If you’re wondering when to hire a VA for your therapy practice, you’re not alone. As a busy therapist and private practice owner, juggling client sessions, paperwork, phone calls, emails, billing, and marketing can quickly become overwhelming. When your to-do list keeps growing and you feel stretched thin, it might be the perfect time to bring in a virtual assistant to support your practice.
In this post, we’ll explore the key signs that show you’re ready to hire a VA, the types of tasks they can take off your plate, and how the right support can help you stay focused, balanced, and in control.
1. You’re Ready to Hire a VA for Your Therapy Practice When Admin Takes Over
If you are spending more hours managing your calendar, responding to emails, and dealing with billing than you are seeing clients, that is a clear sign it is time to delegate. Your focus should be on the work you love, not buried in logistics.
A VA can assist with:
- Scheduling and rescheduling appointments
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Managing new client inquiries
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Sending and organizing intake paperwork
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Verifying insurance benefits
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Following up on unpaid balances or claims
Even a few tasks off your plate can make a big difference in your energy and availability.
Check out our services to learn more about what our VAs can help with!
2. You Have Ideas for Growth, but No Time to Make Them Happen
If you want to expand your practice, launch a group program, or work on marketing but can never find the time, that is a strong indicator that you need support. A VA can handle the daily flow of tasks so you have room to work on your business instead of just working in it.
3. You Are Starting to Feel Burned Out
When therapists try to do it all, burnout is often the result. If you are feeling exhausted, behind on documentation, or constantly worried about what you are forgetting, a VA can help lighten the load and give you more breathing room.
Contact us if you are ready to explore how we can support you before burnout takes over!
4. Important Tasks Are Slipping Through the Cracks
Missing calls, overlooking emails, or forgetting to submit insurance claims can hurt your practice’s reputation. If you are noticing these issues becoming more frequent, a VA can help you create consistency, organization, and follow-through.
5. You Are a Small or Solo Practice and Wonder if It Is Worth It
Many small or solo practice owners think they need to wait until they are bigger to hire help. But you do not need to be a large group practice to benefit from a VA. In fact, we specialize in supporting smaller practices because we know your needs are unique.
If you worry that you do not have enough work to fill a VA’s schedule, we offer a low hourly minimum of just 4 hours per month or 1 hour per week. That time can go a long way. Imagine what your VA could do in that hour each week—handling new client intake, sending reminders, verifying insurance, or submitting claims. All without you needing to pause your clinical work or stay up late catching up.
Learn more to see how flexible our support can be!
6. You Are Ready to Work Smarter, Not Harder
Hiring a VA allows you to shift your role from overwhelmed solo operator to focused business owner. You can spend more time making big-picture decisions and less time answering calls or fixing scheduling mistakes.
Delegation does not mean giving up control. It means trusting a qualified assistant to manage the operational side of your business so you can do your best work!
7. You Do Not Want to Do It Alone Anymore
Running a practice by yourself can feel lonely. One of the unexpected benefits of working with a VA is having a teammate. Someone who knows your systems, understands the flow of your work, and genuinely wants to see you succeed.
At Therapy Practice Solutions, we love building real relationships with our clients. We are not just task managers. We are support partners who understand the demands of private practice and want to help you thrive.
Hiring a VA is about more than saving time.
It is about creating sustainability, protecting your energy, and allowing your practice to grow. Whether you need five hours a week or just one, that support can shift everything!
Schedule a FREE consultation to find out if a VA is the right next step for you!
And if you are not ready to book a call yet, follow us on Instagram, Facebook for helpful tips, inspiration, and a behind-the-scenes look at how we support therapists like you.