Ongoing Admin & Client Support

The back end of your practice shouldn't take over your whole week.

You became a mental health professional to support people, not to chase forms, manage inboxes, or triage referrals. But without the right systems (and someone to run them), that admin pile adds up fast.

This service is for clinicians who want consistent, professional support with the day-to-day running of their private practice. No drama, no fluff, just help that makes a difference.

How I can support you

We can help you with you lessen your workload and focus on your priorities.

Typical tasks include:

• Appointment scheduling

• Waitlist and new enquiry management

• Sending intake and consent forms

• Uploading and filing referrals

• Updating templates and client documents

• Inbox management and email follow-up

• Troubleshooting Halaxy or Power Diary

• Chasing outstanding invoices and payments

• Data entry and form creation

• Anything else you wish someone else would just handle

Why it works

You don’t need to hire someone full-time to get real, high-quality support. With The Clinician Companion, you get a flexible, experienced VA who already knows how private practice works and how to keep it running.

• No long-term contracts

• You only pay for what you use

• Discreet, secure, and handled with care

• Quick handover — I know the systems you’re already using

”Charlie is phenomenal at what she does. She does things to a higher standard than I can and I'm frequently impressed with the quality in which the jobs and tasks are completed. Charlie also has exceptional organisation and initiative. She not only maintains various platforms (halaxy, quickbooks, gmail etc.), she often tinkers to optimise them too.”

- Jesse, Strength Psychology

Fortnightly Packages

Your Investment

STARTER - $310

Up to 5 hours of support a fortnight

This will typically get you:

• Setting up new clients, sending out intake form and inputting funding (Medicare, NDIS) and referral details

• Processing rebates, third party invoicing

• Following up outstanding accounts

• Data entry / maintaining current client information on your software

STANDARD - $480

Up to 8 hours of support a fortnight

This will typically get you:

• Everything in Starter

• Monitoring reception/admin email and responding to client enquires (for a client base of roughly 30 clients)

• Assistance with GP letters (drafting, proof reading, sending).

EXTRA - $580

Up to 10 hours of support a fortnight

This will typically get you:

• Everything in Standard

• Monitoring reception/admin email and responding to client enquires (for a client base of 30+ clients)

• Managing waitlist

• Reconciling payments and expenses in your accounting software

Hourly Rate

Don't need help on a permanent basis?

Maybe you only need assistance once a month to look over expenses or you need help with a project.

Our standard rate is $65 per hour.

Ready to hand over your admin?

Let's have a chat about the tasks you are wanting to outsource and decide if we would be a good fit!