Welcome therapists and group practice owners! I’m Nicole McCance, a psychologist turned business coach for therapists. Scaling your practice starts with the right support. I wouldn’t have been able to scale to 55 therapists and make multiple seven figures without support. I’m here to help you decide whether hiring an Admin or a Virtual Assistant is the next best step. The right hire can save you time, reduce stress, and even boost your revenue—so you can focus on what truly matters: your clients and your business!
If you’re feeling overwhelmed juggling admin work and client care, it might be time to bring in the support you need to grow with ease.
P.S. Not a huge fan of reading blogs? (I’m more of a podcast girl myself) You can listen to my podcast episode all about this topic by clicking here!
Why Hiring Help Is an Investment, Not an Expense
A lot of therapists hesitate to hire help because they don’t want to spend the money. But let me tell you, the reason I grew so quickly–to 55 therapists in 3 years– was because I wasn’t afraid to spend the money. I saw it as an investment, not an expense.
Let me ask you this: Are you ready to offload the overwhelm and outsource the minutia? Imagine having your own assistant. Just picture it for a second—someone to take the weight off your shoulders, allowing you to focus on what you’re truly good at and grow your business. Doesn’t that sound amazing?
When you hire an admin for private practice or a virtual assistant for therapists, you get back time. Time to focus on growing your business. Time to improve your marketing. Time to really dive into the things that will bring in more revenue.
And here’s the big shift: your admin or VA can actually be a revenue-generating position.
For example, I teach my members that every position in a group practice should be revenue-generating. If your admin is doing follow-ups with no-show clients, cancellations, or those who ghosted mid-treatment, they could bring clients back who are paying you on a weekly basis.
Imagine having someone making these follow-up calls, earning you money every time they get a client to return. This is no longer just a support role. It’s an investment in your growth!
Hot tip: I created an admin task list so you know exactly what to delegate to get the most out of your admin or VA! I’d love to share with you, just send me a DM on Instagram (nicole.mccancemethod) with the word “ADMIN” and I will send it to you!
Should You Hire an Admin or a VA?
I get this question a lot, “Nicole, Should you hire an admin or a VA?”. Today, I will break it down for you so you can walk away knowing what your best next step is.
What I mean when I say Admin or VA:
- Admin: This is someone you hire as an employee for your practice. You post on job boards like Indeed and bring them into your team.
- VA (Virtual Assistant): This is a company that provides you with a Virtual Assistant for therapists who work remotely and may also assist other clients.
Both options have pros and cons, and I’m here to help you make the right choice based on your unique situation.
The Case for Hiring a VA First
A year and a half ago, I would have given different advice. But now, after working with so many private practice owners, I believe hiring a VA first is the smarter move.
- Many therapists aren’t yet busy enough to justify a full-time employee as they start out.
- VA companies charge by the minute, so you only pay for the work you need.
- If you have just a few hours of admin tasks each week, a VA can handle them—without the pressure of paying set hours.
- When you’re ready to scale and need more in-person support, then hiring an employee will make sense.
- When you hire a VA company, you have built-in backup. If your VA leaves, the company provides a replacement—without disrupting your business.
- They handle training and the transition, so you don’t have to start over.
Eventually, when you’re ready to scale and need more in-person support, hiring an employee will make sense. But for now, a VA is often the best choice.
Hot Tip: There are now VA companies that work exclusively with therapists and other health practitioners. Ginger Desk is a great option and you can get 10% off by booking a Discovery Call and selecting ‘Nicole McCance’ under the question ‘How Did You Hear About Ginger Desk? https://gingerdesk.com/discovery-call/
When to Hire an Admin
Once your practice is growing and you’re ready for someone to handle the front desk, it’s time to hire an admin for private practice. I recommend paying them between $22 and $25 per hour. Look for someone who is a psychology student, preferably in their third year of school. They’re ambitious and excited to learn more about the field, and they’ll be thrilled to work with you.
You can hire them casually at first, and as your practice grows, you can offer more hours or hire additional staff.
Freedom Is Just One Hire Away
The freedom you crave is on the other side of fear. By hiring a Virtual Assistant for therapists or an admin for private practice, you free yourself from the overwhelm of trying to do everything on your own. You gain the time and energy to focus on the big picture—growing your practice and serving your clients.
Ready to take that first step? Let’s make it happen!
Follow me on Instagram and listen to my podcast to get more tips from me on scaling your therapy practice, managing your team, and creating lasting growth.
Until next time, take a deep breath, hire that first person, and watch your practice grow!
Your Business Bestie,
Nicole
