Full VA Support Package | Designed for Psychologists & Other Health Practitioners using Halaxy
When you select this package Moira becomes your practice’s dedicated virtual assistant, handling your daily admin in Halaxy. Having worked in Halaxy daily for over 4 years, Moira takes over the tasks that usually creep into your personal time. This means that, not only does your practice run more efficiently, you also get more time back for yourself and those you care about.
Included package options that you choose from and personalise as required:
• Client and diary management: inbox checked at 3 points throughout the day, bookings and rescheduling, filling cancellations, waitlist management, new client enquiries and intake, and explaining fees, rebates and booking steps.
• Phone answering: add phone call and text message answering and Moira takes your calls between 8:30am and 4pm, Monday to Friday. If she's on another call, callers can leave a message and she'll call them back.
• Referrals and Medicare: entering referral and mental health care plan details, tracking referral validity and session numbers, re-referral prompts, uploading documents, liaising with GPs, and sending letters, NDIS service agreements and consent forms you've prepared.
• Billing and claims: invoicing, payments, session and cancellation fees, Medicare, DVA, health fund and NDIS claims, remittances, and following up unpaid invoices.
• Halaxy communication: reminders, two-way SMS, and client emails and campaigns sent through Halaxy.
• Client follow-up: sending questionnaires, following your close file and re-engagement procedures, managing when your books close and reopen, following up rejected claims, and booking calls with schools and other practitioners.
What Moira does not do: read or write clinical notes or reports, assess risk, or act as a crisis contact.
Who Is the Full VA Support Package Best For?
Psychologists, counsellors and social workers in solo or small practices, with up to three practitioners, who use Halaxy and want to hand over most of their day-to-day admin. This includes bookings, enquiries and intake, referrals and mental health care plans, invoicing, Medicare, DVA, health fund and NDIS claims, and client follow-up. Phone answering can be added if you want your calls covered too.
Moira's Halaxy experience so far is with psychology practices. If you're a different kind of practitioner, she's open to working with you, as long as you can talk her through how your field works, including your referrals, appointment types and their requirements and how you bill. Send an enquiry and she'll let you know whether it's a good fit.
Please note, Moira does not work with GP medical practices.
How it Works
A monthly package of up to a set number of hours, paid in advance.
In the first 3 to 4 weeks, Moira is in touch more often while she learns your systems and preferences.
For this package it is a minimum of 3 hours per week, per practice.
For solo practitioners with only a few clients a week a minimum of 2 hours may be agreed on with emails checked only once per day. Please note, Moira takes on only a limited number of 2 hour per week practices so this is subject to availability.
After filling out the enquiry form and talking with Moira about your practice needs, she will help determine how many hours would be optimal for your practice and budget.
If Moira is unwell or on leave, an approved replacement VA can provide cover where one is available, and only with your written approval.
Price:
$75 an hour, in monthly packages of agreed hours.
A one-off onboarding fee of $250 covers set up, plus $125 for each extra practitioner.