What Tasks Can a Virtual Assistant Handle for Your Counselling/ Psychology Organisation?
- ashleighgreechan
- Aug 20
- 2 min read
Running a counselling or psychology organisation—whether it’s a private practice, group clinic, or organisation—requires more than just delivering quality care. There are countless tasks behind the scenes that keep things moving: administration, client coordination, scheduling, and more. As demand grows, so does the workload.
This is where a virtual assistant (VA) becomes a valuable asset.
A virtual assistant is a remote professional who supports your organisation with a wide range of administrative and operational tasks. By outsourcing time-consuming duties to a trusted VA, counsellors and psychologists can focus on clinical work and client wellbeing.
Here’s a breakdown of the key tasks a virtual assistant can manage for your counselling or psychology organisation:
1. Client Scheduling & Calendar Management
Booking, rescheduling, and cancelling appointments
Sending appointment reminders via email or SMS
Managing therapist calendars and avoiding scheduling conflicts
Setting up virtual sessions (Zoom, Google Meet, etc.)
2. Client Communication & Follow-Up
Responding to general client inquiries
Sending intake forms, consent documents, and welcome emails
Following up with clients after missed appointments
Providing basic information about services, availability, or policies
Note: As a trained VA and a trained therapist it's important to me to handle communication professionally while maintaining client confidentiality and boundaries at all times.
3. Document Handling & Data Entry
Organising and securely storing digital client files
Uploading session notes or forms to practice management systems
Assisting with intake form preparation and processing
Maintaining accurate client records
4. Billing & Payments
Creating and sending invoices
Tracking payments and reconciling accounts
Managing health insurance claims (if applicable)
Following up on outstanding balances
5. Social Media & Website Support
Creating and scheduling social media posts
Uploading blog content or updates to your website
Designing simple graphics or promotional materials
Monitoring messages and comments on social platforms
6. Practice Management System Support
Assisting with software tools like WriteUpp, Zanda (Power Diary), Halaxy
Updating client records, appointments, or notes in the system
Troubleshooting small tech issues or coordinating with support
7. Email & Inbox Management
Organising and prioritising emails
Drafting responses or flagging important client messages
Managing newsletters or client updates
Filtering spam and handling admin requests
8. Support for Workshops, Programs & Courses
Managing sign-ups and registrations
Sending reminders and materials to participants
Creating and managing feedback forms or certificates
Coordinating logistics with presenters or co-facilitators
9. Basic Research & Resource Compilation
Finding relevant articles, tools, or handouts for clinicians
Compiling mental health resources for client handouts
10. Compliance & Confidentiality Support
Ensuring documentation meets regulatory standards (e.g., GDPR)
Assisting in internal audits or checklists for compliance
Helping maintain privacy protocols across systems
Final Thoughts
A virtual assistant can be more than just an extra pair of hands—they can become a reliable extension of your team. By delegating routine and time-consuming tasks, you’ll have more space to focus on clinical work, strategic planning, and client connection.
Whether you run a solo practice or a multi-therapist clinic, investing in a VA could be one of the smartest moves to support your growth, reduce burnout, and enhance client care.
Contact us for a free discovery call to see how we can help
