Getting Started — The Process
One call. A custom plan. Your admin handled in the background — every week.
Here’s exactly how working with Therapist’s Assistant works — from your first conversation through ongoing support. No complicated onboarding. No disruption to your practice. Just a clear, guided process built around how solo private practice actually operates.
- HIPAA-conscious from day one
- BAA before any work begins
- Month-to-month — no contracts
- Apple Valley, CA · All 50 states
- BAA signed before work begins
- Custom plan — not a template package
- No long-term contracts
- Most clients fully onboarded within 5 business days
The Process
How it works — 4 steps from first call to ongoing support
Based in Apple Valley, CA and serving therapists across Southern California and all 50 states, Therapist’s Assistant uses a consistent onboarding process designed to minimize disruption to your practice and get support running as fast as possible.
1
⏱ 30 minutes · free
Book a Free Clarity Call
A focused 30-minute conversation about your practice — your current caseload, which admin tasks are costing you the most time, how your systems are set up, and what you actually need help with. No sales pitch. No pressure. If it’s not a fit, I’ll tell you.
- We review your current workflow and pain points
- You describe your EHR, scheduling setup, and inbox volume
- We identify your highest-leverage admin tasks
- You get a clear recommendation — right plan, or honest redirect
2
⏱ Within 48 hours of clarity call
Receive Your Custom Support Plan
You get a written plan — specific to your practice — outlining exactly which tasks will be handled, what the weekly workflow looks like, how communication works, and which support tier fits your scope. No guesswork about what you’re buying.
- Written plan with named tasks and weekly rhythm
- Recommended support tier with rationale
- Services Agreement and BAA sent for review
- Onboarding checklist so you know exactly what to prepare
3
⏱ 2–5 business days · guided
Setup & Onboarding
Once the BAA and Services Agreement are signed, onboarding begins. You provide access to your systems — your EHR, practice inbox, scheduling platform, and any relevant tools. We organize the workflows, document the processes, and do a brief walkthrough before going live. Paced and clear — not a flood of requests all at once.
- BAA and Services Agreement signed (required before access)
- Credential and access setup — only what’s needed for your tasks
- Intake and scheduling workflows documented
- Communication preferences confirmed
- Onboarding walkthrough call to confirm everything is ready
4
⏱ Ongoing — weekly
Ongoing Admin Support Begins
Tasks are handled consistently in the background each week — on your schedule, inside your systems, and within the scope of your plan. You focus on your clients. Everything else gets handled. If your needs shift, the plan adjusts.
- Weekly admin tasks executed inside your platforms
- Regular check-ins on your schedule and communication cadence
- Proactive flagging of anything that needs your attention
- Monthly plan review — scope adjusted as practice evolves
What to Expect
Your first 30 days — week by week
Most clients go from first call to fully running support within 10 business days. Here’s what the first month actually looks like.
Week 1
Clarity & Agreement
- Clarity call completed
- Custom plan delivered
- BAA & Services Agreement signed
- Onboarding checklist sent
Week 2
Setup & Access
- System access granted
- Workflows documented
- Onboarding walkthrough call
- First tasks queued
Week 3
First Full Week Live
- All planned tasks in motion
- Communication rhythm established
- First weekly check-in
- Any friction flagged & fixed
Week 4
First Month Review
- 30-day review call
- Scope confirmed or adjusted
- Rhythm locked in
- You’re back to seeing clients
Scope Clarity
What I handle — and what stays with you
The most common pre-call question is: “What exactly would I be handing over?” This table answers it directly. Clinical decisions and client relationships stay with you — always. Admin infrastructure is where we work.
Task / Responsibility
Therapist's Assistant Handles
Stays with Therapist
Inbox triage & response drafting
Appointment scheduling & confirmations
Client intake coordination
EHR workflow & admin documentation
New client onboarding communications
Clinical session notes & treatment plans
Clinical decision-making
Client relationship & therapeutic alliance
Diagnoses, treatment planning, clinical documentation
Responding to clinical questions from clients
Referral source outreach
Supports
You Decide
Fee and billing decisions
Supports
You Decide
Onboarding Prep
What to have ready before we start
Onboarding takes 2–5 business days when you’re prepared. Here’s exactly what you’ll need to have ready — organized by category. The onboarding checklist is sent to you as part of your custom plan, but here’s a preview.
🔐 System Access
- EHR / practice management login (or ability to create a sub-user)
- Practice email account access (or shared inbox setup)
- Scheduling platform login (Acuity, Calendly, or EHR calendar)
- Any client portal or messaging tool credentials
📋 Practice Documents
- Current intake forms (if you want them reviewed)
- Cancellation & no-show policy
- Fee schedule and sliding scale structure
- Insurance panels you’re currently on
📬 Communication Preferences
- Your preferred response turnaround for new inquiries
- Tone & voice preferences for client communications
- Which types of emails you want drafted vs. sent
- How you want to be flagged for urgent items
📅 Scheduling Parameters
- Your available appointment windows
- Session types you offer (individual, couples, group)
- Any clients you want excluded from auto-scheduling
- Waitlist management preferences
Working Together
How we stay in sync — without adding to your workload
The goal is to operate in the background of your practice, not add another communication channel you have to manage. Here’s how the working relationship actually functions week to week.
