To understand how our Virtual Administration service works – watch this video and then drop us an email to arrange a further chat.
There’s no minimum or maximum number of hours per month and we won’t ask you buy a block of hours upfront.
We’ll answer questions about our pricing along with the simple ‘pay as you go’ process.
Once you sign our terms and conditions, you will be allocated your own dedicated Virtual Assistant team member.
Trust and Confidentiality
The importance of trust, honesty, confidentiality and security is paramount to us.
Taking that leap of faith in working with someone you haven’t met before on a remote basis is a big deal.
It’s about building a good solid relationship between you and your Virtual Assistant, so you feel safe and comfortable in sharing your work and access logins to your emails and cloud-based systems.
You will benefit from the fact that your Virtual Assistant is part of our team, meaning that should different tasks / skills or back-up be required, another team member will step in, ready to help you.
We strive to provide you with a fabulous service, a feeling of reassurance, that you’re listened to and feel valued.
Data Protection
Data protection is a hot topic for us. We fully understand the importance of consent, sharing of data, knowing who has access to the data and how secure the storage systems are.
All our team members have a Virtual Administration email address, which is hosted by a PIPEDA compliant company.
We use a highly secure encrypted cloud-based storage facility called Tresorit. Each of our team members have access only to the specific folders on Tresorit required to carry out the work related to their clients. All documents are saved directly to Tresorit, not on their personal laptops/computers.
Tresorit provides data residency options that allow businesses to store their data in Canada specifically. This means companies can keep their data within Canadian borders to comply with local data sovereignty requirements.
On request we are always happy to sign a non-disclosure agreement.
To find out more about our data security, please contact Tracey on email tracey@virtual-administration.com
Most Common Admin Tasks Requested
The bar chart opposite highlights the most popular admin tasks requested by our independent therapists and brain injury case managers.
The proof reading and formatting of documents and complex reports is a constant source of work for our Virtual PAs.
The typing of therapy session notes and reports from audio recordings is a life saver to a busy therapist. Provide us with your template report document and we’ll type your audio speech under those headings, making it easy for you to review, amend and send back to us for proof reading.
If you need the minutes at an MDT meeting typed up, allow your Virtual PA to join the meeting via Zoom and Teams, enabling the case manager to concentrate on chairing the meeting.
Case Managers using patient record management systems to file their ongoing email correspondence, to help generate every action/task carried out over a monthly period is essential. It’s a huge time swallowing task that our team of Virtual PAs love to do.
Just a little bit of support with creating and sending out your invoices and proof reading your reports – will make all the difference.
Send Tracey an email to find out more – tracey@virtual-administration.com
What Our Clients Say
What have been the main benefits of using our services?The main benefits have been time savings and improved efficiency. Delegating routine tasks like calendar management, customer follow-ups, and data entry to a virtual admin has freed up my time to focus on bigger priorities. It’s also helped reduce the burden on my in-house staff, leading to increased productivity across the board.
What do you love most about our service?
What I love most about your service is the flexibility and the skill level of the virtual admins. They are proactive, reliable, and quickly adapt to changing needs, which is invaluable in a fast-paced environment. The attention to detail and seamless integration into my workflow has made a significant positive impact on my business operations.
Justin Kline, Founder/CEO
Sue’s tenure with Remedy Healthcare has been successful and allowed us to navigate a tricky transitional phase regarding our ability to accurately invoice and track payments.
Prior to joining the company, Sue had no knowledge of the system we had procured to operate our invoicing and importantly, neither did anyone in the company. Everything was new and there was little training available, requiring Sue to learn as she went and have a can-do attitude to finding solutions where we lacked mature processes. This positive approach has continued throughout her time at Remedy, and in addition to following processes well, she has also shown initiative where required to make incremental improvements and suggestions.
Perhaps therefore, it is Sue’s ability to adapt and adjust to changeable circumstances and demands that assures her value as a virtual assistant.We thank Sue for her time with us and Virtual Administration for providing access to quality assistance. Should the requirement arise in the future, we would not hesitate to procure their services again.
What made you finally decide to try our services?
