Exceptional Virtual Assistance:

Practice Support That Gives You More Time to Care for Your Patients


Yana-VA

Professional virtual support tailored to the unique needs of healthcare practices. Whether you need assistance with patient communication, administration or business operations, I provide reliable support that integrates seamlessly into your practice.

Patient Communication & Reception Support

Professional, responsive communication creates a positive first impression and helps patients feel valued from their very first interaction. I provide friendly, efficient support to ensure your patients receive the high standard of service your practice is known for.

  • Appointment Management
    • Appointment scheduling
    • Rescheduling and cancellations
    • Appointment confirmations
    • SMS and email reminders
    • Waitlist management
  • Patient Communication
    • Telephone answering
    • Email enquiries
    • New patient enquiries
    • General patient support
    • Follow-up communications
    • Patient recall campaigns
  • Practice Coordination
    • Referral coordination
    • New patient onboarding
    • Review requests
    • Patient record updates

Practice Administration

Efficient administration is the backbone of every successful healthcare practice. I help keep your business organised by managing the everyday administrative tasks that support your clinical work and improve operational efficiency.

  • Daily Administration
    • Inbox management
    • Calendar management
    • Data entry
    • Digital filing
    • Document preparation
    • General administrative support
  • Documentation
    • Medical correspondence
    • Referral letters
    • Form completion
    • Report formatting
    • Document organisation
  • Practice Operations
    • Standard Operating Procedures (SOPs)
    • Workflow documentation
    • CRM updates
    • Meeting coordination
    • Reporting and record management

Bookkeeping & Financial Administration

Keeping your finances organised is just as important as keeping your appointments organised. I provide day-to-day bookkeeping and financial administration support to keep your practice organised and your records up to date. I am not a certified bookkeeper or accountant, but I can support your practice with routine financial tasks and work alongside your accountant or bookkeeper where needed.

  • Financial Administration
    • Invoice creation and management
    • Accounts receivable
    • Payment reminders
    • Supplier invoices
    • Expense tracking
  • Bookkeeping
    • Bank reconciliation
    • Receipt management
    • Financial record maintenance
    • Monthly reporting
    • Xero support
  • Business Support
    • Financial document organisation
    • Budget tracking
    • Administrative support for your accountant
    • Preparation of financial records for tax time

Marketing & Practice Growth Support

Growing a successful healthcare practice takes more than great clinical skills. I provide practical business support that helps strengthen your online presence, improve patient engagement and keep your marketing activities running consistently.

  • Digital Presence
    • Website updates
    • Google Business Profile management
    • Online directory updates
  • Marketing Support
    • Social media scheduling
    • Canva graphics
    • Newsletter preparation
    • Email marketing
  • Patient Engagement
    • Review management
    • Patient education emails
    • Practice announcements
    • Community event promotion

A Flexible Partnership

Every healthcare practice is different, and the way I support each client reflects that.

The services listed above represent the areas I most commonly assist with, but they are by no means exhaustive. As I become familiar with your practice, I can adapt my support to meet your changing needs and take on new responsibilities as they arise.
If there’s a task you would like to outsource that isn’t listed, simply ask. If it’s within my area of expertise—or something I can confidently learn and integrate into your workflow—I’ll be happy to discuss how I can help.

Whether you need a few hours of support each month, regular assistance each week, or a long-term operational partner, we’ll create a solution that works for your practice, your priorities and your budget.

My goal is to become a trusted extension of your team, providing reliable, flexible support that allows you to focus on delivering exceptional patient care.

Pricing

Every healthcare practice is different, which is why I offer two flexible ways to work together. Whether you need occasional support or ongoing assistance, you can choose the option that best suits your practice and your budget.

Hourly Support

£30 per hour

Perfect for practices that need flexible support, ad hoc assistance, or are just getting started.

I only charge for the time I actively spend working on your tasks. Using professional time-tracking software, every minute of work is accurately recorded, giving you complete transparency over your investment.

You’ll receive a detailed breakdown of the time spent, so you always know exactly what has been completed and how your hours have been used.
Working on an hourly basis also means we can stay within a budget that works for your practice. If I anticipate that a task may take longer than expected, I’ll always keep you informed before proceeding.

Hourly support is ideal for:
New clients wanting to experience working together
Practices with changing workloads
One-off projects
Additional support during busy periods
Clinics that prefer complete flexibility

Retainer Packages

Consistent support. Predictable costs. Greater value.

Once we’ve established a successful working relationship and I have a good understanding of your practice, many clients choose to move to a monthly retainer package.
A retainer reserves dedicated time in my schedule exclusively for your practice, ensuring consistent support and priority availability.
Rather than worrying about booking hours as you need them, you’ll have the reassurance that regular support is already in place, allowing us to work more proactively and efficiently.

Benefits of a Retainer Package
✔ Guaranteed dedicated time each month
✔ Priority scheduling and faster turnaround
✔ Predictable monthly costs for easier budgeting
✔ Greater continuity and familiarity with your practice
✔ Proactive support rather than reactive assistance
✔ A long-term partnership focused on helping your practice grow

Retainer packages are tailored to the level of support your practice requires and can be adjusted as your needs evolve.

Ready to Spend Less Time on Administration?

Whether you are a GP, chiropractor or private practitioner, reliable administrative support can make a real difference to your working day.


Let’s discuss how Yana-VA could support you.

Book your fREE consultation
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