Make a real change in your psychology practice TODAY
Virtual Practice Management by Sohovian
Still answering your own calls and managing your own diary?
Are admin tasks taking up too much time?
Does the thought of employing admin staff make your head explode?
Have you tried outsourcing, only to have clients complain about the uncaring attitude of your reception team?
Service Overview
Who we help
Sole Practitioners
Forget having to return calls from garbled voicemails, in between your appointments! Focus on doing what you do best and we'll look after the rest.
Home based or virtual practices
Now you can have a fully virtual business. Your practice will run more smoothly because you've got a professional, virtual practice management team.
Small teams of practitioners
Multiple practitioners and multiple sites? No sweat. Contractor payments getting on top of you? We've got that covered too.
The numbers speak for themselves
When you look at the costs to employ staff, you know it makes sense. Here's a couple of examples, based on the minimum wage rate* you'd need to be paying. And you're still worrying about covering lunch breaks, sick leave, and annual leave.
Note: you'd probably be paying much more than the wages we've quoted here because good people can command good money.
Very small practice employing one part-time person for 15 hours per week (3 hours per day)
Weekly wages and super**: $410.75
Sohovian average weekly cost***: $176.92
Larger practice with 1 full-time office manager and part-time assistant for 30 hours per week
Weekly wages and super**: $1951.59
Sohovian average weekly cost***: $1,056.15
* adult minimum full-time wage of $22.67/hour for part-time and $28.58/hour for manager (2022/2023 rates)
** Does not include WorkCover, equipment costs, office rent, leave cover
*** including GST
Fill your diary with clients, not admin tasks
The best practice in the world is the practice you love running. Administration is the bane of many a psychologist's life. Endless form-filling, filing, report writing can be a drain on your mental bandwidth. Did you know that most of that work can be automated and managed by someone else?
We've helped many psychologists to streamline their practice administration by setting up automated forms for intake and consent.
We've also created templates for review letters and reports. You add the appropriate content and we make sure the letter or report is delivered to the right person.
Give up answering your phone
We all know that your phone line is the lifeblood of your business. Whilst some clients like to keep everything on email and book appointments that way, most psychology clients prefer to pick up the phone and speak to a real person. That real person should not be YOU!
The last thing you need is to be tied to your phone between consults. It's inefficient and it's a false economy. Your time is worth money.
Rest easy, knowing your practice is compliant
The volume of paperwork that you must collect and track can be overwhelming. It's sometimes difficult to maintain the discipline necessary to ensure your practice is compliant.
Your calendar needs to be full every week, but you're also risking failing an audit if you don't stay on top of your documentation requirements.
I've worked with Sohovian since starting my practice in 2015.
They have recently taken over full practice management and it is a godsend. I no longer spend my evenings and weekends muddling through administrative paperwork and accounts.
It now pains me to think of the opportunities for our practice that I've missed taking because I was so overwhelmed.
My accountant loves the work Sohovian does too, because it makes their job so much easier.
The thing I love the most is that the team are 'trauma informed'. I regularly get feedback from clients that the Sohovian receptionists are patient, caring and helpful.
Mary
Psychologist - Tas
Hey Nicola,
Nat and I were just discussing how awesome you and your team have been since we came on board.
We often get clients telling us how wonderful you have been on the phone with them, how friendly and welcoming you are and we are so grateful that you offer such a calm and welcoming point of contact for our clients.
We really do appreciate what you do and the difference you make. All of our clinicians agree that you make a real difference for their clients and for our business.
Heartfelt thanks.
Carol Ann
Psychologist - Vic
Chat with our team
Frequently Asked Questions
About Our service
Let's start with what a practice manager does:
A practice manager will manage the office staff and perform human resources duties, such as hiring and training new staff members. In addition, they handle client records, billing and ordering equipment and supplies, and they develop and implement strategies to improve the practice's efficiency.
A virtual practice manager is a practice manager working remotely. They manage the practice without being on site at the practice.
We can do that. We tailor your package to your needs. Many of our clients have retained responsibility for their own practice management, because they are happy to do that. So if you just need someone to answer calls, manage appointments and provide information about your practice, then we are happy to do that for you.
Yes, we can, and we do. Power Diary is our preferred system, but we work with many other systems including:
- Cliniko
- Nookal
- Google Calendar
- Halaxy
- Coreplus
... just to name a few.
About Our contracts
At Sohovian, we don't believe in tying our clients down to long-term contracts. We offer "rolling" contracts. Depending on the size of your account, we do have a minimum term of either 30 or 60 days. This means that there's no need to worry about being locked in for longer than you need us.
There are a couple of things you should know:
Security Bond: At Sohovian, we require a security bond as part of our agreement with clients. The amount of the security bond is based on the size of your account and is fully refundable at the end of the contract period, assuming everything is in order and there are no issues at the end of your contract. This is just one of the ways we ensure a smooth and successful partnership with our clients.
Early Termination Fee: If you terminate your contract without giving us the required notice (either 30 or 60 days), we will charge you a fee that is equal to the bond you’ve paid.
Pricing reviews: We review our prices on a regular basis. You will always receive at least 30 or 60 days (depending on the size of your account) notice of any changes to your pricing arrangements.
Zero tolerance for abuse: Our team has been trained to work with difficult callers. However, there are times when a caller may become extremely difficult and abusive. We don't tolerate any form of harassment, intimidation, or bullying, so we’ll terminate calls and conversations where this happens. We’ll always give you a heads-up when it happens though.
- Call costs for transferred calls
- Faxes that we may receive or send on your behalf
- Printing, mail-out costs etc
Getting Started
- The first step is book a call with our team. We'll spend 30 minutes listening and brainstorming ways to help you.
- We'll then send you a full proposal, outlining the service and the costs.
- On accepting our proposal, you'll be asked a lot of questions about your practice, including your fees, your policies and your hours etc.
- Our system will then work its magic and we can having you setup and ready to go within 2 working days (even less if its a simple setup).
Yes, you certainly can use your own number. When you sign up with us, we will give you an indial number in our phone system that is dedicated to your practice, while you are our client. You then redirect your phone number to our indial.
If you have a landline and you’re currently able to redirect calls to your mobile, then in all likelihood you can redirect calls to our number.
No we do not. We pride ourselves on being local, so we won't outsource your calls to any other service. We also use an Australian-based telco, so all our telecommunications are on-shore as well.
Want to know more? Book a no-obligation, free call with us today
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