Grow your group practice and get your time back

Yes and no, let me explain.

For immediate 24/7 live answer, we offer SimpleIntake with AI receptionist capability. This gives your callers instant responses any time of day or night, answers their questions, and can schedule consultation calls.

For human support, our VA team works during business hours (9-5 in their time zone) and focuses on callbacks, scheduled consultation calls, and follow-up communication. We've found this approach delivers excellent customer service while giving VAs the structure to be highly productive.

We don't offer traditional live phone answering with a shared VA picking up every call as it comes in. We've found that model sacrifices service quality, and excellent customer service is non-negotiable for us.

Instead, we combine the best of both worlds: AI handles immediate response (under 10 seconds vs. 2-3 hours), and our skilled human team handles the relationship-building through scheduled calls and personalized follow-up. This means inquiries get responded to within seconds, and all follow-up happens within 24 hours.

We've found that online scheduling is life-changing for the intake process—it lets potential clients book times that work for them, and lets the VA structure their day around these scheduled calls for greater productivity.

We also specialize in matching the caller with the right clinician and setting them up in your EHR—something most call centers and virtual receptionist companies aren't able to do.

It depends on your setup:

With SimpleIntake's AI receptionist, response time is under 10 seconds, 24/7, nights and weekends included. The AI answers calls immediately, responds to texts and emails, answers common questions, and can schedule consultation calls on the spot.

With our human VA team, we require all inquiries to be responded to within 24 hours, though we aim for same-day response whenever possible. Our VAs work business hours (9-5 in your their zone) handling callbacks, scheduled consultation calls, and personalized follow-up.

The beauty of online scheduling, whether through AI or a scheduling link your VA sends, is that potential clients can book their consultation call immediately without waiting. No phone tag, no delays.

Here's where we really shine: Once someone is ready to move forward, our team excels at walking them through the entire process of becoming a client. We match them with the right therapist based on their needs, schedule their first appointment, and get them set up in your EHR. This level of personalized service and system integration is something call centers can't touch.

Speed matters, but so does quality. We've built our model around delivering both.

Our team works Monday through Friday, 9am - 5pm in their time zone. All of our team members are based in the US and are W-2 employees with benefits. We will communicate your VA's specific hours during onboarding so you know when to expect responses.

We've designed our pricing to be simple and accessible to as many practice owners as possible. We offer one base package of 20 hours per month. If you choose to use more time than that, any hourly overages are charged at the same hourly rate as your base package.

Your VA will email you when you use 95% of your time package and give you the option to keep going, pause services for the month, have them work a certain amount of time per day/week or only on certain tasks. You stay in control of how much time you choose to use!

No problem, we've got you covered. We track hours carefully and will give you a heads-up before you hit your monthly limit. At that point, you decide: stop for the month or keep going.

If you choose to continue, your VA keeps working and you're only billed for the actual time used at your hourly rate. The overage shows up on next month's invoice. We'd rather you get the support you need than artificially cap things when your practice is busy.

Unused hours don't roll over, they expire at the end of each month.

Here's why: Our VAs are W-2 employees with benefits, not contractors we can scale up and down. This model ensures you get consistent, well-trained team members who know your practice inside and out.

We start by assessing your needs carefully to set you up with the right package. If you're consistently under-utilizing your hours, we'll help you find other valuable projects your VA can tackle, think process documentation, EHR cleanup, or marketing tasks.

Our minimum is 20 hours per month because that's what it takes to handle intake effectively and maintain continuity. If your practice genuinely needs less than that, we're happy to recommend other solutions that might be a better fit.

Bottom line: We want you getting real value from our services, not paying for hours you don't need.

Yes, absolutely. We provide a comprehensive Business Associate Agreement that covers HIPAA compliance.

Our VAs are trained on HIPAA requirements and we take client confidentiality seriously. Protecting your clients' protected health information (PHI) isn't just a legal obligation, it's foundational to how we operate. You'll review and sign our BAA as part of onboarding, so you're covered from day one.