Not every problem needs
a monthly retainer to fix it.
You might not need a VA. You might just need this one thing done.
Ongoing virtual assistance is the right fit for a lot of practices. But not every therapist is ready for that, or needs it right now. What many clinicians do have is a backlog of specific tasks that have been sitting on the list for months, because they take more time, skill, or focus than a busy caseload allows.
Project-based support is exactly what it sounds like. You bring us a defined piece of work. We scope it, we do it well, and we hand it back to you finished. No contracts, no monthly packages, no pressure to expand into something bigger unless that is what you want.
Many of our ongoing VA clients actually started here. They brought us one project, saw how we worked, and decided they wanted more. But that is entirely up to you. The project stands on its own.
This might be the right fit if any of these sound familiar
- Your Psychology Today profile has not been touched since you first set it up
- Your website copy was written in a rush and has never felt quite right
- Your inbox is a source of low-grade anxiety and you want it reorganized once and for all
- New client inquiries are falling through the cracks and you are not sure exactly where
- Your admin processes were set up years ago and no longer match how your practice actually runs
- You have an admin person who needs better systems or some practical training
Projects we take on
Each of these is a self-contained engagement. You can bring us one, or a combination. If what you need is not listed here, reach out and describe it. We will tell you honestly whether we can help.
Psychology Today Profiles & Videos
Your Psychology Today listing is often the first impression a prospective client has of you. A profile that is vague, outdated, or written like a CV is costing you bookings. We write profiles that speak directly to the clients you want to reach, in language that is warm, clear, and clinically appropriate.
We also record and edit Psychology Today intro videos over Zoom. If you or your associates have been putting off adding a video to your profile because the process feels awkward or technical, we make it easy. We handle the recording, the editing, and the final file ready to upload.
- Profile writing for solo practitioners and group practice associates
- Profile review and rewrite for existing listings
- Video recording over Zoom, handled start to finish
- Video editing and delivery in upload-ready format
- Bulk associate video projects for group practices
- Written to reflect your actual clinical voice, not a template
Group practice owners often bring us in to do this for their entire associate team at once. A consistent, professional set of profiles across your clinic builds trust and makes your listing far more competitive.
Website Assessment
- Ease of navigation and first impression review
- Copy clarity and tone assessment
- Basic SEO and findability observations
- Image quality and consistency check
- Spelling, grammar, and outdated content flagged
- Delivered as a written report with prioritized recommendations
Website Copy Updates
- Rewriting existing pages to better connect with your ideal client
- Writing new pages as your practice grows or shifts
- Sourcing appropriate images and suggesting visual updates
- Bios and about pages for you and your associates
- Copy that is warm, accurate, and appropriate for a clinical context
Admin System & Intake Audit
- End-to-end intake process review
- Identifying where inquiries are being lost
- Email and communication workflow review
- Recommendations for tools, templates, and process changes
- Delivered as a written summary with concrete next steps
Inbox Cleanup & Organization
- Full inbox audit and triage of outstanding messages
- Folder structure and labelling setup
- Response templates for common client communications
- Filter and automation recommendations
- Handover walkthrough so you know exactly how to maintain it
Admin Training & System Setup
- One-on-one training sessions for you or your admin staff
- Jane App and EHR workflow training
- Building checklists and SOPs your team can actually follow
- Tips and systems for solo practitioners managing their own admin
- Ensuring no new inquiry ever slips through the cracks again
Simple from start to finish
Project-based work should feel straightforward. You tell us what needs doing, we scope it clearly, we do it to a high standard, and we deliver it back to you. No ambiguity about what is included, and no surprises at the end.
We treat every project as if your practice depends on the quality of the output. Because in many cases, it does. A strong Psychology Today profile, a clear website, or a properly organized admin system are not small things. They shape how clients find you, how they experience your practice, and how confidently you run it.
1. Tell us what you need
2. We scope and quote
3. We do the work
4. We deliver and debrief
Do not see exactly what you need?
This list covers the projects we are asked about most often, but it is not exhaustive. If you have a specific task that has been sitting undone because it requires time, skill, or a particular kind of knowledge about mental health practices, reach out and describe it. We will tell you honestly whether it is something we can take on.
Some examples of other things we have helped with:
- Writing practitioner bios for a new clinic's team page
- Reviewing and tidying a Jane App setup before going live
- Setting up an intake form and response workflow from scratch
- Drafting a welcome email sequence for new clients
- Organizing Google Drive or shared folders for a growing clinic
- One-time data cleanup or records organization in an EHR
Copywriting and systems work led by Sharon directly
The website copy, Psychology Today profiles, and admin system work on this page are led personally by Sharon Nicol, founder of Timely. Sharon has been a specialized copywriter for over ten years, with a focus on therapists and mental health practices. She understands how a clinician needs to present themselves online, what language resonates with clients who are looking for support, and what the clinical context demands in terms of tone and accuracy.
This is not generic copywriting. The work comes from someone who has spent years inside mental health practices and who understands what you do, the pressures you work under, and the kind of clients you are trying to reach.
Admin system audits, inbox work, and training projects draw on the full Timely team, where every member holds formal mental health education and direct experience supporting Canadian practices.
Sharon Nicol
Founder, Timely Virtual Assistant Services
Sharon founded Timely in 2019 after recognizing that the administrative and copywriting skills she had developed over more than a decade could be genuinely useful to therapists navigating private practice. She holds formal education in Psychology from Wilfrid Laurier University and in Gestalt Psychotherapy from the Gestalt Institute of Toronto. She has spent over six years working alongside psychologists, registered psychotherapists, counselling therapists, and social workers across Canada, and brings that depth of context to every piece of work that leaves the Timely team.