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Pro-Assist Virtual Administration and Consulting

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25.01.2022 Todays FAQ is for those practices pivoting to a telehealth model. There are a lot of telehealth/ video conferencing programs out there. Most everyone on the planet has heard of Zoom in the last couple of weeks (maybe youve even seen the funny meme about Zoom causing Coronavirus!?). Truth is, Zoom isnt actually that good for allied health practices, simply because its not very secure for the transmission of sensitive info. And hackers like to target the hot software, so my ...advice is to choose another platform. My top tips: - Use the telehealth module inbuilt into your Practice Management System (i.e. Cliniko, Halaxy, Power Diary). - If your practice management system doesnt have telehealth, take a look at Coviu. It integrates with Nookal, Cliniko, Clinic to Cloud and Halaxy making it nice and easy to use, but you can also use it standalone. Have you stumbled across any other great telehealth platforms?

25.01.2022 If youre interested in the Governments JobKeeper package, check out this information from Bookkeeper to the Smart People.

24.01.2022 How many times has your NDIS funded client told you that they have a meeting with their LAC in 2 days and they need a report from you ASAP, or youve finally set aside time to catch up on payment requests, but theres no funding left for you to claim from? Read our latest blog post to help you get on top of your NDIS admin >> https://bit.ly/35GPGUO

24.01.2022 Friday Wrap-up! Welcome to another Friday! (Only 11 more of these updates until Christmas!!) Monday... - Karina was back in the office after a week in Port Douglas and a week off sick with Bronchitis. - The usual, crazy busy Monday ritual of invoicing and client intake Tuesday - Our upcoming Automation 101 webinar was announced (so excited for everyone that has already registered!) - Aerial yoga Wednesday - Cowork day!! Thursday - Shiny object syndrome with a new proposal software - Budget planning for Q4 of 2020. - planning out an FAQ video series - stay tuned! Friday - A discovery call and proposals for 2 new amazing practices - more FAQ video planning Have an incredible weekend!

24.01.2022 Perhaps the question I get asked the most is around what software I recommend for running a private practice. Every practice is different, so my answer is perhaps frustratingly, never straightforward , but over the years, I have collated my favourite systems and people that make running a private practice just that little bit sweeter. Check out my Little Black Book of Software and Contacts here:

24.01.2022 Team Talk Teleconference 2020 starts March 3rd! Monthly convenient paediatric professional development on your phone + access to 40 hours of content from Team Talk 2018 and 2019. Head over and 'like' the page for updates and registration details.

24.01.2022 What's your preference?

23.01.2022 If you're interested in the Government's JobKeeper package, check out this information from Bookkeeper to the Smart People.

22.01.2022 An exciting day for Cliniko users! We can now virtually process Medicare claims from within Cliniko. If you want help setting up this feature, let us know!

22.01.2022 Give yourself an outlet from your business. An activity or a space to retreat to, to be, to breathe. I'm a foodie at heart and love to have go with growing veggies. Here's my snow peas (and the most vibrant marigold I've ever seen!) Feel free to share your outlet! (or your veggie patches for a bit of inspo!)

22.01.2022 End of the day at the office. Enjoying a fire, a nice drink and a cheeky marshmallow.

21.01.2022 Im excited to have a shiny new practice management feature to play with and share with you, today! Cliniko has finally released Client forms WITHIN Cliniko PLUS it will automatically populate their Cliniko profile with the entered info. Unfortunately, its not a suitable application to host distribution and signing of Service Agreements, but if you have Intake Forms, Parent Questionnaires etc, this feature is perfect. If you are using a third-party electronic form provider l...ike Jotform/Hellosign, this is the perfect time to ditch it and take advantage of the security/privacy Cliniko offers within its platform. Need help setting up your forms? Email them to [email protected] and Ill set them up within Cliniko for you.

21.01.2022 Its Friday again! My aerial yoga adventures seemed to be a hit last week, so Ill share my latest trick, a nice stretchy backbend! (If you are keen to try, look up Rhizome Yoga) So lets explore the week that was:... Monday: - A big admin day for the team. Doing all our clients weekly billing, receipting and overdue invoice tasks - Meeting with an amazing Clickup Consultant to get our team task system super organised Tuesday: - Aerial yoga day! Yay! A new back-bend this week. - Team check-in, recording some training videos (we love Looms!) - Working on our new course, launching in November! Wednesday: - My first sick day EVER! Lots of time in bed, sleeping and resting. So thankful for Justine and Andrea, keeping everything moving <3 Thursday: - Reviewed our team KPIs for the month. The team has recovered, on average, 60% of overdue invoices (>30 days overdue) in just 4 weeks (Almost $38,000!). Pretty awesome result for our clients! - Published a new blog on the PA website about Automation 101 - Helped map out a clients business plan for 20-21 - Consulted with a client about changing their practice management system Friday: - Its my babys first birthday, so were going to Seaworld to celebrate surviving a year with two children!

