services

The first interaction a prospective client has with your practice can set the tone for their entire experience. I can help manage the administrative side of that process, ensuring inquiries are responded to promptly and prospective clients receive the information they need to take the next step.

Services can include responding to inquiries by email or phone, conducting initial consultation calls, collecting intake information, providing information about your practice, fees, and availability, and scheduling initial appointments. I can also assist with client-to-clinician coordination, referrals, follow-ups, and forwarding messages to the appropriate clinician.

For practices looking to improve their intake process, I can also help develop and streamline intake procedures so that the process is clear, consistent, and easier to manage.

Services may include:

• Responding to prospective client inquiries
• Conducting initial administrative consultation calls
• Collecting intake information
• Providing information about practice services and fees
• Providing appointment availability
• Scheduling initial appointments
• Following up with prospective clients
• Coordinating referrals
• Administrative client-to-clinician coordination
• Forwarding clinician messages
• Developing and improving intake procedures

Keeping up with phone calls, voicemails, emails, and general correspondence can be one of the most persistent administrative demands of a practice.

I can help ensure communications are monitored and handled in a timely and professional manner. This can include responding to general administrative inquiries, returning telephone calls, monitoring voicemail, managing practice email, and directing clinical questions or messages to the appropriate clinician.

This allows you to remain accessible to your clients and prospective clients without having to personally manage every administrative communication that comes through your practice.

Services may include:

• Monitoring practice email
• Monitoring voicemail
• Returning telephone calls
• Responding to general administrative inquiries
• Managing general correspondence
• Forwarding clinical inquiries and messages to clinicians

Keeping track of invoices, payments, and outstanding balances can take valuable time away from running your practice. I can provide administrative support with the financial side of your practice, helping keep these tasks organized and up to date.

Depending on your practice’s needs, I can assist with preparing and sending invoices, processing payments, following up on outstanding balances, preparing basic financial reports, and coordinating insurance-related administrative paperwork.

My goal is to help keep the administrative side of your billing process organized, while allowing you to spend less time following up on late payments and financial tasks.

Services may include:

• Preparing and sending invoices
• Processing payments
• Following up on outstanding balances
• Preparing basic administrative financial reports
• Coordinating insurance-related administrative paperwork

Managing multiple clinicians, calendars, cancellations, and changing availability can quickly become time-consuming. I can help take these responsibilities off your plate and keep your practice’s scheduling in order.

From booking new appointments and handling rescheduling requests to managing cancellations, reminders, and waitlists, I can provide ongoing scheduling support based on your practice’s procedures and preferences. I can also help coordinate clinician availability and vacation schedules and identify opportunities to improve existing scheduling processes.

The idea is simple: keep your calendars organized while reducing the amount of time you need to spend managing them.

Services may include:

• Managing clinician calendars
• Scheduling new appointments
• Processing rescheduling requests and appointment cancellations
• Sending appointment confirmations and reminders
• Managing waitlists
• Managing clinician availability
• Coordinating vacation schedules
• Improving scheduling processes

Having a clear picture of what’s happening within your practice can help you identify trends, monitor administrative activity, and make informed decisions. I can prepare customized administrative reports based on the information available within your practice systems.

Reports can provide an overview of areas such as new client inquiries, scheduled appointments, cancellations, no-shows, waitlist activity, and outstanding payments. Reports can be provided weekly, monthly, quarterly, or on another schedule that works for your practice.

Reports may include:

• Number of new inquiries
• Number of scheduled appointments
• Number of cancellations
• Number of no-shows
• Waitlist activity
• Outstanding payments
• Other practice-specific statistics

Not every administrative task fits neatly into a category. From organizing spreadsheets and digital files to developing better workflows and maintaining your online presence, I can provide flexible support wherever your practice needs it.

I can help organize information, improve existing administrative systems, create templates, develop practical workflows, and assist with clinician onboarding. For practices that need additional support with their online presence, I can also assist with basic social media and website maintenance.

Whether you have a specific project in mind or simply have a growing list of administrative tasks that you haven’t had time to get to, we can identify where my support would be most useful.

Services may include:

• Data entry
• Spreadsheet management
• Digital file organization
• Creating administrative templates
• Developing administrative workflows
• Improving existing administrative systems
• Clinician onboarding administration
• Social media maintenance
• Basic website maintenance
• Other practice-specific administrative projects