Most therapists don’t get into their profession because they love selling themselves, however, you do want to help people, and the bottom line is, the only way you can do that is by letting people know you and your team of clinicians exists, and social media is the best and most organic way to do that.

How many posts for social media do I receive per month?
You will receive 12 posts to be scheduled per month. Up to 5 branded and personalized graphics per month, the rest of the posts will be stock photos or repurposed marketing material. And 1 thumbnail for either a video or podcast.

Do I get a say on what will go on my social media? Yes, we plan our social media one month ahead. Before creating and scheduling your social media we have a team meeting with you to discuss, once we create what we discussed we send it out for your approval and once you approve it we schedule everything.

The price of your packages are too expensive, will you do it cheaper like other virtual assistants? I hear you. The best products and services are often more expensive. Let's say money was no object. Would our services help solve your problem? If you answered Yes, can your practice afford to continue missing calls and not be found in the online space? Are you looking for the best price? Or best value?

What makes your services different from other Answering Services? We do not follow a call center model. We limit a max of 3 virtual assistants per private practice to keep calls personable, and so that callers don’t feel like they speak to a different representative every time they call. We are all bilingual (English & Spanish), provide LIVE answering services. We are all HIPAA Certified. We all believe in the power of healing through therapy and we communicate with people in distress with care and empathy while maintaining an appropriate level of professionalism and boundary. This translates to a stronger first-contact experience for new clients and premium service for existing clients.