FAQ

I thought you might be curious about this. 😄 We have cracked the code on what it takes to help therapists be successful with a VA. Our VIP Prep Package includes the following:

• 45 minute kickoff call with our leadership team (Luci & Tracel) - $345 value
• 4 weekly check-in calls with Tracel (account manager) - $94 value
• Free access to our online course library - $595 value
• Hands on support to optimize your processes, documentation & tech
• Free access to our world-class project management software
• Fully guided process to getting 100% ready to work with a VA

This is hands down the best way to get up and running with a virtual assistant. There is a ton of value built into this experience for a one time cost of only $295.

This is required for all new Productive Therapist members & also available to therapists who are not using our services.

If you are interested or have questions, fill out our contact form today!

We do not offer live answer phone support. We have found that a shared VA cannot answer the phone live at a very high percentage without sacrificing world-class customer service. We are not willing to make that sacrifice.

We aim for a reasonable response time the same day. However, we prefer to set up an online scheduling option, so the potential client can book a time immediately, without waiting.

Additionally, we specialize in being able to take a new caller through the entire process of being matched with a therapist and set up in the EHR. This is something that most call centers and virtual receptionist companies are not able to do.

All of our VAs are trained on HIPPA compliance and essential mental health knowledge. Our phone support staff also receive training on empathetic listening, friendly sales strategies and how to convert callers to clients. Several of our team members are certified in email marketing, social media management and content marketing.

We want you to be supremely happy with our services and never leave! That is why we don't require any long term commitments. However, we have found that practice owners who really give the VA solution a solid chance have the most success. Nevertheless, we only ask for 30 days notice to end services. 

Each member of our team is a shared VA, meaning they support multiple practices. Your VA will respond promptly to voicemails and email inquiries. We aim for a reasonable response time the same day. However, we prefer to set up an online scheduling option, so the potential client can book a time immediately, without waiting.

Call centers are much better at offering live answer, where we excel at walking callers through the process of becoming a client, including therapist matching, scheduling and getting setup in the EHR.

We provide phone support Monday through Friday from 9:00 am -5:00 pm in the time zone of your VA . All of our VAs are based in the US.

You can absolutely do hands on training with your VA and have them use your custom call scripts. We encourage ongoing training to refine and improve communication and efficient systems for your business.

Our phone support staff are trained to do initial consultations. They can find out more about the client’s presenting problems, express empathy, communicate the value of therapy and help them schedule a first appointment. If the person really needs to talk to a therapist they can be connected with the right therapist in your practice.

You don't need to provide a BAA we have one!

We provide a detailed Business Associates Agreement and we are committed to maintaining the confidentiality of your client’s information at all times.

The pricing is meant to be simple and easy to understand. You will choose a package that includes a set amount of time that is ideal for the tasks you need completed. You will pay the set package fee at the beginning of each month. The actual cost per hour goes down when the package time increases. This way we can grow with your business.

Click HERE for package details.

Getting setup with a phone support VA in your practice always takes more time than you think. That is why we include 2 hours of time FREE of charge to get you up and running. This is how we structure it. (Note: this does not apply to members who only need marketing support)

• Document review by your VA : 30 minutes
• 1:1 training with you : 1.5 hours
• Anything outside of this would need direct approval from you

All of our VAs use our nifty time tracking software and we track tasks by the minute without rounding up! You will also get a detailed monthly report.

It's not a problem if you use more time than your package. We will communicate with you before you reach the end of your time for the month. You have the option to stop at the end of your time or continuing using more of your VA’s time. You will only be charged for the actual time used and it will show up on the following month’s invoice.

We want you to get the most benefit out of using our services. However, if you don't use all your hours in the current month they will expire. In the beginning, we will assess your needs and set you up with a time package that is perfect for you. If you have a slow month, we can suggest tasks or projects for your VA to work on for you. If you need less than 20 hours per month we can recommend other VA companies or independent VAs that can accommodate your needs.

In short, we help you execute your marketing plan and stay on track with consistent publishing. Our certified digital marketing experts understand the strategy as well as how to do the tasks.

In most cases the content, whether blog posts, videos or newsletters copy is provided by the practice owner and we upload and schedule it for you. We can absolutely help you with finding content to post on social media and creating good looking images for those platforms as well.

Yes, your VA can maintain your referral tracking spreadsheet and stay in close communication with you in the process. They can also help you track your monthly conversion rate, i.e. how many of your referrals actually become clients.

You don't have a referral tracking spreadsheet? Not a problem! We are happy to create one for you.

In terms of EHRs we only support SimplePractice & TherapyNotes. There are lots of phone systems to choose from and we can work with any of them. Our team of VA’s are familiar with many other software platforms used for private practice, such as Google Workplace (formerly GSuite), project management apps, task tracking apps and others. We will do our best to work with the software you already use, but will also make recommendations if we think there is a better option.

You will receive an invoice at the beginning of each month that includes the fee for the package you signed up for as well as any extra time used in the previous month. You can easily pay by credit card online. We can also handle payments directly for you and save you a bit more time.

Not to worry, we have you covered. We have other members of our team who are ready to step in and assist you with your daily needs when your VA is sick or on vacation.

We highly recommend that you establish good communication with your VA from the beginning, including regular meetings and a way to track tasks together. However, there might be a situation where things are just not working out. We recommend you reach out to your VA to sort things out. 

If you still need assistance you can reach out to our Client Happiness Manager, Tracel Callahan. We want to make sure you are happy and you are getting the support you and your business need. We will work to solve any issues, assign you to a new VA or help you end the contract if necessary.