Demonstrating the benefits of using a Virtual PA in operating a busy professional independent therapy practice

 Handling New Enquiries

  • We serve as the initial contact point when a parent, caregiver, or case manager calls seeking more information about the services offered by professionals like clinical pediatric physiotherapists specializing in acquired brain injuries.
  • We are knowledgeable about the specific details to ask about, such as the postcode for travel and mileage calculations, the child’s age, and contact information like phone numbers and email addresses.
  • Being aware that a case manager might only give you certain details like a post code and a description of the basic conditions and age of person, when requesting costings on initial assessment.
  • We understand the need for sending out a consent form with the business terms and conditions.

Typing reports over the phone following treatment sessions

  • As an example, a physiotherapist conducts a treatment or training session with a young client either at school or with their care workers at home.
  • After the session, the therapist contacts their Virtual Assistant and provides an update report over the phone, which the Virtual Assistant types up, sends over, so the therapist can review.
  • The Virtual Assistant then inputs the content into the designated report template and emails it to the relevant case manager, with a copy sent to the therapist.
  • This streamlined system allows the therapist to provide immediate information after a client visit, saving them from having to open their laptop later in the day or evening after a busy day of travel and visits.

Arranging Demonstrations for Specialized Equipment with Representatives

  • This involves scheduling a demonstration appointment through a representative from a specialized equipment company.
  • For example, companies that specialize in postural support products for children, and those who manufacture a variety of positioning equipment for adults/children with physical difficulties.
  • We understand the process of requesting equipment demonstrations and quotes and the many challenging scenarios of arranging these visits.
  • Understanding crucial details like fabric color and sizing is absolutely vital, especially considering the exceptional high cost of the equipment. This information is essential for dealing with case managers and payment receivers.

Maintaining a Comprehensive Contact Spreadsheet

  • We understand the significance of maintaining contact details for clients, encompassing family/care workers information, school attendance, therapists, orthotists supplying splints and bespoke shoes, payment receivers, and case managers.
  • Having this information readily available allows the therapist to call anytime and request details, especially for appointment cancellations/rearrangements or informing parents/schools about delays due to traffic.

Formatting Reports and Document Typing

  • We can create, type, and format reports, activity sheets, therapy programs, letters, instructions, templates, spreadsheets, and PowerPoint presentations.
  • We possess a keen understanding of the required quality and level of information, detail, accuracy, layout, terminology, and confidentiality expected by therapists, case managers, and solicitors.

Coordinating with Multidisciplinary Team Members and Associates

  • We know that therapists work closely with a broader team of multidisciplinary associates.
  • We value client confidentiality, recognizing that we may provide Virtual Assistant support to both a physiotherapist and a speech and language therapist attending to the same client.

Estimating Future Treatment Costs – Requests from Case Managers

Case managers often request cost estimates for future therapy treatment of clients over a 3 or 6-month period. This entails:

  • Calculating the anticipated number of treatment sessions per fortnight/month, factoring in travel and mileage costs.
  • Including any MDT meetings, reviews, hospital appointments, joint meetings, visits with other therapists, or demonstration visits with equipment representatives over that period.
  • Considering the cost of administration for report writing, research, phone calls, etc.

Why our Virtual Assistance is so important

Addressing these tasks significantly eases the operation of a busy professional independent therapy practice. It enables clients to focus on their core business activities of treating patients and further expanding their practice.

Our role is to provide support, understanding, structure, industry knowledge, handle urgent demands, get acquainted with the therapist’s clients, establish trust, and foster strong, dependable relationships.