Hire a Virtual Assistant for Your Therapy Practice

You trained to do therapy, not to manage scheduling calls, chase insurance verification, and process intake paperwork. A LATAM-based VA handles the admin layer of your private practice so you can stay in the clinical work.

Free

Consultations

Direct Hire

3-Day Placement, No Middleman

6-Month

Replacement Guarantee

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Why Therapists and Private Practice Owners Hire Virtual Assistants from LATAM

Private practice therapists are running a business and a clinical operation at the same time and most have no administrative infrastructure to support either. Scheduling calls come in during sessions. Insurance verification takes an hour per new client. Intake forms go uncompleted until the day before the first appointment. Billing follow-up gets pushed to evenings. A LATAM-based VA gives you a trained, dedicated administrative operator working in your time zone, handling the business layer of your practice so you’re not doing it between sessions, on weekends, or at the expense of your own capacity. Direct hire means your VA works for your practice, learns your systems, and stays, not a temp rotation with no institutional memory.

Reclaim 10–20 hours per week currently spent on scheduling, intake, and insurance
Keep your calendar full without managing it yourself between sessions
Get insurance verified and intake completed before every new client walks in
Stop losing potential clients because your scheduling callback came too late
Reduce no-shows with consistent reminder protocols you never have to think about
Run a professional practice without hiring a full-time in-office administrator

What a Virtual Assistant for Therapists Can Do

Scheduling & Calendar Management

Scheduling is one of the most time-consuming and most interruptive functions in private practice. Every new client inquiry, every reschedule, every cancellation and backfill happens between sessions, unless someone else handles it. Your VA manages your scheduling workflow end-to-end, keeping your calendar full and your day predictable.

Inbound scheduling inquiry response via phone, email, or contact form
New client intake scheduling and initial consultation coordination
Appointment confirmation and reminder calls and texts
Cancellation processing and waitlist backfill
Recurring session scheduling and block maintenance
Telehealth link generation and delivery
Schedule conflict resolution and provider preference enforcement

Insurance Verification & Billing Support

Insurance verification is tedious, time-sensitive, and directly tied to whether you get paid. Your VA verifies benefits before every new client’s first session and supports your billing workflow so claims go out clean and follow-up happens on schedule.

Insurance eligibility and benefits verification prior to first session
Copay, deductible, and out-of-pocket confirmation and client communication
Authorization and pre-certification requests for ongoing treatment
Auth tracking and renewal coordination
Claims submission coordination with your biller or billing software
ERA and EOB review and flagging for biller attention
Patient balance statement follow-up and payment plan documentation
Out-of-network reimbursement support (superbill generation coordination)

Client Intake & Onboarding

A complete intake before the first session means your first appointment is clinical from minute one. Your VA manages the entire intake process, sending forms, following up on incomplete submissions, confirming insurance, and making sure new clients arrive prepared.

Intake form distribution via your EHR or client portal
Completion follow-up for outstanding intake documents
Consent form and notice of privacy practices tracking
Emergency contact and demographic information collection
Credit card on file collection coordination
Practice policies review and acknowledgment confirmation
New client welcome communication and first session preparation

Client Communications & Reminders

Consistent communication reduces no-shows, builds trust, and keeps clients engaged in their care. Your VA manages the communication layer of your practice, reminders, follow-ups, scheduling outreach, and administrative questions so clients always feel attended to and you never have to field a scheduling call mid-session.

Appointment reminder texts and calls (24-hour and 48-hour)
No-show and late cancellation follow-up and reschedule outreach
Returning client reactivation outreach for lapsed clients
Administrative question response (scheduling, billing, forms)
Telehealth troubleshooting coordination and pre-session tech check
Referral source thank-you communications
Client satisfaction survey distribution

Practice Admin & Documentation

The paperwork layer of private practice never stops. Your VA handles the administrative documentation, organizational tasks, and records management that keeps your practice compliant and organized, without it falling to you.

Medical records request processing and coordination
Records release authorization review and processing
Provider credentialing document tracking and renewal reminders
Payer panel application coordination and follow-up
License and continuing education deadline tracking
Vendor and subscription management
Practice inbox management and routing

Practice Growth & Marketing Support

Growing a private practice requires visibility on directories, in referral networks, and online. Your VA handles the marketing and directory management tasks that keep your practice discoverable and your referral relationships active.

Psychology Today, Therapy Den, and directory profile updates
Google Business Profile maintenance and review response
Referral source outreach and relationship management
Email newsletter creation and distribution
Social media scheduling (LinkedIn, Instagram, Facebook)
Blog post formatting and publishing coordination
Waitlist marketing and community outreach support

See What a Practice VA Actually Costs vs. an In-Office Administrator

A part-time in-office practice administrator costs $30,000–$45,000 per year plus payroll taxes. A full-time LATAM VA covers more ground for $12,000–$18,000 annually, with no office space required, no HR overhead, and direct hire stability.

Our Placement Process

How Virtual Wizards Places Your Practice VA

Step 1: Discovery Call (Free) We learn your practice size, your EHR platform, your scheduling volume, and what’s currently falling through the cracks. Most placements are matched within 72 hours.

Step 2: We Source and Vet We screen candidates for healthcare administrative experience, HIPAA-conscious workflows, C1+ English fluency, and familiarity with your EHR, Simple Practice, TherapyNotes, Luminare, Jane App, and others.

Step 3: You Hire Directly One-time placement fee of $2000 ($500 deposit, $1,500 at hire). Your VA works for your practice, not for us.

Do I get to choose the candidate?

Yes. You’ll interview and select the candidate who best fits your team and workflow.

How do we handle client confidentiality?

