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Virtual Assistant Packages and Pricing for Therapy Practices

Administrative support for therapy practices

Ubuntu Freelancers offers flexible remote administrative support packages for therapy practices of every size, from solo clinicians to multi-clinician group practices. Get predictable monthly pricing, trained mental health VAs and specialist support without the cost of hiring in-house.

Simple, scalable support without overheads or hidden fees

Ubuntu Freelancers offers flexible virtual assistant packages for therapy
practices of every size — from solo clinicians to multi-clinician group
practices. Get predictable monthly pricing, trained mental health VAs
and specialist support without the cost of hiring in-house.

With Ubuntu Freelancers, you avoid:
  • Holiday pay, tax, NI or pension contributions
  • Sick leave or equipment expenses
  • Software licence fees
  • Recruitment, HR or setup charges

START

Essential Support
$ 975 Monthly
  • ~40 Hours
  • Designed for Solo Clinicians
  • Structured support integrated into your daily workflow
Get Started

GROW

Practice Builder
$ 1,695 Monthly
  • ~80 Hours
  • Designed for practices with 2-10 clinicians
  • Scalable support aligned across your clinical team
Get Started

SCALE

Full Operations
$ 2,600 Monthly
  • ~160 Hours
  • Designed for multi-clinician practices
  • Full back-office coordination across intake, admin and billing
Get Started

CUSTOM

Practice Infrastructure Layer
POR
  • 200+ Hours
  • Dedicated billing specialists
  • Full marketing support
  • Employer of Record hires
Contact Us
View Detailed Info

What is included in every package

  • No long-term commitment
  • A guided onboarding process
  • Flexibility to increase or reduce hours as needed
  • Access to a South African, MHAP Certified team
  • Time zone alignment for UK, EU and US practices
  • Invoicing in your preferred currency

All virtual assistants assigned to mental health practices complete training through the Ubuntu Academy, including HIPAA awareness, client communication and best practice in remote support.

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Package Details

Start

Essential Practice Support
  • Phone coverage (up to 5–10 hours/week)
  • New enquiry triage (email, webforms, voicemail)
  • Intake coordination and scheduling
  • EHR calendar management
  • Liaison with insurance biller for eligibility checks
  • Appointment reminders and follow-ups
  • Basic inbox management
  • Waitlist management
  • Light admin and documentation support

Grow

Operation Support Layer
  • Phone coverage (up to ~20 hours/week)
  • Support for 2–10 clinicians
  • Insurance coordination support (claims follow-ups, documentation requests)
  • Basic billing admin support
  • Internal workflow management
  • Referral tracking and reporting
  • Social media message monitoring
  • Newsletter coordination
  • Document and template creation
  • Light marketing admin support
  • Monthly operations check-in

Scale

Full Practice Operations Support
  • Phone coverage (up to ~40 hours/week)
  • Support for 10+ clinicians
  • Intake and billing coordination
  • Revenue cycle admin support
  • Rejection tracking and reporting
  • KPI and workflow reporting
  • EHR system oversight
  • SOP creation and systems documentation
  • Social media coordination and content scheduling

Custom

Custom Practice Layer
  • Multi-VA teams
  • Dedicated billing specialists
  • Full marketing support
  • Executive assistant layer
  • Employer of Record hires
  • Cross-timezone coverage
  • Weekend phone coverage

Add-On Services

Our additional services are designed to complement your core package, strengthening your practice operations and supporting your growth.

Executive Support

Starting at:
$ 400 per month
  • CEO inbox and calendar management
  • Travel booking and logistics
  • Vendor liaison
  • Personal task coordination

Marketing & Visibility

Starting at:
$ 450 per month
  • Up to four blog posts per month
  • Social media management and posting
  • Newsletter strategy and distribution
  • Content repurposing

Financial & Revenue

Starting at:
$ 500 per month
  • Bookkeeping coordination
  • Invoicing and rebate tracking
  • Claims tracking dashboards
  • Basic payroll admin support

Practice Optimisation

Starting at:
POR
  • Efficiency audit
  • Workflow mapping
  • EHR optimisation
  • SOP development
  • Systems integration review

Employer of Record (EOR) in South Africa

Hire legally in South Africa without establishing a local entity

For international practices or healthcare organisations wishing to employ South African staff directly, Ubuntu Freelancers offers a fully compliant Employer of Record service. We act as the legal employer in South Africa while you manage day-to-day performance and workflow.

Ubuntu Freelancers team member at work
What we manage

EOR pricing starts from $49/month per employee

  • BCEA and LRA compliant employment contracts
  • Payroll, PAYE, UIF, SDL and COIDA
  • Benefits, onboarding and leave administration
  • POPIA compliant HR data protection
  • HR support, disciplinary procedures and CCMA representation
What you manage
  • Daily tasks, priorities and deliverables
  • Team culture and workflow
  • Performance management
Why use an Employer of Record in South Africa
  • Hire legally without opening a South African entity
  • Avoid compliance, tax and payroll risk
  • Access a highly skilled English-speaking workforce
  • Work in a time zone aligned with UK, EU and US teams
  • Scale teams quickly with minimal administrative burden
Benefits of partnering with Ubuntu Freelancers
  • No local entity required
  • Fast, compliant hiring within 10 business days
  • Transparent monthly costs
  • A 10% administrative fee
  • No setup charges
  • Deep experience supporting therapy and wellness providers
  • Personalised, human-first service
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