Be Present in Session. Let Us Handle The Schedule.
Stop checking your phone between patients. Hire a vetted Therapy Scheduling Virtual Assistant to manage your calendar, chase intake forms, and reduce no-shows—overseen by a dedicated Project Manager at no extra cost.
Daily Schedule
Dr. Sarah Jenkins - Clinical Psychologist
New Patient Intake
Video Session via SimplePractice
Couples Counseling
Link emailed to patients
CBT Follow-up
Missing Insurance Info
Emails Trianed
34
Cancellations Rebooked
3
TodayProficient in Top Therapy EMR Platforms
Stop Doing Admin. Start Healing.
You became a therapist to help people, not to play calendar Tetris. Let an empathetic, specialized Virtual Assistant handle your front desk.
Scheduling & Rescheduling
Managing your busy calendar, screening consultation requests, organizing recurring sessions, and smoothly handling last-minute patient cancellations.
Intake Form Coordination
Ensuring new patients complete their digital intake forms, consent documents, and depression/anxiety screeners before their first session.
No-Show Reduction
Sending personalized, empathetic email or text reminders to patients 24-48 hours before their session to drastically reduce your no-show rate and lost revenue.
Basic Insurance Verification
Collecting insurance cards from new patients, conducting basic eligibility checks via portals, and communicating out-of-network status or co-pay requirements.
Empathetic Inbox Triage
Filtering patient inquiries, answering non-clinical questions regarding pricing or availability, and escalating urgent clinical messages to you immediately.
Waitlist Management
When your practice is full, your VA maintains an organized waitlist and reaches out to prospective patients the moment a slot opens up in your schedule.
Single Point of Contact
Explain your practice workflow to your PM; they assign the VA and handle daily management.
No Platform Markups
Bypass the bloated overhead of freelance marketplaces. Pay only for pure administrative hours.
Centralised Tracking
Transparent shift reports show exactly how long inbox management or scheduling took.
Strict Privacy Focus
Your PM audits data entry workflows to ensure strict adherence to your practice's privacy protocols.
Scale Your Practice Safely
Hiring local administrative staff for a growing private practice is expensive, and turnover forces you back to doing the admin yourself.
With Sagedoer, you partner with a specialized Scheduling VA overseen by one dedicated project manager. We take over recruitment, software calibration, and operational QA—protecting your practice at absolutely no extra charge.
- Up to 70% Operational Savings vs local hires
- Zero Wasted Time on recruitment testing
- Seamless patient experience from booking to billing
How Our Managed Operations Work
Four straightforward steps to delegating your practice administration.
Submit Requirements
Share your specific EMR software, scheduling rules, and patient communication guidelines.
Establish Strategy
Our PM reviews your clinic's processes, establishes secure access protocols, and briefs the assigned VA.
Expert Execution
Your PM supervises the VA to schedule patients, process intake forms, and handle inbox triage.
Billed For Output
We track and charge solely for active administrative hours. PM Quality Assurance is completely free.
The Smart Choice for Private Practices
| Feature | Freelance Marketplaces |
THE SMART CHOICE
Sagedoer
|
|---|---|---|
| Platform Markups & Fees | Up to 40% hidden billing, escrow, and membership costs | 0% Platform fees. Pay strictly for active task hours. |
| Task Management | You must manage timelines, assign tasks, and train the VA directly | Dedicated Project Manager handles workflow and VA alignment. |
| Quality Assurance | You have to spot-check scheduling errors and inbox routing yourself | Project Manager audits workflows against practice standards before delivery. |
| Deployment Acceleration | Weeks wasted interviewing to find someone who knows TherapyNotes | Instant deployment. We assign a pre-vetted medical admin assistant. |
| Continuity | If a freelancer quits, your patient scheduling comes to a halt | Seamless internal backup coverage. Zero missed patient appointments. |
Simple, Transparent Pricing
Scale your practice's capacity without expensive local payroll. Pay strictly for productive administrative hours.
Part-Time
20 Hours Per Week
Est. $560 USD / Month (4 Weeks)
- Pay only for active operational hours
- Dedicated Project Manager included
- Free management supervision & QA
- Zero setup or recruitment fees
- No lock-in monthly memberships
Full-Time
40 Hours Per Week
Est. $960 USD / Month (4 Weeks)
- Pay only for active operational hours
- Dedicated Project Manager included
- Free management supervision & QA
- Zero setup or recruitment fees
- No lock-in monthly memberships
Rated 5.0 by Therapists & Clinic Owners
Dr. Elena M.
Psychologist, Private Practice
"My Sagedoer VA handles all scheduling in SimplePractice and sends out intake forms before sessions. Having the Project Manager oversee operations for free means I literally just show up and see patients."
David R.
Clinical Director, Mental Health Center
"We needed help scaling our patient intake and managing our waitlist. The dedicated VA manages our inbox flawlessly with so much empathy. Skipping Upwork fees to get this level of healthcare admin talent is incredible."
Dr. James C.
LCSW, Couples Counselor
"Chasing patients for missing consent forms was ruining my mornings. Now, my VA politely follows up until everything is entered into TherapyNotes. It saves me 10 hours a week easily, and no-shows have dropped."
Dr. Elena M.
Psychologist, Private Practice
"My Sagedoer VA handles all scheduling in SimplePractice and sends out intake forms before sessions. Having the Project Manager oversee operations for free means I literally just show up and see patients."
David R.
Clinical Director, Mental Health Center
"We needed help scaling our patient intake and managing our waitlist. The dedicated VA manages our inbox flawlessly with so much empathy. Skipping Upwork fees to get this level of healthcare admin talent is incredible."
Frequently Asked Questions
Security is our top priority. Our VAs operate strictly within your secure, encrypted cloud environments (like your EMR portal or secure email). We maintain strict internal data privacy protocols (clean desk policies, no local downloads), and because we track all time and activity via our management software, you have complete transparency over data access.
Yes. We match you with VAs who have experience in common mental health administration platforms like SimplePractice, TherapyNotes, TheraNest, and standard scheduling tools. Your Project Manager will also ensure they are calibrated to your specific clinic's workflow during onboarding.
Yes. We understand that therapy requires an empathetic touch. We provide VAs with excellent communication skills who can act as a professional, polite extension of your front office to handle scheduling, waitlists, and missing intake forms.
No. Sagedoer's pricing model is entirely based on logged work hours ($6-$7/hr). Standard setup, software familiarization, and the QA oversight by the Project Manager (like spot-checking scheduling accuracy) are completely free.
Ready to streamline your practice?
Stop losing your valuable patient care time to manual scheduling and inbox triage. Reach out to Sagedoer today, and we'll instantly align a specialized Therapy VA to your practice.
Inquire About Practice Admin
Fill out the form below, and our project manager will coordinate your clinic's workflow promptly.