Running a therapy practice means wearing too many hats, from answering client inquiries and handling insurance paperwork to rescheduling sessions and documenting notes. That’s where Ataraxis comes in.
We help licensed therapists, group practice owners, and solo providers hire a virtual assistant for therapists who is trained, reliable, and ready to support your daily operations.
Whether you’re doing telehealth, in-person care, or both, we’ll match you with specialized, U.S.-trained talent who keep your back office running while you stay focused on what matters most: your clients.
George reached out to me on LinkedIn, and while I rarely respond to cold outreach offering services, his approach felt thoughtful and genuine, so I decided to explore what his firm had to offer. We’ve been considering offshore talent for several years but hadn’t made the leap, as we hadn’t found the right offshore partner. Recently, we started working with Ataraxis, and it’s been a fantastic experience—they quickly sourced an exceptional contractor for our recruiting team and ran a smooth, efficient process from start to finish.
I was pretty hesitant about hiring people offshore, but had a fantastic experience working with Ataraxis to hire a virtual recruiter for my business. They connected me with Anabel, who’s based in the Philippines and has been incredible—she’s extremely hard-working, quick to learn, and always brings a great attitude to her work. Now I’m thinking about how I can build a team around her.
The entire process with Ataraxis has been seamless, and they regularly check in to make sure I’m happy with the service they’ve provided. It’s clear they truly care about their clients’ success. I highly recommend Ataraxis to anyone looking to grow their team with quality talent!
Highly Recommend!
I had the absolute pleasure of working with George, and I can confidently say that his expertise and guidance have been game-changing for my business. On our first conversation, George provided clear, actionable strategies tailored to my recruitment challenges. His deep industry knowledge, tested outreach methods, and data-driven approach set him apart.
If you’re a recruiter or business owner looking for expert-level guidance on client acquisition, outreach, and recruitment processes, I highly recommend working with George. His advice is practical, results-driven, and delivered with professionalism and genuine care for your success.
Thank you, George, for your time, insights, and the motivation to push forward with confidence!
I made a hire through Ataraxis a few months ago.
As it goes in any hiring process, when you meet the right person, you know immediately. I knew when I met the 5th candidate that she’d be the one.
3 weeks into her job she had a fundamental mastery of her own responsibilities. 2 weeks later, she assumed a whole new set of responsibilities on top of that. And now she’s a fully integrated part of my team.
10/10 will work with Ataraxis again.
George and his team did a fantastic job placing a Talent Sourcer on my team. She’s smart, communicates well, works diligently, and is a self-starter. Bonus points, her background (10 years!) is in an industry directly adjacent to ours. As such, she was able to catch on extremely fast and onboarding her was a breeze. My only gripe is that I wish I had taken this on sooner. Thanks Ataraxis!
George has been a great help throughout this process, which was new to us. His team sourced some great candidates for us to choose from, and we are really happy with our hire. George has also conducted regular check-ins and follow-ups. He is happy to share his personal insights and experience around structuring the job description, onboarding, and getting the best out of this recruitment process. I would definitely recommend George and his business for VA solutions.
Mental health demand in the U.S. continues to surge, with over one-third of Americans living in areas facing critical provider shortages. This impacts nearly 160 million people, and almost half the population lacks proper access to care due to a nationwide shortfall of licensed professionals.
That leaves therapists stretched thin, managing growing caseloads while handling admin behind the scenes.
Answer inquiries with empathy, collect digital intake forms, and ensure all paperwork is complete before the first session.
Book, reschedule, and confirm sessions while managing cancellations and rebooking no-shows to keep your calendar optimized.
Check client benefits, confirm eligibility, and handle prior authorizations so there are no surprises at the time of service.
Submit insurance claims accurately and track reimbursements within your EHR or billing platform.
Send appointment reminders via email, text, or client portals to reduce late arrivals and last-minute cancellations.
Assist with formatting and organizing therapist-dictated notes or session summaries to streamline documentation.
Sort incoming messages, flag important client emails, and respond to routine questions promptly and professionally.
Send invoices, monitor outstanding balances, and follow up on unpaid sessions without adding to your plate.
Draft patient newsletters, post gentle reminders, or create social media updates to keep your community engaged and informed.
Handle intake, appointment reminders, patient follow-ups, and EHR updates with professionalism and speed.
