1. What Can a Virtual Assistant Do for an EP Business?

A VA can handle a wide range of tasks, freeing up your time so you can focus on client sessions and business growth.

Administrative Tasks

• Managing client inquiries via email or phone

• Booking and confirming appointments

• Sending appointment reminders to reduce no-shows

• Handling cancellations and rescheduling

• Updating client records in Cliniko, Halaxy, or other software

Financial & Billing Tasks

• Creating and sending invoices

• Processing payments and reconciling transactions

• Managing NDIS claims and Medicare rebates

• Tracking expenses and preparing financial reports

Marketing & Social Media Support

• Scheduling and posting content on Instagram, Facebook, LinkedIn

• Responding to social media messages and comments

• Writing and sending email newsletters

• Updating your website with new services, testimonials, or blog posts

Operational Support

• Managing referral relationships with GPs and specialists

• Ordering supplies and managing stock (e.g., resistance bands, equipment)

• Organizing professional development and team meetings

• Researching new industry trends or funding opportunities

A good VA can become an essential part of your business, taking care of time-consuming tasks and improving efficiency.

2. How Can a Virtual Assistant Help Your Business?

Having a VA allows you to free up valuable time, reduce administrative burden, and improve efficiency in your business.

A major benefit is that you get more time for clients and business growth. By outsourcing admin work, you can spend more time with clients, develop new programs, and grow your business without getting bogged down in paperwork.

It also helps reduce admin overwhelm and burnout. Many business owners get stuck doing everything themselves, leading to stress and inefficiency. A VA helps lighten the load and create better work-life balance.

A VA can also improve the client experience. With someone handling prompt responses, smooth bookings, and timely follow-ups, clients feel more valued and engaged.

Beyond that, VAs provide consistency and organization. They ensure tasks are done on time, every time, reducing errors in invoicing, scheduling, and client management.

Most importantly, hiring a VA is cost-effective. They cost significantly less than hiring a full-time in-house admin assistant, and you can scale their hours up or down based on business needs.

3. Pros & Cons of Hiring a Virtual Assistant

Pros of Hiring a VA

One of the biggest advantages of hiring a VA is that it saves time by offloading repetitive tasks so you can focus on high-value work. Instead of spending hours on admin, you can concentrate on growing your business and helping clients.

A VA is also more cost-effective than hiring a full-time employee. Since they work remotely and often on a contract basis, you only pay for the hours you need.

Another major benefit is scalability. You can start with just a few hours a week and increase their workload as your business grows.

Having a VA also helps with better organization and efficiency. They keep schedules, finances, and communication running smoothly, ensuring that no tasks fall through the cracks.

Finally, a VA improves client experience by handling appointment scheduling, reminders, and inquiries, making your business feel professional and well-managed.

Cons of Hiring a VA

Despite the benefits, there are some challenges to consider. One is that training is required. A VA needs clear instructions on how your business operates and what is expected of them.

If your VA is overseas, time zone differences may affect real-time communication. This can be an issue if you need immediate support during business hours.

There is also a security risk when giving a VA access to sensitive business and client information. It’s important to have privacy agreements in place and limit access to only what is necessary.

Lastly, not all VAs are highly skilled, so finding the right one requires careful vetting. Some may need more supervision and direction than others, especially in the early stages.

4. How to Find & Onboard the Right VA

Step 1: Identify Your Needs

Before hiring, make a list of tasks you want a VA to handle. This will help you define the skills and experience you’re looking for.

Common areas include:

• Admin & scheduling

• Billing & payments

• Client communication

• Social media & marketing

If you’re unsure where you need help most, track your daily activities for a week and highlight repetitive tasks you could delegate.

Step 2: Decide on VA Type & Budget

Your budget and business needs will determine what type of VA is right for you.

• Australian-based VAs tend to charge $30–$50 per hour but are better suited for client-facing tasks.

• Overseas VAs (e.g., Philippines, India, etc.) charge $8–$20 per hour and are great for admin-heavy roles but may require additional training.

• Specialized VAs with experience in allied health or EP businesses may charge higher rates but require less onboarding.

If you’re hiring a VA for the first time, start with 5–10 hours per week and scale up as needed.

Step 3: Where to Find a Good VA

There are multiple ways to find a skilled VA:

• VA Agencies – Agencies like Virtually Yours or The Virtual Hub provide trained VAs.

• Freelance Platforms – Upwork, Fiverr, and PeoplePerHour offer flexible hiring options.

• Facebook Groups & LinkedIn – Many Australian VA groups have experienced virtual assistants who specialize in allied health businesses.

• Referrals – Ask other health professionals for trusted recommendations.

Step 4: Interview & Trial Process

When hiring a VA, ask key questions to assess their suitability:

• What experience do you have in healthcare or EP businesses?

• What software are you familiar with? (Cliniko, Halaxy, Xero, etc.)

• How do you handle confidential information?

• What are your available hours?

Before committing, give your shortlisted VA a small trial task (e.g., scheduling an appointment or data entry) to assess their efficiency and accuracy.

Step 5: Onboard & Set Clear Expectations

To ensure a smooth working relationship:

• Create a training document with step-by-step instructions for common tasks.

• Use task management tools like Asana, Trello, or ClickUp to assign work.

• Schedule regular check-ins to provide feedback and ensure alignment.

• Grant access to necessary accounts (but with limited permissions for security).

Final Thoughts: Is a Virtual Assistant Right for You?

If you’re spending too much time on admin and non-client tasks, a VA can help you free up time, stay organized, and improve efficiency.

By starting small, setting clear expectations, and finding the right VA, you can streamline your business operations and focus on what truly matters—helping clients achieve better health.