Your VA is trained on HIPAA-conscious administrative practices and operates under your existing compliance framework. You execute a BAA with your VA during onboarding, and they use only your approved, HIPAA-compliant communication tools. They have access only to what’s necessary for their administrative functions.

Can my VA work in Simple Practice or TherapyNotes?

Yes. We match candidates with experience in the most common therapy EHRs: Simple Practice, TherapyNotes, Luminare, Jane App, and others. If you use a different platform, we factor that into matching and onboarding timeline.

Will my clients notice they're talking to a VA instead of me?

Your VA handles administrative communication only, scheduling, intake, reminders, and billing questions. All clinical communication stays with you. Clients interact with your VA the same way they’d interact with a front desk staff member.

What's the 6-month guarantee?

If your VA doesn’t work out for any reason within the first six months, we replace them at no additional placement fee.

Where your clinical hours are actually going

How Many Hours Per Week Are You Spending on Work That Doesn't Require a License?

Most therapists track their billable hours carefully. Very few track what's eating everything else. Before you decide whether you need a VA, it helps to see it clearly.

Go through this list and estimate your honest weekly hours:

Task Hours/week most therapists spend Requires clinical training?

Responding to new client inquiries 1–3 hrs No

Scheduling and rescheduling appointments 1–2 hrs No

Sending and chasing intake paperwork 1–2 hrs No

Verifying insurance and communicating benefits 2–4 hrs No

Sending appointment reminders 0.5–1 hr No

Following up on no-shows and cancellations 0.5–1 hr No

Managing billing questions and statements 1–2 hrs No

Updating directory profiles and marketing 1–2 hrs No

Processing records requests 0.5–1 hr No

Tracking credentialing renewals and deadlines 0.5–1 hr No

Managing practice email inbox 1–2 hrs No

Total 10–21 hrs/week None of it

If you're spending even 10 hours per week on tasks that require no clinical judgment, that's 40 hours per month of your time going to work a trained VA could handle for $12–18 per hour. The question isn't whether you need help, it's how long you can afford not to get it.

Find Out What Your VA Would Cover

What Makes Virtual Wizards Different?

Why work with with Virtual Wizards?

A lot of agencies send you a resume and call it done. We don’t operate that way.

We don’t send resumes, we send operators who are ready to work
Candidates are pre-vetted specifically for dental administrative workflows
Strong English communication skills at C1 level or above
Hands-on experience with dental software including Dentrix, Eaglesoft, and Open Dental
Familiar with U.S. insurance workflows, portals, and prior authorization processes
We place for long-term fit, not churn-and-burn turnover
Every placement comes with a 3-month replacement guarantee

Are there ongoing fees or monthly markups?

No.

Virtual Wizards charges a one-time placement fee. After that, you pay the associate directly. There are no subscriptions, monthly percentages, or hidden costs.

You can use our Salary Calculator to view estimated fees based on the role and experience level you’re looking to hire.

What makes Virtual Wizards different?

We follow a direct placement model.

This means:

You hire the associate directly
There is no middleman after placement
The associate keeps more of what they earn

We believe this creates stronger working relationships, better performance, and long-term retention for both sides.

Do I own the relationship with the associate?

Yes. From day one, the working relationship is entirely yours.

The associate works exclusively with your company, integrates into your team, and aligns with your goals – without being managed by a third party.

How does this help with retention?

When associates are paid fairly and feel connected to the company they work for, they tend to stay longer and perform better.

Because there’s no ongoing agency layer, the relationship feels more stable and long-term which benefits everyone involved.

What if the hire doesn’t work out?

We offer a free replacement guarantee for up to 3 months. If the candidate isn’t the right fit during the guarantee period, we’ll replace them at no additional cost.

How do I pay the associate?

You pay the associate directly using tools such as:

Wise
Remitly
Gusto
Rippling

We’ll support you by collecting all required banking details after the agreement is signed to make payments simple and seamless.

Is there a middleman involved after hiring?

No. Once the hire is complete, there’s no agency layer between you and the associate.

This allows:

Clear communication
Greater trust
More money going directly to the person doing the work

Why do companies choose Virtual Wizards?

Because they want:

Transparent pricing
Direct relationships
Fair compensation for talent
Long-term, stable team members

Our model is simple, ethical, and designed to work for both companies and professionals.

What Roles Can We Help You Fill?

We specialize in placing remote talent for Therapy Practices including:

Hire the Best Therapist VA Front-Desk Agent Billing Specialist from LATAM

1 Discovery Call

A quick consultation to understand your goals, role needs, and budget.

2 Candidate Matching

Within 3 business days, you’ll receive 2-3 pre-vetted candidates from our LATAM talent pool.

3 Your Selection

Interview, choose your match, and we’ll support a smooth onboarding.

Find the Perfect fit for your Business

Top LATAM professionals, vetted and ready to join your team.

Expert Therapist VA's in our Pipeline

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100% fully screened and vetted

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Days to receive a candidate shortlist

of placements stay with clients for 1+ year

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Why Therapist Virtual Assistants from LATAM?

Schedule a Discovery Call

Tell us your hiring needs and we will provide you with the best talent that will align to both to your company and team

In 30 Minutes You Will…

Learn How Your Business will Benefit from hiring a Virtual Assistant

No memorized scripts. No generic sales pitches. Your call is yours. We’ll provide you with a tailor recruitment strategy to hire the best talent. Remember you won’t pay a cent until after we find the employee that you want to hire.

Understand your business Strategy and Goals

First, we will assess your specific needs and determine the tasks and responsibilities that you want your VA to handle. This will help us identify the skills and experience necessary for the role.

Create a Strategy tailored to your business

Next, we will create a detailed job listing or job description that outlines the requirements and expectations for the position and start interviewing.