If you clicked on this blog, chances are you’re a therapist in private practice who feels like they’re drowning in admin. Maybe you’re spending more time on the behind-the-scenes tasks of running your practice than actually seeing clients. If that sounds familiar, you’re not alone.

We’re diving into whether hiring a Virtual Assistant (VA) is the right move for your private practice. We’ll explore the signs that indicate you need one—and some reasons you might not need one just yet.

Common Struggles for Therapists in Private Practice

1. Feeling Overwhelmed with Admin Tasks

You likely started your private practice because you wanted to see the clients you choose, at times that fit your schedule, and have full control over your business. However, running a business comes with a ton of background tasks that take up a significant amount of time. Things like invoicing, scheduling, marketing, and bookkeeping.

Most therapists don’t start their practice because they love admin work, but it quickly becomes a huge part of their workload. If you’re spending more time on admin than actually seeing clients, this is a sign you might need some extra support.

2. Not Knowing the Best Way to Handle Admin

When most therapists start their practice, they figure things out as they go. That often means cobbling together different systems, spreadsheets, and manual processes to handle things like client scheduling, payments, and documentation.

But there’s a better way! There are automations and systems that can save you hours each week. Many therapists simply don’t know what’s available or don’t have the time to research and set them up. That’s where a VA can come in and help streamline everything.

3. Struggling with Work-Life Balance

If your work is creeping into your evenings and weekends, you might be struggling to maintain a healthy work-life balance. Maybe you’re seeing clients all day and then spending your nights catching up on admin. Over time, this can lead to burnout which is exactly what you’re trying to help your own clients avoid.

While it’s true that starting a business takes effort and long hours, it shouldn’t completely take over your personal life. If you feel like you never have time for yourself, it’s a sign that something needs to change.

Signs You’re Ready to Hire a VA

So, how do you know if hiring a VA is the right next step? Here are some clear signs:

You’re overwhelmed with admin and it’s taking time away from seeing clients.
You’re turning away clients because you don’t have the capacity to handle both sessions and admin work.
Your personal life is suffering because you’re working late nights and weekends to keep up.
You have big goals for your business but no time to work on them.

If any of these sound like you, hiring a VA (even for just a few hours a month) can be a game changer.

Signs You Might Not Need a VA (Yet)

While a VA can be a great asset, there are some situations where it might not be the right move just yet. For example:

You’re just starting out and still have a light caseload. If you’re not yet busy with clients, you may not need extra admin help.
Your systems are already streamlined and you have automations in place that make admin manageable.
You enjoy handling admin and feel confident managing your business operations on your own.

If these apply to you, you might not need a VA just yet but it’s always helpful to start thinking about when outsourcing could become beneficial.

You Can Start Small

A lot of therapists worry that hiring a VA means a big financial commitment. But you don’t have to outsource everything at once! Many VAs work on a pay-as-you-go model, so you can start with just a few hours per month.

For example, when I first started working with my first VA client, I only handled their invoicing. Over time, I took over bookkeeping, and then gradually more tasks as trust was built and I learned their business.

Even outsourcing just one task can free up valuable time for you to see more clients and grow your practice

Want to Learn More?

If you’re thinking about hiring a VA but aren’t sure if it’s the right move, I have a YouTube video that goes in-depth on this topic:
🎥 Do you NEED a Virtual Assistant if you have a Solo Therapy Practice?

I also have a playlist on Google Workspace and a free course on Private Practice Workflow to help you set up better systems.

I hope this guide has been helpful! If you have any questions, feel free to reach out. Until next time, happy practice building!

Do you NEED a Virtual Assistant if you have a Solo Therapy Practice?