Our Services

Tailored Support for Therapy Practices

Every Ubuntu Freelancer assigned to a mental health or wellness provider is MHAP Certified and trained in ethical client communication, confidentiality requirements and the clinical tools therapists rely on daily. Our services are designed to streamline your operations, protect your time and improve client experience.

Administrative Support

Empathetic, professional and conversion focused

Our MHAP Certified virtual assistants manage the front line of your practice with warmth, clarity and precision. We respond to new enquiries, guide clients through intake, manage scheduling and handle the day-to-day admin tasks that keep a practice running smoothly. Every interaction is timely, professional and aligned with your clinical values

Client Communication

We support your practice by:

Responding to emails, voicemails and referrals
Managing appointment reminders and follow-ups
Monitoring inboxes and live chat for lead conversion
Following up on no-shows and reschedules

Intake and Scheduling

Screening and triaging new client enquiries
Conducting intake calls with professionalism and sensitivity
Scheduling and rescheduling within your EHR
Managing waitlists
Verifying insurance benefits where required

Practice Administration

Managing referral follow-ups
Reviewing and transcribing case notes
Setting up systems and internal workflows
Creating documents, spreadsheets and templates
Organising digital files and folders
Conducting light research and project support

Personal Assistance and Executive Support

For clinicians who need broader operational assistance, we provide professional executive-level support:

Inbox and calendar management
Travel planning and logistics
Booking appointments and coordinating schedules
Preparing presentations, documents and reports
Personal task management such as reservations and reminders
Liaising with suppliers, partners or internal team members

Insurance and Billing Support

Keep your cash flow healthy

While we are not a full-service billing company, our trained virtual assistants assist with key billing tasks to help keep your revenue cycle on track. This is especially valuable for practices seeking reliable, compliant and cost-effective billing support.

We assist with:

Checking eligibility and verifying benefits
Submitting claims and entering charges
Managing rejections and conducting follow-ups
Posting ERAs and EOBs
Sending patient statements
Responding to billing-related emails and queries
Submitting superbills
Tracking co-pays, invoicing and basic payroll processes

Social Media and Marketing

Consistent visibility without the stress

We help therapy practices maintain an online presence that reflects their values and attracts the right clients. Our marketing support keeps your brand consistent while reducing your admin load.

Support includes:

Creating branded graphics
Planning and collaborating on content calendars
Scheduling posts and managing replies
Drafting, designing and sending newsletters

Why It Works

A dedicated VA or team for each client

You are matched with a virtual assistant who understands your systems, communication style and client needs.

Affordable, flexible and fully remote

Our South African talent model allows you to scale at competitive BPO rates without compromising on quality.

Built on trust, care and clinical understanding

Our team is trained specifically for the mental health space, ensuring your clients receive sensitive, ethical and compliant support.

Ready to streamline your practice and reclaim your time?

Enquire today and let us help you build stronger systems, smoother operations and more space for client care.