Weekly Summary
A brief written summary delivered each week — what was handled, anything flagged for your attention, and any items waiting on your input. You read it when you have a moment, not in real time.
Urgent Flags
If something genuinely needs your attention before the weekly summary — a time-sensitive inquiry, a scheduling conflict, a billing question — you get a direct flag via your preferred channel (email or text). No noise for routine items.
Monthly Check-In
A 20–30 minute call each month to review what's working, adjust scope as your practice evolves, and flag anything coming up (planned leave, new insurance panel, caseload changes).
Response time:
All routine admin tasks are handled within the agreed weekly workflow. Direct flags from clients are responded to within the turnaround time you specify during onboarding (typically same business day). If something urgent comes in after hours, it is queued for first thing the next business day unless you’ve specified otherwise.
Therapist’s Assistant is a virtual administrative support and consulting business founded and operated by James, based in Apple Valley, California in the Inland Empire. All services are delivered remotely — no in-person requirements. Therapists in Southern California, across California, and in all 50 states receive the same level of support. Admin tasks are executed inside the clinician’s own systems; no third-party platforms are introduced without the clinician’s knowledge and consent.
Compatible Platforms
We work inside your systems — not ours
No new software required. We work inside the EHRs, scheduling tools, and communication platforms you already use — via your credentialed access, within your security settings.
EHR / Practice Mgmt
SimplePractice
EHR / Practice Mgmt
TherapyNotes
EHR / Practice Mgmt
TheraNest
EHR / Practice Mgmt
Jane App
Scheduling
Acuity Scheduling
Scheduling
Calendly
Communication
Google Workspace
Communication
Hushmail / HIPAA Email
Not Sure?
Your Current Stack
Month-to-Month Flexibility
Pausing, adjusting, or canceling — here's how it works
Month-to-month means exactly that. No penalty for pausing, no long exit process, no locked-in contract. Here’s the mechanics of each scenario.
⏸️ Pausing Support
Taking a planned break — maternity leave, vacation, sabbatical, or slower season? You can pause your plan with advance notice.
- Notify in writing at least 14 days before your desired pause date
- Your plan and workflows are documented and preserved
- Resume with a single check-in call — no re-onboarding required
- Pauses available for up to 90 days
📉 Scaling Down
Caseload lighter than expected? A lower tier may fit your current needs better — and it’s easy to adjust.
- Request a tier change at any monthly check-in
- Effective at the start of the following month
- Scope adjusted to match new tier; no new onboarding
🔒 Access & Credentials at End of Engagement
When an engagement ends for any reason, access is fully revoked and PHI is returned or destroyed per the BAA.
- All system access revoked within 1 business day
- PHI returned or certifiably destroyed per BAA Section 9
- Written confirmation of PHI destruction provided
- No client data retained after engagement ends
❌ Canceling Entirely
No long exit process. If it’s not working — for any reason — the process is straightforward.
- Written notice required (email to admin@thersasst.com)
- 30-day notice preferred; we’ll work with your timeline
- Final week summary and handoff documentation provided
- No fees, no penalties, no awkward conversation
Common Questions
Questions therapists ask before getting started
How long does it take to get started?
Most clients are fully onboarded and running within 5 to 10 business days of their clarity call. Week 1 covers the call, custom plan, and agreement signing. Week 2 covers access setup, workflow documentation, and the onboarding walkthrough. By Week 3, admin support is running on schedule. The timeline depends on how quickly credentials and access are provided on your end.
Do I have to sign a long-term contract?
No. All support plans are month-to-month with no long-term commitment. You can pause, scale down, or cancel with written notice. The only agreement required before work begins is the Services Agreement and a signed Business Associate Agreement — both of which you’ll receive as part of your custom plan, before any access is granted.
Will I have to change my current systems or software?
No. Therapist’s Assistant works inside the EHR, scheduling platform, and practice email you already use — via your credentialed access, within your security settings. No new tools are introduced without your explicit knowledge and approval. If a tool you’re using isn’t compatible, that will be identified during the clarity call before any agreement is signed.
How much of my time does onboarding require?
Will my clients know I'm using a virtual assistant?
That is entirely your decision. Some clinicians prefer full transparency; others prefer that all communications come under their name and practice brand. Therapist’s Assistant can operate under either arrangement — drafting responses in your voice and name if preferred, or communicating directly as an administrative contact of your practice. This preference is confirmed during onboarding.
What if I only need help with one or two specific tasks?
The Essential plan is designed for lighter, more focused support — inbox management and scheduling. For even more targeted help, consulting add-ons are available for specific one-time tasks like intake process redesign, Google Business Profile setup, or Psychology Today profile optimization. The clarity call will identify which path fits your actual need.
How is my clients' information protected?
Do you work with therapists outside of California?
Ready to get your admin off your plate?
Book a free 30-minute clarity call. We’ll learn about your practice, identify where you’re losing the most time, and tell you exactly what a support plan would look like — before you commit to anything.