PsychAdmin Making life easier for Psychologists Australia s leading provider of premium psychology administration. For psychologists. By psychologists.
The only service of its kind. Comprehensive virtual reception for your busy practice. Would you like to achieve the work life balance you deserve? PsychAdmin is the only comprehensive virtual reception service tailored exclusively to psychologists. We aim to take the frustration out of working in private practice by enabling psychologists to focus on clients. We support you with state-of-the-art personalised reception services by answering your calls and managing your appointments using our secure custom-built on-line appointment book. You will be able to achieve the work-life balance you have been wanting, and enjoy holidays without worrying that your phone is left unanswered and that your clients need attention. As psychologists in private practice we know how frustrating it is to juggle seeing clients and focus on the professional aspect of the job, whilst also managing the administrative requirements of a private practice. Employing administrative staff to answer your phone, manage your appointments and other administrative tasks is usually cost prohibitive. We found that managing a practice from a mobile phone was fraught with difficulties, as was utilising a generic answering service. There was no way to have a cohesive phone answering procedure, appointment book management and reception service without employing an on-site receptionist. That is why we created PsychAdmin. support and profit, and minimise hassle and frustration. We provide all your administrative services so that you can focus on doing what you do best. Our Organisation We are an Australian company, based in Victoria. PsychAdmin was conceptualised by, and is run by, privately practicing psychologists. All of the principles and systems PsychAdmin utilises have been developed specifically from the need to run a more professional and efficient private practice. We are a small organisation and only offer our services to psychologists so that we can maintain a warm, personalised service the same as you provide for your own clients. We are not a call centre or a generic answering service. We pride ourselves on providing excellent reception and administration services to psychologists. We know what is needed to provide a premium service for you to maximise Page 1
Custom designed services, tailored to the needs of you and your clients. Professional Customer Service We have created our own appointment book to manage your client files and appointments. You will have secure remote access 24 hours a day, 7 days a week using your PC, Mac, tablet or smart phone. Your clients receive automatic SMS appointment reminders with an option of 24 or 48 hours before each appointment. You receive a daily appointment summary for the following day at 6:30pm each evening. This serves as a prompt for the next days appointments. Custom Built Software You can access your account via our secure website, allowing you control over your appointment times, and ability to make any changes to your appointments as required. Our admin team have the ability to send SMS s, keep dated notes, securely capture Medicare/ referral information and add pop-up reminders. All appointments and cancellations are logged within each client s personal file so you can keep track of sessions with ease. We inform you of any same-day appointment changes or cancellations. We create and manage your waiting list to minimise appointment gaps and maximise attendance. Our in-house call and SMS logging systems ensure all communication is recorded and managed to the highest standard. Page 2
Professional, efficient, knowledgeable staff. Your client calls are in safe hands. Receiving Your Calls When you divert your phone to us, our experienced psychology reception team will answer all your calls during business hours 9am 6pm Monday to Friday EST and EDT excluding national public holidays. We dedicate a personalised message bank to you for calls received outside office hours. These messages will be retrieved and actioned at the start of the next business day. You get to keep your current, advertised practice number! We will provide you with a land-line to divert your number to. Personalised Knowledge We gather as much information as possible about your practice and your areas of specialty so we can confidently answer your clients questions. This is especially important when capturing new client calls so that our staff can provide personalised advice regarding your fees, cancellation policy, Medicare rebate, EAP, WorkCover procedures or anything else specific to your practice. We offer a personalised service tailor-made to your individual needs such as your calls answered using your chosen greeting, and SMS messages reflecting your business address and contact number. Clients are generally unaware we are a virtual service and not working from a desk in your own reception area! We email all new clients confirmation of their first appointment including important information they should be aware of, and can also attach your new client forms for completion prior to the initial consultation. These may include your cancellation policy, consent and privacy form, client information, directions to your practice etc. If you do not have these forms, we will happily assist you to create them. Professional and Caring Staff Our staff are the key to our fantastic service. They are trained and knowledgeable in all areas of psychology reception and administration. We employ mature Australian-based staff who receive ongoing training, professional development and peer support. We pride ourselves on maintaining friendly, helpful, efficient, and above all professional staff who meet your needs and the needs of your clients. We can confidently manage emergency calls should your clients be in crisis, so they are treated with care and compassion. Our staff have comprehensive knowledge of the psychology private practice sector requirements so you will have peace of mind knowing your clients are receiving up to date information about issues such as: The Medicare referral and Mental Health Care Plan process. Medicare rebates for general and clinical psychologists Information specific to your practice. Page 3
Take advantage of our experience in psychology and achieve your work life balance today. Our Pricing There are no hidden costs in our pricing. Unlike standard message services that generally offer a deceptively low rate, then charge heavily for incoming calls, at PsychAdmin we do not believe you should be penalised for being busy! We place no restriction on incoming calls, rather all packages are based on how many clients you see per week. We cater for part-time psychologists seeing only 5 clients per week or less, up to those working full time with 20 or more clients. All of our packages include unlimited incoming calls as well as all of the comprehensive services covered in this brochure. We also offer additonal services such as audio typing, debt collection and document preparation. Please request an Additional Services brochure for more information. Join with a friend and save As an added bonus, if you join with a friend you will receive 2 weeks free (equivalent to the lowest selected package). This is a great way to receive free reception and administration if you are well networked. How to get started 1. Complete our Client Service Agreement and return it to our office with signed Terms & Conditions. 2. Complete the Ezi-Debit payment form. 3. Divert your phone to PsychAdmin and relax! PsychAdmin provide a premium psychology administration service, the only service of its kind. Take advantage of our extensive experience. Sign-up and achieve your work-life balance today. Page 4
Benefit from using the most innovative virtual reception service available to psychologists. PsychAdmin offers psychologists in private practices of all sizes a premium administration service at an affordable price. Using our services will allow you to return your focus to clients, free up your valuable time and streamline your appointment management process. PsychAdmin is run by psychologists, for psychologists. You can trust your administration will be managed to the highest standard. Our service provides you with an experienced, professional, affordable and secure online appointment book and we effectively manage all aspects for you. Your client calls will be managed with care and compassion. We gain intimate knowledge of your areas of specialty and practice details so we can provide your clients with accurate personalised information about your practice. Our friendly and efficient staff are trained in all areas of psychology administration, especially the GP referral and Medicare MHCP process. We manage your waiting list to minimise gaps and maximise client attendance. Your clients will receive SMS appointment reminders and you will receive daily appointment summaries via email. No more answering calls after work. Relax and spend time with family and friends, leave the rest to us. PsychAdmin Making life easier for Psychologists Phone: 1300 605 775 Fax: 03 9781 4797 Email: info@psychadmin.com.au www.psychadmin.com.au