Virtual Assistants for Therapists: Start Saving Money and Improving the Patient Experience

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The overall patient experience at any healthcare facility is becoming pivotal to long-term financial success. Therapy practices as no different, and how the patients perceive the patient experience will determine how the practice will flourish in the long term. This is one of the many reasons why virtual assistants for therapists are becoming so popular.
virtual assistants for therapists

According to recent studies by the American Health Information Management Association (AHIMA) the healthcare virtual assistants market is projected to grow at a compounded annual growth rate (CAGR) of 34.01% from 2021 to 2028.

In this article, we will look at some of the reasons why the demand is increasing at such an incredible rate and what the impact of virtual assistants for therapists is within the industry.

Table of Contents

What are the Different Types of Virtual Assistants for Therapists?

Before getting on our way, let’s just make sure that we are all on the same page. In this article, when we refer to virtual assistants or VAs, we are referring to the professionals who provide non-clinical and sometimes clinical support to healthcare providers from remote locations.

AI-driven chatbots have also become known as virtual assistants in some circles and therefore can create confusion at times. Mental health chatbots that use natural language processing (NLP) to converse with clients and provide support and guidance for mental health concerns are is an example of such ‘virtual assistants’.

We will be referring to humans throughout this article.

If you want to know more about virtual assistants and in need of an essential guide for assistants, take a little break and watch the video below. Alternatively, skip past it and continue reading article below.

What are the Various Roles of Virtual Assistants for Therapy Practice?

Often people consider a virtual assistant for a therapist as someone who manages the therapist’s diary and perhaps helps with appointment scheduling, the truth is that there is a myriad of functions that a virtual assistant can perform at a therapy practice.

In this section, we will explore some of the roles VAs can perform.

Patient Coordinator

In this role, the virtual assistant has active involvement in maintaining relationships with patients both in person and online. They have a detailed focus on patient benefit verification and pre-authorization, which in turn mitigate the risk of surprise bills and penalties. In addition, they also collaborate with patients to establish suitable plans for big-bill treatments.

Medical triage specialists

Medical triage refers to the process of evaluating a patient’s urgency for medical attention, the type of medical provider they need to consult, and the following steps to take. Virtual assistants for therapists can prioritize appointments for those in fast need of care, reschedule appointments, etc.

These virtual assistants can save time by answering queries that do not need the therapists specific attention.

Front desk administrator

The role of the front desk administrator or virtual receptionist is key in improving the patient experience. These virtual assistants are in many cases the first point of contact between patient and practice. They answer calls, respond to emails, texts and manage provider’s schedule

The benefit of having a virtual assistant versus an in-practice employee is that all calls are transcribed, monitored, and quality controlled behind the scenes. (At least with Neolytix it is.) Detailed reporting is provided frequently or demand.

They also help with new patient onboarding. Includes document management, such as filling documents under patient charts in the EMR system.

Bilingual service facilitator

Spanish/English virtual assistants bridge the communication gap between patients and practice to enhance the patient experience by providing correspondence in the patient’s language of choice. Through this offering, they have the ability to foster growth by attracting more patients from different demographics.

Marketing Assistant

Handling the marketing function of a therapy practice deducts time from patients or establishing a better work-life balance. Certain virtual assistants for therapists are certified and experienced in various healthcare marketing practices. For instance, virtual marketing assistants can manage social media marketing and email campaigns and work on improving your online credibility. They can request online reviews and respond to all comments and queries.

How difficult is it to get a virtual assistant on board in a therapist practice?

Onboarding a virtual assistant for a therapist practice can be relatively easy, but the difficulty depends on a few factors:

Hiring Process

The process of finding, interviewing, and hiring a virtual assistant can take time and effort. It’s important to find someone who is qualified, reliable, and trustworthy. You may need to post a job listing, review resumes, conduct interviews, and check references.

Using a healthcare MSO like Neolytix will save you time and will guarantee that you receive a well-trained, high-quality, and well-monitored VA.


Once you have hired a virtual assistant, you will need to train them on your practice’s policies, procedures, and technology. This can take some time and effort upfront, but it will pay off in the long run.

Neolytix VAs are experienced and ready to go live within 1 hour. Contact us for more information regarding our award-worthy onboarding procedures.


Communication is key when working with a virtual assistant. You will need to establish clear communication channels, such as email or messaging platforms, and set expectations for response times and availability.

Neolytix VAs are harnessed with the best-industry technology that has omnichannel capabilities. That means that patients can reach them via the platform of their choice (calls, emails, live chat, text, etc). All calls are recorded, transcribed, and assessed by AI to determine the patient sentiment.

How much do Virtual Assistants for Therapists cost?

The cost of a virtual assistant can vary depending on a few factors such as their level of experience, the services they offer, and their location.

In general, virtual assistants can charge anywhere from $15 to $75 per hour. Some may charge a flat monthly fee, while others may charge per task or project. Neolytix VAs are considerably more economical and also offer additional value.

Neolytix offers a four-in-one service for virtual assistants, which means that you get four services for the price of one. The 4-in-1 deal is depicted in the image below.

virtual assistants for therapists

Where to find Virtual Assistants for your Therapy Practice?  

Neolytix has been providing non-clinical business services to healthcare providers for over 10 years. Here is a snapshot of how Neolytix’s virtual assistant service stands out above the rest: 

hire virtual assistants
  • No contract: We won’t bind you to the service over the long term.  
  • Low rates: Virtual assistants offer exceptional ROIs and are much more affordable than in-practice administrative employees.  
  • 4 for the price of 1: A primary virtual receptionist + backup virtual receptionist + dedicated quality auditor and a transition manager to oversee onboarding.
  • Ready in an hour: Our pre-trained VAs, with the assistance of expert onboarding managers, can be fully operational within one hour.
  • Flexibility: You select the working hours, days, and amount of hours.  
  • Access to best-in-class technology: Your patients won’t know they’re not talking to someone outside your outside, and the monitoring and reporting on quality exceed that of our competitors.  

Our virtual assistants for therapists have dedicated team leaders who monitor their performance and ensure they deliver according to agreed service levels. And rest assured that your staff, no matter how long they collaborate with our VAs, will learn from the expertise we bring to the table.  

Take the next step and book a free, no-obligation consultation to find out how a virtual receptionist for therapists can grow your practice. 

Take the First Step: Complete the Form Below


We are Exclusively full-time VA services—no part-time options

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