Get ahead of insurance hurdles with VAs who chase down coverage and submit authorizations quickly.
Friendly and organized front-line support to manage phone lines, triage inquiries, and keep your schedule full.
Ensure clean claims, timely submissions, and faster reimbursements with experienced billing professionals.
Trained in ICD-10 and CPT, our coders help reduce denials and keep your revenue cycle moving efficiently.
Support practice owners and providers with calendar management, inbox organization, research, reporting, and other high-level administrative tasks.
Medical Biller with 3 years of US healthcare experience and very familiar with mental health, medicare, medicaid, ICD-10, CPT, and HCPCS
Virtual Medical Assistant with 3 years of US healthcare experience including EHR management, medical billing, insurance verification, and patient coordination
Insurance verification and patient coordination specialist with 5 years of US healthcare experience
Your virtual assistant won’t need to Google “CPT code for 60-minute therapy session.” We only place assistants familiar with mental health practices.
No hidden fees. One flat monthly rate that covers everything.
Get full-time support with real-time overlap. Many of our virtual assistants work U.S. business hours, making it easy to maintain continuity and client trust.
We run deep background checks and train virtual assistants on best practices for compliance, privacy, and professionalism.
Therapy VAs are experienced in platforms like SimplePractice, TheraNest, Luminello, Charm, Kareo, and more.
We prioritize patient privacy with strict safeguards in place. All virtual assistants use accountability software, access systems through secure VPNs, and sign Business Associate Agreements (BAAs) to ensure full HIPAA compliance.
Whether you’re growing a private practice or streamlining operations in a group setting, hiring a virtual assistant for therapists can help you improve care, reduce burnout, and protect your time.
Start Hiring a Virtual Assistant Today
A Therapy Virtual Assistant is a HIPAA-trained, full-time offshore team member who connects to your phone lines, email, and practice-management software to handle scheduling, insurance checks, note preparation, reminders, and billing follow-ups, freeing you to focus on client care instead of paperwork.
Yes. Each therapy virtual assistant completes HIPAA privacy and security training, signs a Business Associate Agreement, works inside encrypted tools, and follows your least-privilege access rules.
Absolutely. They send text and email reminders, confirm attendance the day before, and offer to move sessions online when patients can’t make it in person, all of which helps reduce no-shows.
They gather basic details and follow your scripted escalation protocol, then transfer urgent situations to you or a designated on-call clinician. They never provide clinical advice.
Hiring a virtual assistant saves money compared to having full-time office staff. This lets you and your team focus more on growing your business and doing what you do best.
Great virtual assistants for therapists often come from countries and regions like the Philippines, South Africa, Latin America, East Africa, and Eastern Europe. These countries are known for their skilled workers who speak fluent English and have strong work ethics.
Yes! At Ataraxis, your virtual assistant will match your local time zone, making teamwork easy and smooth.
US-based virtual assistants for therapists usually cost $25 to $50 per hour. Ataraxis offers MBA-level, full-time virtual assistants starting at just $11 per hour. This means you get great help for up to 70% less.
We keep your information safe by using secure VPN connections, regular monitoring, and privacy agreements signed by every virtual assistant.
Payments are easy and secure with Stripe. We also promise 100% satisfaction – if you’re not happy, we’ll fix it right away.
Ataraxis only offers full-time virtual assistants for therapists because they provide more consistent help, become part of your team, and show greater commitment.
Ataraxis uses software to monitor your assistant’s activities, ensuring they are always working efficiently and staying productive.
It’s best to set up clear communication methods right from the start. You can use popular tools like Slack, WhatsApp, Zoom, or email, based on what works best for you.
Your satisfaction is our #1 priority. If you’re not happy, we’ll quickly address the issue and find you a better match, or issue a prorated refund if needed.
Great communication skills, attention to detail, strong work ethics, time zone alignment, work from home readiness, and problem solving skills. We carefully choose assistants based on their skills, experience, availability, and special abilities to make sure they match your business needs.
Yes! Many businesses find virtual assistants deliver even better quality work, especially for specialized tasks.
Paying very low rates, like $2-3 per hour, usually means getting less skilled workers and lower quality work. Ataraxis offers affordable assistants who are highly skilled.
It usually takes 1-2 weeks to get your virtual assistant fully onboarded and familiar with your business, ensuring you work well together from the very beginning.
