Admin Support for Therapists who want to focus on clients, not paperwork.
Reliable, VA support that makes your practice run smoother with way less stress.
Let us handle your administrative tasks so you can focus on what matters most.
Empower Your Practice with Expert Support
At Navigate Practice, we specialize in providing tailored virtual admin services designed specifically for counselling private practice owners.
Our dedicated team understands the unique challenges faced by counselling professionals, ensuring you receive the support you need to do your best work.
We do the “behind the scenes” work so you can reclaim your time, improve client retention and grow your practice without burning out.
Comprehensive Administrative Support
Streamline your clinic operations with our expert assistance.
Intake Coordination
Conducting comprehensive intakes, triage on boarding and therapist matching.
Client Scheduling and Management
Effortlessly manage appointments and client communications.
Direct Billing Insurance Assistance
Simplify your billing processes and enhance capabilities.
Who We Are
Running a therapy practice is demanding. You became a therapist to help people not drown in administrative tasks. The bookings, the phone tag, the billing the insurance battles, the emails – it is all so overwhelming. That’s where we come in.
At Navigate Practice, we provide specialized, confidential virtual administrative support built specifically for mental health clinics. With real experience building private practices, we understand your workflows, your ethical obligations and how to keep client care seamless from the first contact to the final session.
We are a team of trained professionals. Some of us are trained in business management. Some of us have Bachelors of Arts with supportive counselling experiences. Some of us are current students. We regularly consult with a registered psychologist and other registered clinicians.
Why Therapists Choose Us
1
We Get Mental Health Practices
You are not training us. We speak your language and know your systems.
2
We Improve Client Experience
Clients get timely replies, smooth on boarding and professional communication
3
We Reduce Your Workload
Your evenings and weekends will no longer be dedicated to admin.
4
You avoid having to worry about HR
No need to take on the stress of employees, labour laws, payroll and the CRA.
5
We Help Your Practice Grow
With better systems, efficient billing and consistent admin support, you have room to scale.
6
We Make Billing More Efficient
With timely insurance billing, consistent reconcilliation and proactive follow up, your revenue becomes optimized.
How it Works
1
Book a free consultation
Tell us about your practice, your pain points, what is getting dropped and what you would like to hand off.
2
Choose your services.
We match you with the services your clinic actually needs and wants. Don’t worry you can adjust as needed.
3
You take over your schedule.
You see clients, we take over administration. Your clinic runs smoother and we are confident that you will feel relief.
Clinics We Serve.
Our support is designed for: Solo therapists, Group counselling practices, Virtual Counselling Practices. We serve Psychologists, Social Workers, Psychotherapists, Certified Counsellors and other Health Professionals.
If your work involves client care, documentation, and billing — we can support you.
Frequently Asked Questions
What types of clinics do you work with?
We specialize in supporting mental health practices such as psychologists, counsellors, social workers, speech-language pathologists, and multidisciplinary clinics. If your practice books clients, bills insurance, and manages documentation, we can support you.
How does virtual admin support work?
We work remotely using secure communication systems, practice management software and shared drives. You choose a package, we establish processes, and then we integrate seamlessly into your clinic just like an in-house administrator, minus the overhead costs.
Is my client information kept confidential?
Yes. We follow all privacy legislation relevant to your practce (including HIA, PHIPA and PIPEDA when applicable). We use secure communication channels, and only access information required to perform admin tasks. Confidentiality is built into our service contracts and workflows.
Do you offer insurance billing?
Yes. We handle direct billing, reconciliation of paid claims, and we even communicate with insurers on your behalf when issues arise. We specialize in Non-Insured Health Benefit billing and help you create systems to manage pre-approval, extension requests, billing and reconcilliation. Clean billing means fewer headaches and faster, more reliable revenue.
How do you communicate with clients?
We use your clinic email, voice over internet phone systems, and practice management software to provide timely, professional commication. Our goal is to reflect your clinic’s tone, values and client care standards in every interaction.
Do you work evenings and weekends?
We primarily operate during business hours, but we can offer extended coverage into the evening and Saturdays if needed. We do not offer services on Sundays.
How do I know which package is right for me?
During your free consultation we will assess your clinic size, administrative pain points, billing volume and workflow needs. Then we recommend a package that fits your current stage. There is always room to grow if needed.
Can I switch packages later?
Absolutely. You can upgrade or adjust your package as your clinic expands or as your needs change.
What happens if I need extra help one month?
If your workload spikes (new therapist, high volume billing, rapid growth) we can add extra hours or temporary support. You would just need to request an add on to your base package.
What practice management systems do you use?
We most commonly work with Owl Practice and Jane. If you are using something different, we can usually learn it quickly.
How are your services billed?
Services are billed monthly via Stripe Payment. You are provided detailed invoices reflecting hours, tasks completed or your chosen package fee. GST is applicable to all admin services.
How quickly can we start?
Most clinics can onboard within 1-2 weeks. If the setup is simple we can start even sooner.