Focus on Patient Care.
We'll Handle the Paperwork.
Alleviate burnout and scale your private practice with a fully managed Behavioral Health Virtual Assistant. From insurance verification to patient intake, we manage the administrative burden.
Proficient in Top Behavioral Health Platforms
Comprehensive Practice Support
We manage the administrative backend of your clinic, ensuring your providers spend 100% of their time helping clients.
Patient Intake & Onboarding
Sending intake packets, ensuring informed consent forms are signed, and warmly welcoming new clients to your practice.
Scheduling & Calendar Mgmt
Managing provider calendars, scheduling recurring therapy sessions, handling cancellations, and minimizing no-shows with reminders.
Insurance Verification (VOB)
Calling payers or utilizing portals (Availity/NaviNet) to verify active coverage, deductibles, copays, and out-of-network benefits before the first session.
Prior Authorizations
Submitting clinical documentation to insurance companies to secure authorizations for psychological testing, intensive outpatient, or ongoing sessions.
Medical Billing & Claims
Generating superbills, submitting clean CMS-1500 claims, posting ERAs/EOBs, and following up on denied or rejected behavioral health claims.
EHR / EMR Management
Maintaining impeccable digital records in SimplePractice or TherapyNotes, uploading lab results, and auditing charts for compliance.
Inbox & Phone Triage
Acting as a compassionate first point of contact, answering patient inquiries, managing the secure clinic email, and routing urgent clinical matters.
Telehealth Coordination
Sending secure Zoom/Doxy.me links, assisting patients with basic technical troubleshooting, and ensuring providers log in on time.
Payment Collection
Charging cards on file for copays/deductibles, sending patient statements, and handling delicate financial conversations with empathy.
A Better Way to Staff Your Clinic
Bypass the expensive overhead of domestic front-desk hires and the unreliability of standard freelancers.
Traditional In-House Hire
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High Domestic Overhead Expensive payroll taxes, health benefits, PTO, and physical office space requirements.
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Direct Management Burden You or your clinical director must spend hours training and supervising administrative staff.
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Inflexible Scaling Paying a fixed salary even when patient volume fluctuates or providers go on vacation.
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Staff Turnover Disruption Patient care suffers when you have to restart the lengthy hiring process after someone leaves.
Managed Healthcare VA
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0% Hidden Fees Pay strictly for operational hours worked. Zero recruitment fees or benefit costs.
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Free PM Supervision A dedicated Project Manager acts as your single point of contact and QA layer.
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Vetted EHR Experts We assign internally vetted specialists who already understand behavioral health workflows.
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Seamless Replacements Zero workflow disruption. Internal replacements and cross-training handled instantly if needed.
Streamlined Practice Onboarding
From sharing your clinic's protocols to executing flawless operations.
Submit Requirements
Share your specific EHR, specialties, and clinic needs via Email, Contact Form, or WhatsApp.
Finalise the Deal
Our project manager reviews your goals and outlines a tailored administrative strategy.
Expert Execution
Your PM takes full charge, managing operations seamlessly through our vetted experts.
Pay Only for Output
We log and charge exclusively for actual working time. Management is completely free.
Trusted by Mental Health Professionals
See how we've helped therapists and clinic owners reclaim their time.
"Our SageDoer VA handles all our SimplePractice intake and VOBs. I haven't had to call an insurance company in months. It has completely cured my administrative burnout."
"The level of empathy they show when answering patient emails is exactly what you want in behavioral health. They represent our clinic beautifully."
"Having a dedicated Project Manager is huge. I explained our complex billing rules to the PM once, and they ensured the VA executed perfectly in TherapyNotes."
"They took over our claims submission and denial follow-ups. Our accounts receivable dropped by 40% in just two months. Unbelievable ROI."
"They manage the calendars for 5 providers in our clinic. Handling cancellations, rescheduling, and sending secure telehealth links. Flawless execution."
"Paying only for hours worked is perfect. Our VA works exactly when we need them for prior authorizations, saving us thousands compared to a full-time hire."
"Our SageDoer VA handles all our SimplePractice intake and VOBs. I haven't had to call an insurance company in months."
"The level of empathy they show when answering patient emails is exactly what you want in behavioral health."
Flat, Predictable USD Pricing
No setup fees. No monthly memberships. Pay only for pure operational work.
20 Hours Per Week
Est. $560 USD / Month (4 Weeks)
- Pay only for hours of pure work
- Dedicated Project Manager included
- Free management supervision
- Zero setup or onboarding fees
- No monthly membership charges
40 Hours Per Week
Est. $960 USD / Month (4 Weeks)
- Pay only for hours of pure work
- Dedicated Project Manager included
- Free management supervision
- Zero setup or onboarding fees
- No monthly membership charges
Clinic Operations FAQs
Everything you need to know about security, EHRs, and our service.
Are your Virtual Assistants HIPAA compliant?
Do they have experience with specific EHR systems?
Can they call insurance companies for Verification of Benefits (VOB)?
Will they interact directly with my patients?
How is "pure work" time tracked?
What if my VA is sick or on vacation?
How quickly can we deploy a Healthcare VA?
Is there a long-term contract?
Cure Your Administrative Burnout
Get impeccable EHR management, fast insurance verifications, and a dedicated manager. Book your discovery call today.