Questionnaire
Your name (optional) so I know how to address you if I follow up
Practice name (optional) If you’re solo, your name is perfect here
What’s your role at your practice? *
Owner or partner
Solo practitioner
Associate therapist
Practice manager
Other
How big is your practice right now?
Solo
2 - 5 clinicians
6 - 15
16+
How do you see clients most of the time?
In person
Telehealth only
Hybrid
How do you bill, typically?
Cash only
Mostly cash
Mixed
Mostly insurance
Which EHR are you using?
SimplePractice
TherapyNotes
TheraNest
Valant
ICANotes
TherapyAppointment
Other
Which tasks are your biggest friction points each week?
Checking benefits and getting approvals before the first visit
Sending claims and chasing denied ones until they get paid
Finishing intake paperwork and entering it correctly
Scheduling reminders and backfilling last-minute cancellations
Returning calls and clearing the voicemail queue
Getting consents and release forms signed before session one
Sending telehealth links and doing quick tech checks with clients
Keeping cards on file current and fixing failed payments
Making superbills and helping out-of-network clients get reimbursed
Handling credentialing and getting you on insurance panels
Drafting progress notes from my memos or voice notes for my review
Drafting treatment plans from my direction with goals and CPT codes ready
Screening new inquiries for clinical fit and urgency before booking
Reading intake forms for red flags and flagging safety concerns quickly
Preparing prior authorization requests using the right clinical language
Writing referral summaries and care coordination notes that read like a clinician
Coordinating with PCPs, psychiatrists, or schools using proper clinical terms
Curating evidence-based handouts or worksheets tailored to each client
Tidying notes for completeness and compliance before audits
Drafting brief client follow-up messages and/or homework summaries
Other
About how many hours a week do admin tasks generally take you?
0 - 3 hrs
4 - 7
8 - 12
13 - 16
17+
Do you currently have someone helping you with admin work?
Yes
No
If yes, are they on-site or remote?
On-site
Remote
If yes, what are you currently paying for that help?
If you don’t have help now, what are the main things holding you back?
Training time
Trust and quality control
Client privacy and data security
Budget
Time zones
Supervision load
Past bad experience
Other
Assume price and reliability stay the same… compared to a general VA, how much more valuable would it be if yours were a licensed mental health professional? 1 to 10
Explain why you feel that way
Where would a therapy-fluent teammate help most?
Turning my memos or voice notes into draft progress notes for review
Screening new inquiries for clinical fit and urgency before booking
Drafting treatment plans from my direction with goals and CPT codes ready
Preparing prior authorization requests in the right clinical language
Writing referral summaries and care coordination notes
Drafting brief client follow-ups or homework summaries for my approval
Tidying notes for completeness and compliance
Reading intake forms for red flags and surfacing safety concerns
Other
If you were to work with an assistant based in another country, which schedule would you prefer they follow?
Your practice’s local hours - work while you work for real-time coordination
Their home-country business hours - work while you’re off and deliver next-morning updates
Would you be open to a brief call for me to pick your brain a little more?
Sure
No Thanks
If yes, when would be the most convenient time to reach out to you?
What’s the best number to reach you?
Submit