General Admin Tasks

I have some good news and a question for you!

Did you know that your VA can take a ton of tasks off your plate to free you up to do the things that only you can do? I put these under the category of "general admin" and the list below can give you some good ideas about what you can delegate.

You can pop over to our contact page if you have any specific questions. 

Billing & Insurance

  • Checking benefits online
  • Verifying daily co-pays collected vs. appointments completed
  • Sending monthly invoices and/or statements to clients
  • Updating credit card information
  • Following up on unpaid client sessions
  • Email & Calendar Management

  • Reading & responding to your business emails
  • Scheduling & rescheduling your personal clients
  • Adding new business contacts to your database
  • Cover your phone & email while you are on vacation (oh yes!)
  • Referral & Metric Tracking

  • Tracking inbound referrals & following up
  • Creating & updating waiting lists
  • Calculating monthly conversion rates
  • Update weekly or monthly key performance indicators (KPIs)
  • Client Management

  • Setting up new clients in your EHR
  • Sending intake documents to new clients
  • Responding to client requests for rescheduling
  • Sending appointment confirmations & out of office reminders
  • Responding to secure text messages with clients
  • Human Resources

    • Sending weekly reports to therapists with outstanding client balances
    • Sending weekly reports to therapists for missing or unlocked notes
    • Assisting with client turnover, i.e. when a therapist leaves your practice
    • Helping to screen new hires for a group practice
    • Calculating & entering payroll numbers
    • Checking with insurance companies about paneling status

    Social Media Management

    We can help you maintain and improve the social media for your practice, including the following tasks:

    • Content Creation: Developing high-quality and engaging content, including text and images, most relevant to your ideal clients.
    • Content Scheduling: Planning and scheduling posts in advance using a social media management tool to maintain a consistent posting schedule.
    • Audience Engagement: Actively engaging with the audience through comments, likes, shares, and direct messages to build relationships and boost visibility.

    Being Generally Awesome

    • Being a sounding board for your business & management ideas
    • Making suggestions to streamline or improve your business
    • Reminding you to stop working when you are on vacation!

    Get more clients. 

    Use our Magic Call Script!

    Try it yourself or give it to your intake coordinator. This is the exact script we've used to train 100's of intake coordinators. 

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