20.01.2022 It's Tuesday! Let's get techy! An easy way to save a few hours a week is to digitalise your client intake forms. Most of the popular practice management systems have this feature built-in now, but one of my favourite programs, Fingerink have released an 'out of clinic' version. The latest release allows Cliniko users to embed links to forms in emails, text reminders (even websites). The responses go to the Fingerink Portal, and from there, you tell it to create a new Cliniko profile, or update an existing profile with the form information. Check them out here: https://finger-ink.com/

20.01.2022 Let's have some fun...

20.01.2022 Happy Friday! Its been a super busy week this week, so I thought Id share what weve been up to. Monday - Onboarding call with a new client - New client signed NDIS Verification Audit assistance proposal... - Weekly billing, receipting and overdue accounts for our ongoing admin assistance clients - Recorded some internal training videos for the team Tuesday - Aerial yoga day! Im fairly new to aerial yoga, but its so much fun! - Client meetings and checkins - Mapped out a brand new and exciting course - a beginners guide to putting your practice on autopilot (launching October 2020) Wednesday - Team meeting via Zoom - New enquiry for NDIS Verification audit assistance - Team refresher training for the NDIS Portal and Clickup - Client checkins - Finalising monthly reports Thursday - Day out of the office, enjoying time in the sun with Ollie and Lexie - Booked a holiday to Port Douglas Friday - Processed an influx of referrals for an amazing new OT client - Client accepted NDIS verification audit assistance proposal - Finalised our new clients onboarding - Planning out next week How was your week? Did it feel productive? Overwhelming?

19.01.2022 HOORAY, ITS OUR 4TH BIRTHDAY! Time flies when youre having fun! Were so thankful to be able to work with incredible allied health businesses across Australia. Heres to many more!

19.01.2022 Today's FAQ is for those practices pivoting to a telehealth model. There are a lot of telehealth/ video conferencing programs out there. Most everyone on the planet has heard of Zoom in the last couple of weeks (maybe you've even seen the funny meme about Zoom causing Coronavirus!?). Truth is, Zoom isn't actually that good for allied health practices, simply because its not very secure for the transmission of sensitive info. And hackers like to target the hot software, so my ...advice is to choose another platform. My top tips: - Use the telehealth module inbuilt into your Practice Management System (i.e. Cliniko, Halaxy, Power Diary). - If your practice management system doesn't have telehealth, take a look at Coviu. It integrates with Nookal, Cliniko, Clinic to Cloud and Halaxy making it nice and easy to use, but you can also use it standalone. Have you stumbled across any other great telehealth platforms?

19.01.2022 Theres a lot of information floating around at the moment, so for the next 2 weeks, Ill be posting a Frequently Asked Question each day. If youve got a specific practice administration question you want answered, let me know! Todays question is for all the psychologists out there! Q:"Do I have to Bulk Bill for my psychology sessions?" A: If your client holds a concession card, is under the age of 16 or in a vulnerable category, then you must bulk bill. If your client is ...not within these categories, you may choose to charge a co-payment/ gap fee. Clinical Psychologists delivering sessions via video conference of at least 50 mins can bill under code 91167 (Rebate of $126.50). Find your applicable Item Number here: http://www.mbsonline.gov.au//COVID-19%20Bulk-billed%20MBS%

19.01.2022 Quick 5: Facts about Karina... I love exploring and learning new tech systems Hopelessly allergic to anything fluffy (even my adorable Jaxx cat) Fav cocktail: Espresso Martini Incredibly introverted and 100% empath... Fav music genre is RnB See more

18.01.2022 It's Friday again! My aerial yoga adventures seemed to be a hit last week, so I'll share my latest trick, a nice stretchy backbend! (If you are keen to try, look up Rhizome Yoga) So let's explore the week that was:... Monday: - A big admin day for the team. Doing all our client's weekly billing, receipting and overdue invoice tasks - Meeting with an amazing Clickup Consultant to get our team task system super organised Tuesday: - Aerial yoga day! Yay! A new back-bend this week. - Team check-in, recording some training videos (we love Looms!) - Working on our new course, launching in November! Wednesday: - My first sick day EVER! Lots of time in bed, sleeping and resting. So thankful for Justine and Andrea, keeping everything moving <3 Thursday: - Reviewed our team KPIs for the month. The team has recovered, on average, 60% of overdue invoices (>30 days overdue) in just 4 weeks (Almost $38,000!). Pretty awesome result for our clients! - Published a new blog on the PA website about Automation 101 - Helped map out a client's business plan for 20-21 - Consulted with a client about changing their practice management system Friday: - It's my baby's first birthday, so we're going to Seaworld to celebrate surviving a year with two children!

