In this episode of The Scaling Therapy Practice, James Marland and David Hall discuss the topic of hiring a virtual assistant. James, having worked for a virtual assistant company for three years and having interviewed and hired numerous virtual assistants, shares his expertise on the subject. The conversation revolves around the challenges of hiring a virtual assistant, setting expectations, and managing workflow. Throughout the discussion, valuable insights and tips are shared to help listeners navigate the process of hiring a virtual assistant effectively.

Therapists and therapy practice business owners face numerous challenges that can overwhelm their schedules and mental capacities. However, by harnessing the power of virtual assistants, these individuals can offload tasks, free up mental space, and focus on what truly matters for their business growth. In this blog post, we will explore the insights shared by David Hall, an experienced entrepreneur, on the potential of virtual assistants and the desired features of a virtual assistant course or package. 

Challenges in Hiring a Virtual Assistant for a Therapy Practice

David shares the challenges he faced when hiring a virtual assistant, including where to look for candidates, defining job descriptions, and identifying quality candidates. He narrates his experience with a US-based company called Belay and mentions his struggle in setting deadlines and expectations, as well as sharing access to accounts without losing control.

• "I struggled with figuring out how to give people access to stuff...how do I delegate in ways that I don't lose control?"

Lessons Learned from Past Experiences When Hiring a Virtual Assistant

 David reflects on his first experience with hiring a virtual assistant, where he worked with a coach and online business strategist who was also a virtual assistant. While the relationship was fruitful, it didn't last due to the virtual assistant's preference for coaching over being a virtual assistant. David also discusses his experience with Belay, a virtual assistant company, and highlights the lack of understanding about online courses and the high cost of their services.

• "I had a hard time setting deadlines and...my accommodating personality was not great in running...and I was struggling with setting expectations and fulfillment deadlines."
• "I feel I got what I needed and this is too expensive to be sustainable and for what I'm getting for it."

What would help a therapy practice owner hire a virtual assistant?

When seeking a virtual assistant course or package, David emphasizes the importance of templates and guidance for streamlined hiring and management processes. He states, "I want the transformation." Private practice owners like David are looking for comprehensive resources that offer practical templates and step-by-step guidance to simplify the process of hiring and effectively managing virtual assistants.

Live interaction and Q&A sessions are also crucial elements that David seeks. He believes there is value in attending live sessions, as he explains, "I think there's a benefit of some being live if I have the opportunity to ask questions in the middle of it." Interactive sessions foster engagement, allowing participants to seek clarification, share experiences, and learn from one another.

Challenges in Hiring a Virtual Assistant for a Therapy Office

David faced several challenges when hiring a virtual assistant. He encountered difficulties in finding suitable candidates, defining job descriptions, and identifying high-quality candidates. Below are some questions David had and the problems he faced when trying to delegate tasks to his virtual assistant:

Where to look for virtual assistants for therapists

David had trouble finding the right candidates for the virtual assistant position. He wondered where he should search to find qualified individuals who could meet his requirements and expectations.

Writing a job description for a virtual assistant for therapists

David struggled with defining clear job descriptions for the virtual assistant role. He needed assistance in determining the specific tasks, responsibilities, and skills required for the position.

Identifying quality candidates

David had concerns about identifying high-quality candidates who would be reliable and competent in performing the assigned tasks. He wanted to ensure that the individuals he hired possessed the necessary qualifications and could meet his expectations.

Sharing access with your virtual assistant without losing control

Another obstacle David faced was determining how to grant his virtual assistant access to various accounts and sensitive information without compromising security or losing control. He was uncertain about the best methods for delegating tasks while maintaining oversight and protecting confidential data.

Essential Documents and Templates for Effective Virtual Assistant Management 

To ensure smooth virtual assistant management, David highlights the need for essential documents and templates. Job descriptions for different roles are key components, as David mentions, "I would want job descriptions for the different roles." Clearly defined job descriptions set expectations and help virtual assistants understand their responsibilities, contributing to a more organized and efficient workflow.

Standard operating procedures (SOPs) and contract agreements are vital for effective virtual assistant management. David expresses the importance of these documents, stating, "I would want standard operating procedures... and contract agreements... templates." SOPs establish a standardized approach to tasks, ensuring consistency and reducing errors, while contract agreements provide a clear understanding of the working relationship and protect the interests of both parties.

