A virtual assistant for therapists can take non-clinical admin off a private practice: appointment scheduling, reminders, invoice follow-up, email templates and marketing tasks. Clinical notes and client health details stay with you. Plans start at $5.62 an hour.
Written by the MyRemoteVA team. Prices and facts are checked before publishing. How we write and update guides.
A virtual assistant for therapists takes the non-clinical admin that fills evenings and weekends in a private practice. That means scheduling, reminders, invoices and routine email. You keep the clinical work. You also keep anything that touches client health details. This guide lists what to hand off, what to keep, and what it costs.
Tasks a virtual assistant for therapists can take
| Area | What the assistant does |
|---|---|
| Appointment scheduling | Books and moves sessions in your calendar using rules you set |
| Reminders | Sends appointment reminders from your saved templates |
| Invoice follow-up | Sends invoices and polite payment reminders on your schedule |
| Email templates | Answers routine questions about fees, hours and availability from saved replies |
| New enquiries | Replies to first enquiries with your intake steps and passes the rest to you |
| Practice marketing | Updates your website, directory listings and scheduled posts you have approved |
| Bookkeeping support | Enters income and expenses in your accounting tool, without client details |
Every task is reviewed by a team lead before it reaches you. Humans do the work, with AI tools used to speed it up.
Client privacy: what to keep for yourself
Client privacy comes first. A virtual assistant for therapists should never need your clinical records. We make no compliance claims, and your privacy duties stay with you.
- Keep clinical notes, diagnoses and session content out of the assistant's access.
- Use first names or client codes in shared calendars where you can.
- Keep treatment decisions, risk judgments and anything urgent with you.
- Check the privacy rules for your practice with your own adviser before you start.
- Phone calls stay with you. Our assistants do not make calls.
Share only what each task needs, use a password manager, and remove access when a task ends. The security checklist lists the steps.
Start with appointment scheduling
Scheduling repeats every week and follows clear rules. Start here.
- Write your session lengths, hours, cancellation rules and buffer times.
- Save your reminder and rebooking messages as templates.
- Ask the assistant to book, move and remind within those rules.
- Review the week every Friday and adjust the rules.
The task brief templates and how to write a task brief show how to write each rule once.
A simple week for a private practice
- Monday: the assistant checks the calendar and sends the week's reminders.
- Midweek: new enquiries get a reply from your saved templates.
- Friday: unpaid invoices get a polite nudge, and you review the hours used.
This keeps admin out of your session hours. It also means no enquiry waits long for a reply. You decide who is a fit and when to book a first session.
What a virtual assistant for therapists costs
| Plan | Price | Per hour |
|---|---|---|
| 3-hour block | $33 | $11.00 |
| Pay-as-you-go | $12 an hour | $12.00 |
| Part-time, 80 hours a month | $500 | $6.25 |
| Full-time, 160 hours a month | $899 | $5.62 |
Most solo practices need a few hours a week, so a block or pay-as-you-go is usually enough to start. Unused hours roll over while your account is active. Use the cost calculator to estimate your hours.
How to start
- Pick two or three admin tasks that never touch client records.
- Start small, or try the 3-hour free trial. The trial runs for 2 days, then the plan you choose starts.
- Check the time zone planner for your overlap. Our team works from Kerala, India.
Want to talk first? Book a strategy call.
Helpful next steps
- Virtual assistant for coaches and consultants
- Virtual assistant for female entrepreneurs
- Medical virtual assistant guide
- Pricing
Frequently asked questions
What can a virtual assistant do for a therapist?
Non-clinical admin such as appointment scheduling, reminders, invoice follow-up, email templates, website updates and social posts. Our assistants work online and do not make phone calls.
Should a virtual assistant see client notes?
No. Keep clinical notes, diagnoses and session content out of the assistant access. Share only the minimum a task needs, and follow the privacy rules that apply to your practice.
Is MyRemoteVA HIPAA compliant?
We make no compliance claims. Your privacy duties stay with you, so check your obligations with your own adviser and agree access rules before any task starts.
How much does it cost?
Pay-as-you-go is $12 an hour, part-time is 80 hours for $500, and full-time is 160 hours for $899, or $5.62 an hour. A 3-hour block is $33. Prices are in US dollars.
What is doing this yourself costing you?
Doing it yourself: $2,165 a month of your time.
The same hours at our $12/hr pay-as-you-go rate: $520. Dedicated plans start at $5.62/hr.
Simple maths from the numbers you enter. It assumes a VA can take on those hours.
Try 3 hours freeWritten by the MyRemoteVA team. Search-trend figures come from Google Trends. Prices shown are our current plans. Last updated October 20, 2026. Questions or corrections? Contact us.