18.01.2022 The faces of Pro-Assist: From left to right, Andrea, Karina and Justine We may be a virtual team, but nothing beats getting together in person!

18.01.2022 Im excited to run Julys Masterclass for the VA Tech School. Ill be talking about how to add Virtual Reception to your VA services. Join up now so you dont miss out!

17.01.2022 What does your dream business look like? My dream business looks like this: > Working with clients who love their business... > Spending quality time with my young family > Working on projects that are exciting and make a positive impact Its a lifestyle.

17.01.2022 HOORAY, ITS OUR 4TH BIRTHDAY! Time flies when you're having fun! We're so thankful to be able to work with incredible allied health businesses across Australia. Here's to many more!

17.01.2022 I recently joined Sam Woods 28 Program to get some movement into my day, because Im a firm believer that we cant take care of others if we dont take care of ourselves. My challenge for you today is to do 4 simple movement exercises to get some movement into your day. Here is Sam Wood and the Mama Mia crew to demonstrate: https://www.youtube.com/watch

16.01.2022 It's Friday! Another amazing week, another recap! Monday - The team were busy completing all client billing for last week - New enquiry for admin support... - A client received word they passed their Verification Audit -- celebration time! Tuesday - Aerial yoga day. New trick! - New enquiry received from a clinician starting their own practice, wanting a Practice Planning Session - Worked on a very exciting project Wednesday - Co-work day with the team - the highlight of the week! - Practice Planning Session confirmed with new client, yay! (These are my FAV thing to do) Thursday - Karina was out of the office, but Justine and Andrea busied themselves with lots of client intake and service agreements. Friday - More work on the very exciting project - New enquiry for NDIS verification audit support What did your week look like this week? Any exciting wins?

16.01.2022 Many practice owners struggle with taking money from their clients, whether it be a mindset issue, lack of technical tools, disorganization or procrastination. This article from Power Diary (https://www.powerdiary.com//streamline-billing-in-your-he/) steps out exactly what we advise and do for your clients. Take a read and share your thoughts in the comments with us.

16.01.2022 CLIENT LOVE Today, a client told me their team have nicknamed me 'Donna' after 'Donna' on Suits. As a massive Suits fan, I thought that was possibly the best compliment I've ever received! Have you received some client love this week?

16.01.2022 I'm excited to have a shiny new practice management feature to play with and share with you, today! Cliniko has finally released Client forms WITHIN Cliniko PLUS it will automatically populate their Cliniko profile with the entered info. Unfortunately, it's not a suitable application to host distribution and signing of Service Agreements, but if you have Intake Forms, Parent Questionnaires etc, this feature is perfect. If you are using a third-party electronic form provider l...ike Jotform/Hellosign, this is the perfect time to ditch it and take advantage of the security/privacy Cliniko offers within its platform. Need help setting up your forms? Email them to [email protected] and I'll set them up within Cliniko for you.

16.01.2022 I recently joined Sam Wood's 28 Program to get some movement into my day, because I'm a firm believer that we can't take care of others if we don't take care of ourselves. My challenge for you today is to do 4 simple movement exercises to get some movement into your day. Here is Sam Wood and the Mama Mia crew to demonstrate: https://www.youtube.com/watch

15.01.2022 Every Wednesday, the team head down to our Burleigh office for a co-working day. Its easily the highlight of the week - especially when there is an amazing local cafe that serves the most photogenic (and delicious) juice in town!

15.01.2022 Happy Allied Health Professionals Day! We are so proud to support the allied health field. Hands down the best industry out there! #AHPsDay #AHPsDay2020 #strongertogether #alliedhealth

14.01.2022 They shall grow not old, as we that are left grow old: Age shall not weary them, nor the years condemn. At the going down of the sun and in the morning, We will remember them.

14.01.2022 Happy Monday! Weve got a busy week planned to finish off some Halaxy optimisation projects to streamline client intake. Whats on your task list for this week?