After realizing how much administrative work was piling up, I decided to try your services because I needed a reliable way to handle day-to-day tasks without overwhelming my in-house team. The idea of having a dedicated virtual admin who could take care of scheduling, emails, and other routine tasks was appealing, allowing us to focus on more strategic work.
What were your first impressions?
My first impression was highly positive. The onboarding process was smooth, and the virtual admin was quick to understand the specific needs of my business. Communication was clear, and I appreciated the structured approach, which ensured that no tasks fell through the cracks.
I do wish I met you as I set my little company up. I came across you via John Walker when I asked him about buying some policies from their company. I definitely would have used you sooner had I known how well you understand case management and that made all the difference. I did not need to teach you what I do, you knew the complexities of the job and you already established short cuts, policies, and procedures to support the likes of me.
Thanks Tracey – I would be lost without Denise. She is truly exceptional and I am extremely fortunate to have her in my life. Thanks to you both for looking after us!
Tracey is a very receptive to her client’s needs, she is a good listener and responded quickly to any of our questions. Tracey took us through the whole GDPR compliancy and set up documents we required for our new business. She understood our requirements and sent drafts promptly to ensure that nothing was amiss. The whole experience of working with Tracey was undoubtedly a good one. We would highly recommend the service to others.
Denise is an excellent asset. I can’t quite work out how I managed without her!! (Although I still feel just as busy, at least she keeps me sane whilst I’m dashing about!).
With over 150 Physiotherapists based throughout the UK, mapping their locations and details in a usable and interactive way has previously proved difficult.
The dedicated team at VA created an interactive and visual map detailing the location of my team within the hour. Their expertise, knowledge and understanding of my company requirements have exceeded my expectations and I cannot thank them enough. I highly recommend VA for their speed of service, efficiency and service costs. Thank you once again
I asked Tracey to help me make changes to my business in line with new General Data Protection Regulation (GDPR) legislation. I can’t begin to praise Tracey enough. She was able to quickly and efficiently help me review my service, assess my GDPR needs and draw up the relevant documents ready for me to simply insert into my business. I feel generally more organised and professional than I did before. I wouldn’t hesitate to recommend this service.
I found the webinar really useful – you covered everything really comprehensively, I’ve got so much useful information from it, and am understanding compliance fully now. Yes, it is a dry subject, but your energy certainly made it easier to follow, and I thought that you answered everyone’s questions thoroughly without spending too long on each section. So, thank you so much for your time Tracey, and I’m sure that we will be in touch with you for help of some kind in the not too distant future!
The creation of our GDPR Compliancy Action Plan has been very helpful, thank you to you and your team in assisting me to navigate this process, much appreciated. Given my experience with using your services I have since recommended Virtual Administration to a number of my colleagues.
I just wanted to provide feedback that Denise’s work and support with admin has been exceptional. Her admin support has made an invaluable change to my work productivity and time management.
Things are fantastic with Denise (Virtual PA), she is an absolute super star!!!
She’s doing a lot of different things for me that she did not do before but it’s starting to take shape and making my life loads easier. I’m slowly getting my life back, yes it’s at a financial cost but it’s so worth it.
Thank you for a really good service, Jayme was fantastic in replying to all my questions on the GDPR Compliancy Action Plan
I love working with Jayme as she has a good understanding of my reports and always returns them to me promptly. It has helped me as I get another person’s overview of my reports as it can be difficult to proof read effectively when you have written the report.
Julie has been great, very professional, very responsive and extremely thorough in proof reading reports I’ve sent to her. The ‘turn-around’ time is quick too.
I just wanted to say a big thank you for the support you are currently providing regarding the KLOE’s and my CQC Registration. Being completely honest, without your support and guidance I am not sure that I would feel confident in completing the process alone, the registration process is quite daunting! Your knowledge and expertise in this area, along with a natural ability to extract the necessary information in a really positive and relaxed manner, makes the process interesting and informative, following each session I feel that I have a much better understanding of the process and I have gained more self confidence, which is great!
It is a pleasure to work with you Tracey, you are always prepared, you go over and above that which is required of you, and you always have a smile, thank you.
Maria is brilliant. She completes work very efficiently and never has to clarify anything. She is very reliable, professional and efficient.
Maria is being an incredible help during our period of reduced admin support.