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  • Writer's pictureAmber McCormack

Why You Should Outsource Your Admin: A Guide for Counsellors & Therapists

You're drowning in a sea of administration, the unread-email sharks are circling and the client-form Krakens are rising...

Ok, so that might be a little dramatic, but you get the idea. As a mental health professional, you understand the dangers of burnout and teach your clients about the need for rest and recuperation... but do you follow your own advice?

Below we'll discover some of the most common ways an Online Practice Manager (like myself) or Virtual Assistant (like my team) can help you regain control of your private practice, and turn those email sharks into sushi!

Let's Keep it Simple

Online Practice Managers and Virtual Assistants are here to help you. We work with you as part of your team (even if it's just the two of us), we learn about your business, we get to know your clients and best of all, we support YOUR mental health!


I'm not Drowning, I'm Just Sinking Fast!.. Do I REALLY Need an Online Practice Manager or Virtual Assistant?

If you are spending too much time managing your day-to-day admin then YES! You really DO need a Practice Manager or Virtual Assistant!

Think of it this way... what could you achieve if you had an extra 10 hours each week (that's another 2 hours each day!) by handing over your admin?

Let's do an exercise.. close your eyes, take a deep breath and just picture it... It's 5pm, you've seen your last client for the day and it's time to clock off... That's it. You simply pack up your bag and head off. No emails to reply to, no phone calls to return and no stressing over cancelled appointments. It's all been done already.

What would you do then? You could see more clients and completely offset the cost, or spend extra time with your family... Hey! You could even rest and recharge like you recommend to your clients!

I know so many mental health professionals running their own private practice who feel overwhelmed trying to balance the day-to-day administration with supporting their clients. Simple tasks like replying to emails and returning phone calls aren't the best use of your time, so why not ask for help.

If you're thinking about hiring a VA or Practice Manager, then read on...

Finding A Lifeboat: Why Should I Outsource My Practice Management? and Who To?

Why? Because you don't have to do it alone.

Ha! I bet you've said the same thing a hundred times to your clients, but do you believe it's true for yourself and your practice? No? Well, maybe it's time to believe.

The online space has a HUGE variety of specialist service providers, but IVY Business Services' point of difference is built into the very creation of our business (you can read more about it here).

We are here to support the mental health of mental health professionals.

We are all avid supporters of the work Counsellors and Therapists do, and the care you give ALL of your clients. Providing this service is our way of giving back, thanking you and showing that 'You don't have to do it alone'.

But, how can an Online Practice Manager or VA help?

When you're neck-deep in the busy work it can be near impossible to see a way out, but you're here, so you know you need help.

The first step is to work out WHAT help you need. Do you need someone to update your website? Maybe you need someone to handle your social media accounts... or perhaps you want someone to 'do it all' so you can focus on serving your clients to the best of your ability.

That's our speciality.

  • Email management

  • Client management

  • Calendar management and Scheduling

  • Return phone calls/messages

  • Manage GP MHCPs

  • Invoice & remittance processing

  • Document creation

  • Practice Management Software administration

  • Practice streamlining and systemisation

  • Liaise with NDIS Plan managers

  • and so much more!

Oh! That sounds GOOD! But, how do I work with a Practice Manager/VA?

This one's easy really... How do you WANT to work with your Online Practice Manager?

In all seriousness though, it's all about finding the right online service provider for you. As with your clients, there needs to be a connection with your practice manager/VA, there must be trust and there need to be clear objectives.

The clearer you are on what you want to achieve with your OPM/VA, the easier it will be to work together.

For example, in my business, I use a custom 'All-in-one' CRM to manage client information, to provide a workspace for each client where updates are automatic and all additional tasks can be sent as a job request, and all requests are tracked to completion. Our communications are all through the CRM's message feature, or email (currently). Keeping all communications within the one system increases efficiency and allows transparency on what is being worked on and the progression of each task.

Are you Ready to Jump on the Lifeboat?

Now that you know how an Online Practice Manager or Virtual Assistant can help you, and have an idea how you can work together, it's time to jump on that lifeboat!

You can reach out to IVY Business Services at any time. I would LOVE to hear how an OPM or VA has been helpful in your practice, or to chat about how we can help ease your admin burden!

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Amber McCormack is an Online Practice Manager and Business Coach as well as the CEO

Photo of Amber, CEO of IVY Business Services

and Founder of IVY Business Services. She is an avid mental health advocate, wife, and mother to three young girls. Amber specialises in supporting mental health professionals, with a particular interest in Equine and Animal Assisted Therapies. Her passion is helping her clients reach their goals in life and business with her honest, no-nonsense approach. Amber has over 20 years of corporate administration experience and holds qualifications in Management, Project Management and Recordkeeping.


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