How Virtual Admin Support Works for Psychologists & Other Health Practitioners
Getting admin support should take work off your plate, not add to it. Here's what to expect with The Personalised VA, from your first enquiry to day-to-day support.
1. Send an enquiry
Complete our short enquiry form. Tell us about your practice, what you'd like help with, and the best times for Moira to call you. She will then be in touch to pick a time with you.
2. Free discovery call
Moira calls you. It's a relaxed, no-obligation chat of about 15 minutes about your practice and what you need, and a little about her, so you can both see whether it's a good fit.
3. Your Service Agreement
If you'd like to go ahead, we send you a Service Agreement setting out your services, hours, fees and start date. It works alongside our Terms of Service.
4. Sign and pay
Once you've signed your Service Agreement and paid the first invoice, your start date is confirmed. For ongoing support, the first invoice includes a one-off onboarding fee, which covers the setup work so your package hours go on your admin, not on setup. The Halaxy Automation Setup and Practice Admin Manual are paid in advance.
5. Onboarding
• Questionnaire: you fill in an onboarding questionnaire about how your practice runs.
• Onboarding call: by phone or Zoom, we talk through how you like things done, your procedures, and what should always come straight to you. With your permission, Moira may use an AI note-taker for this call.
• Access: Moira gets her own login or delegated access to your systems, with access only to what she needs, and she doesn't need access to clinical notes (unless faxing off re-referral letters at times). If your email doesn't allow a separate login, you can share the password safely by password manager or phone.
6. Settling in
For the first 3 to 4 weeks, Moira is in touch with you more often while she learns your systems, procedures and preferences. After that, she works more independently and checks in with you as you've agreed.
7. Day-to-day support
• Moira works Monday to Friday, 8:30am to 4pm (Sydney time), excluding NSW public holidays.
• Ongoing packages are paid monthly in advance. Moira tracks her time, and a time report is available on request.
• You and Moira work together by email, a shared Trello board and phone when needed. When you add a task, use the client's Halaxy ID number, never their name.
• You can change your package at any time. If your practice grows and the work regularly takes longer, Moira will talk with you about adjusting it, with 30 days' notice before any change.
• If Moira is unwell or on leave, an approved replacement VA can cover your work where one is available, and only with your written approval.
• Anything clinical, or any concern about a client's safety, goes straight to you, following your risk procedure. If someone's life appears to be in immediate danger, Moira calls 000 and then tells you.
Want to know more about how a specific package or service works?
Click the package or service link below.
Full VA Package | Reception Support Package | Ad Hoc Support Package | Automation Set Up |
Practice Management Manual | Bookkeeping for Psychologist & Other Health Practitioners
If you need to stop
Either of us can end the arrangement with 28 days' notice. When we finish, Moira hands back any work in progress, you remove her access to your systems, and she returns or securely deletes your clients' information.