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🧠 Every Team Member Educated in Mental Health · Est. 2019

The admin tasks that

keep you from your clients.

We take them off your plate. Booking, billing, direct billing, email, phone callbacks, and more, handled by a team where every member has an educational background in mental health. You focus on therapy. We focus on everything else.

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See How It Works

Every VA

Educated in mental health

Direct

Billing for NIHB, Telus, Blue Cross & more

Jane & Owl

Practice management specialists

Since 2019

Canada's original therapy VA
What We Handle

Everything you can safely outsource, handled by a team educated in mental health.

✉️

Email Management

After a day of looking at a screen, the last thing you need is another hour in your inbox. We respond with the warmth and sensitivity your therapy clients need, and flag anything that requires your attention.
  • Warm, therapy-informed replies to new and existing clients
  • New inquiry follow-up (email and Psychology Today)
  • Flagging anything unusual or outside the norm
  • Inbox organization and template setup
📞

Phone & Voicemail

When someone calls for therapy, they’re often reaching out to multiple clinics. The first one to respond usually gets the client. We make sure that’s you.
  • Daily voicemail checks (multiple times per day available)
  • Prompt callbacks to new inquiries
  • Psychology Today inquiry follow-up by phone and email
📅

Scheduling & Booking

Your calendar should be working for you, not creating more stress. We manage appointments, waitlists, and rescheduling inside Jane App or Owl Practice so your schedule stays full and organized.
  • Appointment booking and rescheduling
  • Waitlist management
  • Intern and associate schedule coordination
  • No-show follow-ups
💳

Billing, Invoicing & Direct Billing

Worried that bringing up a late payment will impact your therapeutic relationship? Let us handle it. We engage compassionately with clients over billing concerns, and our team is skilled in direct billing for major providers so you get paid without the hassle.
  • Direct billing for NIHB, Telus, Blue Cross, and more
  • Invoice generation and payment follow-ups
  • Compassionate outreach for overdue accounts
  • Credit card updates and payment plan coordination
  • Receipt and insurance documentation
🌴

Vacation & Leave Coverage

Going on vacation? Need time off for medical leave? Your practice doesn’t have to stop. We provide temporary virtual assistant support so your clients stay cared for and you come back to a clean inbox.
  • Short-term and extended coverage available
  • Full continuity of email, phone, and scheduling
  • Seamless handoff back to you, or your everyday admin
🧭

Practice Consulting

Thinking about starting a group practice? Struggling with intake flow? We offer consulting and organizational support to help you streamline systems and grow with confidence.
  • Intake process optimization
  • Group practice setup guidance
  • Admin system audits and upgrades
  • Clinic visibility and marketing consulting
How It Works

From first conversation to full support.

Getting started is simple. We designed the process to feel like an intake session, because we know how important it is to get the details right when it comes to your practice and your clients.

1. Free 30-Minute Consultation

A relaxed conversation about your practice, your current pain points, and what kind of support would make the biggest difference. We give you 30 minutes so there’s enough time to really discuss the nuances of your needs.

2. Package & Agreement

We recommend a package based on your needs. If you’d like to adjust, we work together until it feels right. Your client agreement is sent through Dropbox Sign. No long-term commitments required.

3. Onboarding Meeting

Similar to an intake session. This takes about 60 to 90 minutes. We learn all your processes, how you like things done, and any clients who need exceptional care and awareness. This is where you meet your permanent VA and your VA alternate.

4. Your VA Gets to Work

Your VA begins managing your admin. They communicate via email, Jane tasks, or Google Chat. Clients are referred to by ID number or first name/last initial for privacy. It’s always better to ask than assume, and your VA knows that.

What's included

Dedicated VA

A permanent VA matched to your practice, systems, and personality. Not a random assignment.

VA Alternate

A trained backup who knows your practice, ready to step in for vacations or sick days. Continuity is never disrupted.

Mental Health Educated

Every VA has a formal educational background in mental health. This is a hiring requirement, not a bonus. They understand your clients' needs from day one.

PHIPA/PIPEDA Trained

Canada-specific medical confidentiality training, anti-virus protected systems, and additional in-house protocols for sensitive situations.

Roll Over Hours

Clinics have slow and busy months. Unused hours roll over, so you're never paying for support you don't use.

Good to know

No Long-Term Commitments

No contracts locking you in. We earn your business month to month.

Pay Ahead, Simply

Invoices are sent about seven days before each month of service. Pay via credit card or e-transfer.

Employees, Not Contractors

Our VAs are Timely employees with consistent training, support, and accountability.

Your Software, Our Specialty

We don't just work with your systems. We specialize in them.

Every VA at Timely is trained and experienced in the practice management platforms that Canadian therapists actually use. Need to transition from one system to another? We can help with that too.
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Jane App

Scheduling, charting, billing, and online booking. We know Jane inside and out, from task management to form setup.

Owl Practice

Client management, invoicing, and secure documentation. We handle Owl with the same depth and precision.

Group Practice Tools

If your clinic uses management software to track associates, tasks, or clinic operations, chances are we already know it.

CMS Transitions

Switching to Jane or Owl from another system? We help with the migration so nothing falls through the cracks.

Let's talk about what's on your plate.

Book a free 30-minute consultation. We’ll learn about your practice, your pain points, and walk you through exactly how Timely can help. No pressure, no commitment, just a conversation between people who get it.
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30-minute consultation · No obligation · Trusted by Canadian therapists since 2019