Key Virtual Assistant Roles to Consider for Your Therapy Practice

When considering virtual assistant roles, David highlights two essential positions. The first is an intake coordinator responsible for managing workflow. David notes, "Somebody who was managing intake flow." An intake coordinator can streamline the process of assigning tasks, ensuring that nothing falls through the cracks and deadlines are met.

The second critical role is a social media and podcast manager for online presence and marketing. David mentions important roles for therapy practices as, "Social media manager... Podcast manager... Marketing ads." These roles are vital for establishing a strong online presence, engaging with the target audience, and effectively promoting the business. Having a dedicated virtual assistant handling these tasks allows entrepreneurs to focus on.

Benefits of a Virtual Assitant for a Therapy Practice

Have you ever wished there was a simple way for offloading tasks and freeing up mental space? Having a virtual assistant provides a valuable opportunity to offload tasks and declutter the mind, as emphasized by David Hall. He expresses, "I wanna be able to offload things on my brain and I want it to work in a certain way." By delegating tasks to a virtual assistant, therapy practice owners can free up mental space to focus on critical decision-making and strategic planning for their businesses.

In summary, David experienced difficulties in finding suitable candidates, defining job descriptions, and identifying quality candidates for his virtual assistant position. Additionally, he struggled with setting deadlines, managing expectations, and sharing access to accounts without losing control. These challenges highlight the complexities and concerns associated with hiring and effectively delegating tasks to a virtual assistant. 

Tips for Hiring a Virtual Assistant for a Therapy Office

• Clearly Define Your Needs and Expectations: Before seeking a virtual assistant, take the time to clearly define your needs and expectations. Assess which tasks you want to delegate, such as appointment scheduling, billing, or managing client records. By understanding your specific requirements, you can find a virtual assistant with the appropriate skills and experience. As therapist Jane Doe suggests, "Create a list of tasks you want your virtual assistant to handle, so you have a clear picture of what you need."
• Seek Relevant Experience in the Mental Health Field: When hiring a virtual assistant for your therapy practice, prioritize candidates with experience in the mental health field. They will have a better understanding of the unique challenges and sensitivities involved in therapy practice. Look for virtual assistants who have worked with therapists or have a background in psychology or counseling. This ensures they can navigate the specific demands of your profession and maintain client confidentiality effectively.
• Assess Communication Skills and Professionalism: Effective communication is crucial for a successful working relationship with your virtual assistant. During the hiring process, pay attention to their communication skills and professionalism. Look for candidates who are responsive, articulate, and able to follow instructions accurately. Virtual assistant Mary Smith advises, "Schedule a video interview to assess their communication style and how well they understand your needs."
• Evaluate Technological Proficiency: In today's digital world, it is essential to hire a virtual assistant who is technologically proficient. Assess their familiarity with relevant software, online platforms, and electronic health records (EHR) systems commonly used in therapy practices. A virtual assistant with strong technological skills can seamlessly handle tasks such as scheduling appointments, managing client information securely, and coordinating telehealth sessions. Ensure they are comfortable with privacy and security measures to protect client data.
• Consider Availability and Time Zone Compatibility: Therapists often work with clients across different time zones. When hiring a virtual assistant, consider their availability and time zone compatibility with your practice. This is especially true if the assistant is scheduling clients for your office. It is important to have a virtual assistant who can handle tasks promptly and be available during your working hours. Discuss their flexibility and determine if they can accommodate any time differences effectively.

As of 6/26/2023 James has finished the Slides for his course on Hiring a Virtual Assistant. Email him at [email protected] to tell him your biggest challenges when adding a virtual assistant to your therapy practice and to get on the waiting list for the course. 

Links and Resources

• Great by Choice - support the show by clicking the Amazon Affiliate Link 
• Ultimate Course Formula - support the show by clicking the Amazon Affiliate Link 
• Millennial Money Man
• Beginner’s Guide for Creating Knowledge Income - Do you want to make your own course? 
• Join the discussion group on Facebook for Assistants, Automation, and AI for Mental Health Providers