Does Therapist's Assistant sign a Business Associate Agreement (BAA)?

Yes. A Business Associate Agreement (BAA) can be provided as part of the working relationship. This ensures clear expectations, defined responsibilities, and alignment with HIPAA requirements when handling protected health information (PHI).

What does HIPAA-conscious mean — and how is it different from HIPAA-compliant?

HIPAA-conscious means every task, communication, and system is handled with client confidentiality as the guiding principle. Only the minimum necessary information is accessed, nothing is shared outside practice operations, and all communication follows professional standards appropriate for a mental health setting. The term HIPAA-conscious reflects that responsibility for full HIPAA compliance ultimately rests with the covered entity — the therapist — while Therapist's Assistant operates as a business associate supporting those standards.

How is client information protected day to day?

Client information is handled with strict discretion. Communication is structured and intentional. Systems are organized to reduce risk and confusion. Only the minimum necessary information is accessed to complete assigned tasks, and it is never shared, stored unnecessarily, or used outside the scope of your practice operations.

What access does Therapist's Assistant have to my client records?

Access is always limited, intentional, and based on your approval. Nothing is accessed, changed, or managed without clear structure and boundaries in place. You remain in full control of your practice at all times.

Who is ultimately responsible for HIPAA compliance?

Maintaining compliance is a collaborative effort. While systems and workflows are designed with care, final responsibility for your practice's compliance remains with you as the provider. Therapist's Assistant operates as a business associate and supports your compliance practices — it does not replace your obligations as a covered entity.

Virtual Admin Services For Solo Therapists

Simple, Reliable Support for solo therapists in private practice

From managing calls to handling your entire admin workflow — get the support you need without hiring in-house staff.

Built Specifically for Solo Private Practices

Running a solo practice means you’re responsible for everything — client care, scheduling, phone calls, insurance, and onboarding.

This service is designed to take those responsibilities off your plate in a structured, reliable way — so your practice runs smoothly without you doing it all.

Front Desk Support

● Answering incoming calls
● Scheduling appointments
● Appointment confirmations

Client Intake

● New patient coordination
● Intake form guidance
● First appointment setup

Insurance Support

Insurance verification
Benefit checks
Coverage communication
Unpaid claims support

Ongoing Admin

Claims Support
Calendar management
Client communication
Workflow organization

Essential Support

10 Hours / Week

Best For: Therapists who need consistent front-desk coverage

Includes:

Phone/ Email management
Appointment scheduling
Appointment confirmations
Wait List Management

Outcome: You stop missing calls and spending time managing your calendar

Practice Support

20 Hours / Week

Best For: Therapists ready to streamline intake and reduce admin workload

Includes:

Everything in Essential
Insurance verification
New client onboarding
Follow up on rejected claims
Monthly Reporting

Outcome: Clients move through your system faster with less effort from you

Full Support

40 Hours / Week

Best For: Therapists who want to fully step out of admin work

Includes:

Everything in previous tiers
Full calendar management
Full admin support
Full Claims management

Outcome: You focus almost entirely on clients while everything else is handled

How It Works

Steps:

Book a consultation
Review your current workflow
Set up systems and communication
Begin ongoing weekly support
Monthly review meeting to communicate procedures

No complicated setup. No disruption to your current systems.

Start With the Level of Support You Need

What specific services are included in the front desk support tier?

Front desk support covers answering incoming calls, scheduling and rescheduling appointments, and sending appointment confirmations. It’s designed to give you reliable coverage for the tasks that interrupt your sessions most.

What does the client intake service include?

Client intake support covers new patient coordination, guidance through intake forms, and first appointment setup. The goal is to make sure new clients move through the initial process smoothly—without you having to manage every step manually.

Can Therapist's Assistant help with insurance verification and unpaid claims?

Yes. Insurance support includes verification, benefit checks, coverage communication, and follow-up on unpaid or rejected claims. This is one of the most time-consuming tasks for solo therapists, and it’s included in the Practice Support and Full Support tiers.

What does 'ongoing admin' support cover day-to-day?

Ongoing admin includes claims support, calendar management, client communication, and workflow organization. It’s the behind-the-scenes infrastructure that keeps your practice running between sessions.

What's the difference between the Essential, Practice Support, and Full Support tiers?

Essential (10 hrs/week) covers phones, scheduling, and confirmations. Practice Support (20 hrs/week) adds insurance verification, new client onboarding, and monthly reporting. Full Support (40 hrs/week) includes full calendar management, comprehensive billing, SOP development, and acting as your virtual office manager.

What does a 'monthly review meeting' entail?

Each month includes a structured review where procedures are discussed, updated, and refined. This keeps the support aligned with how your practice is evolving and ensures nothing is falling through the cracks.

Is there a complicated setup required to get started with support?

No. The setup process is designed to be straightforward—there’s no disruption to your current systems and no need to rebuild how your practice operates. You review your workflow, set up communication channels, and begin weekly support.

Can I start with basic support and move to a higher tier later?

Absolutely. You can start at whatever level matches your current needs and scale up as your practice grows or your bandwidth for delegation increases. There’s no pressure to commit to more than you’re ready for.