6 Things a Virtual Assistant Can Do for a Therapist
Therapists are in the business of healing humans, not drowning in paperwork or playing calendar tag. However, running a practice (even a solo one) comes with a lengthy list of behind-the-scenes tasks that can be time-consuming, overwhelming, and, frankly, not always what you want to spend your time doing.
That’s where a virtual assistant (VA) comes in.
Whether you're a solo practitioner, running a group therapy practice, or growing a therapist coaching arm alongside your therapy work, a VA can help you get your time back, reduce mental clutter, and make your business feel less overwhelming.
6 High-Impact Ways a VA Can Support Therapists
1. Manage therapy session scheduling & calendar chaos
Let’s be real: therapy schedules are complex.
You’re juggling recurring client appointments, last-minute reschedules, cancellations, and your own continuing education, supervision hours, and admin time. A VA can take this off your plate by:
Managing client scheduling, cancellations, and reschedules
Sending reminders and confirmations to reduce no-shows
Blocking off your calendar for personal time or focused work
Coordinating referrals or intake calls with other providers
This keeps your days running smoothly and your focus where it belongs - on client care, not admin ping-pong.
2. Handle client communication
If the idea of replying to yet another “Hey, can we move our session?” email makes you groan, you’re not alone. A VA can act as your front line for client communication, helping with:
Responding to new client inquiries with templated responses
Following up on missed appointments or intake paperwork
Triaging messages so you only see what truly needs your attention
Organizing client communications by priority or status
This ensures your clients feel seen without requiring you to be glued to your inbox.
3. Set up and maintain your systems
Whether you’re using SimplePractice, TherapyNotes, or Google Workspace, chances are you’re under-utilizing the tools you have, or you’re spending time manually doing things that could be automated.
A VA for therapists can:
Set up and organize your EHR or CRM system
Create reusable templates for intake forms, consent paperwork, and notes
Organize shared drives, email folders, and SOPs
Research and recommend better tools or integrations to streamline your workflow
Having these systems in place saves you hours every week and mental load each day.
4. Support your content and marketing efforts
Even if you get most of your clients through referrals, you probably still want to show up online, whether through your Psychology Today profile, website blog, or Instagram presence.
A virtual assistant for therapists can help:
Draft or post blogs and email newsletters
Update your website with new services or availability
Schedule and organize your social media content
Track engagement or leads coming in through marketing channels
And if you’re building an audience for a course or group program, this becomes even more valuable.
5. Assist with billing, payments, and insurance follow-up
Billing is one of the most dreaded aspects of running a therapy practice, yet it is also one of the most important. A VA can take care of:
Creating and sending invoices
Tracking client payments
Following up on late or missed payments
Coordinating with billers or helping manage insurance follow-ups
You stay out of the money talk and stay focused on the work you love.
6. Free up your time for what actually matters
At the end of the day, the biggest value of hiring a high-qualtiy VA is permitting yourself to stop doing it all. You can focus more on client sessions, self-care, supervision, or simply leaving the office before 8 PM. A great VA will learn your workflow in your therapist’s practice, adapt to your style, and become an extension of your practice, not just a task-ticker.
Thinking about hiring your first VA for your therapy practice?
At The Boutique COO, we specialize in pairing therapists and mental health professionals with trained virtual assistants who understand your industry and respect your client boundaries.
Whether you need a few hours a week or full-scale practice support, we’ve got someone who can help.
