An example of how using a Virtual PA can help you in running a busy professional Independent Therapy Practice.
Dealing with new enquiries
- We are the first point of contact when a parent, carer or case manager telephones wanting more information about the type of services offered by, for example, a clinical paediatric physiotherapist specialising in acquired brain injury.
- We know specifically what information to ask, for example: a postcode so we can calculate the travel and mileage for the nearest therapist to visit; age of child; telephone/mobile number and email to contact them with.
Typing reports over the phone following treatment sessions
- A physiotherapist visits a young client in school to carry out a treatment session or a training session with their carers at home.
- Following the treatment session the therapist calls their Virtual Assistant and dictates an update report from their mobile phone, this is then read back to the therapist to confirm that all content typed is correct.
- The Virtual Assistant then transfers the content into the required template report sheet and emails this onto the appropriate case manager, making sure the therapist is copied into the email as well.
- This creates an efficient streamlined system that allows the therapist to provide immediate information following a client visit.
- This saves the therapist from having to open up their computer later in the day or evening following a busy day of travelling and visits.
Arranging specialist equipment demonstrations with Reps
This involves the organising of a demonstration appointment via a Rep from a specialist equipment company.
- For example, a company called Jenx based in Sheffield, specialising in postural support products for children and Leckey, who manufacture a variety of positioning equipment for children with special needs.
- We understand the process of requesting equipment demonstrations and quotes from companies such as Quest88 and Smirthwaite.
- We have good working relationships with different Reps based in different areas of the country and act as first point of contact.
- We understand the importance of specific details like the colour of the fabric and the sizing, especially when equipment can be extremely expensive and funded, dealing with the case manager and the receiver for payment.
Holding a comprehensive spreadsheet of contacts
- We understand the importance of holding contact information on clients. From the family/carer details to the school they attend, their NHS therapist, their orthotist who supplies the splints and Piedro shoes, their receiver and case manager.
- Having this information instantly available so the therapist can call at any time and request details is hugely important, especially for cancelling/rearranging appointments or if the therapist is running late due to traffic problems, we can contact the parent/school immediately.
Formatting reports and typing documents
- We can type, create and format reports, activity sheets, therapy programmes, letters, instructions, templates, spreadsheets and PowerPoint presentations.
- We have a great awareness of the quality/level of information, detail and accuracy, layout of a report/document, terminology and confidentiality that therapists, case managers and solicitors expect.
Liaising with multi disciplinary team members and associates
- We understand that all therapists liaise and work with a much wider team of multi disciplinary associates.
- We understand the importance of client confidentiality and that we may be providing Virtual Assistant support to both a physiotherapist and a speech and language therapist seeing one client.
Dealing with Insurance Companies for private clients
- We have experience of dealing with insurance companies such as Aviva, where payments for therapy treatment and initial assessments need to be checked through the insurance company before appointments can be made.
- The request for a policy number from the client is required so that confirmation can be obtained from the insurance company.
- The therapist normally needs to be registered with the insurance company as well – which is usually a very straightforward form to be completed.
Costings for future treatment – requests from case managers
The request for costings for future therapy treatment of clients is usually requested by the case manager for a 3 or 6 month period. This would include:
- Calculating the expected number of treatment sessions per fortnight/month to include the cost of travel and mileage.
- Any MDT meetings over that period, plus reviews, hospital appointments, joint meetings, visits with other therapists or demo visits with reps for specialist equipment.
- Plus the cost of administration for writing reports, research, phone calls etc.
Why our Virtual Assistance is so important
Covering all of the above tasks makes a huge difference to running a busy professional Independent Therapy practice. It allows clients to concentrate on what they do best in business, the treating of patients and growing their own practice further.
It is about bringing support, understanding, structure, knowledge of their industry, dealing with urgent demands and getting to know their clients, building trust and good solid relationships.