14.01.2022 Its Tech Tuesday! Lets talk electronic forms and service agreements. At Pro-Assist we use the Form feature of the clients practice management system wherever possible. The benefits of this include reduced admin time doing data entry and filing, improved patient confidentiality (no downloading forms to computers or sharing with third party systems) and there are no additional fees involved. Power Diary do forms VERY well. I have set up complex forms and service agreements an...d of all the systems, Power Diary handles this task very well. Halaxy also have a good forms feature after their recent feature improvements. Dont bother with Cliniko forms yet, unless they are simple (such as basic intake with no need for a signature). If your system doesnt have a forms feature and youre on a budget, try Jotform. It is relatively easy to set up and the forms are easy for a patient to complete. Stay away from Google Forms - they are not secure and not appropriate to collect health info. Weve also had good experiences with Adobes Fill and Sign feature, Dubsado and Hello Sign. What do you currently use for your electronic forms?

14.01.2022 Business is a bit boring if you do it on your own. Im so lucky to have Alethea from Cloud Executive Services and Jem from @Your virtual asset to meet up, share babies and talk biz with. - Karina

14.01.2022 Happy Monday! June has arrived and so has the cold chill here in Queensland. Us Queenslanders often get teased for our perception of the cold (I'm currently wearing a jumper, jeans and bedsocks in 20 degrees!). What's the weather like in your part of the world? Are you lucky enough to be seeing snow yet?

14.01.2022 Have you been considering getting some admin help for your practice? Book a complimentary, no-obligation Discovery Call with me to discuss your practice admin needs. https://bookproassist.as.me/coffee

13.01.2022 Calling all Halaxy fans - I'll be running a Halaxy Masterclass tomorrow at 12pm. If you can't make it, it will be recorded and emailed to you. Click here to join: https://bit.ly/2RAO4Gv

13.01.2022 Are you joining us? Halaxy Masterclass is on today at 12pm. Were going to explore some key settings in Halaxy that will give you maximum efficiency, how to set up client profiles and invoicing. Bring your questions and Ill answer them live on the call! https://bit.ly/2RAO4Gv

12.01.2022 Its Tech Tuesday! Let's talk electronic forms and service agreements. At Pro-Assist we use the Form feature of the client's practice management system wherever possible. The benefits of this include reduced admin time doing data entry and filing, improved patient confidentiality (no downloading forms to computers or sharing with third party systems) and there are no additional fees involved. Power Diary do forms VERY well. I have set up complex forms and service agreements an...d of all the systems, Power Diary handles this task very well. Halaxy also have a good forms feature after their recent feature improvements. Don't bother with Cliniko forms yet, unless they are simple (such as basic intake with no need for a signature). If your system doesn't have a forms feature and you're on a budget, try Jotform. It is relatively easy to set up and the forms are easy for a patient to complete. Stay away from Google Forms - they are not secure and not appropriate to collect health info. We've also had good experiences with Adobe's Fill and Sign feature, Dubsado and Hello Sign. What do you currently use for your electronic forms?

12.01.2022 Good news! Plan Partners have released a Dashboard to submit invoices for faster processing. Its simple to get started, too! Just visit https://www.planpartners.com.au/serviceprovidercontact and lodge your details. Current Pro-Assist clients with participants using Plan Partners have already been registered -- all part of the service

12.01.2022 And the Cliniko news keeps getting better!

11.01.2022 How I feel after reaching all my weekly goals by Tuesday

11.01.2022 Is a website on your To-do list for 2020? Cloud Executive Services have an awesome deal on their websites!

10.01.2022 Do you have a self-care routine or ritual? I must admit, self-care when you run a business and have other competing priorities can seem unachievable, but I have personally learnt the importance of maintaining a healthy body and mind. If you don't have a self-care routine or ritual yet, here is my nighttime self-care routine: 1. Brew some 'sleepy time tea'... 2. Shower & apply moisturiser 3. Do some journalling and enjoy my tea 4. Sleep meditation The ritual is approximately 30 mins max and it feels completely relaxing and recharging. Tell me about your routine or ritual. I'd love to hear it.

10.01.2022 Calling all Halaxy fans - Ill be running a Halaxy Masterclass tomorrow at 12pm. If you cant make it, it will be recorded and emailed to you. Click here to join: https://bit.ly/2RAO4Gv

10.01.2022 CLIENT LOVE Today, a client told me their team have nicknamed me Donna after Donna on Suits. As a massive Suits fan, I thought that was possibly the best compliment Ive ever received! Have you received some client love this week?

10.01.2022 Happy Monday! We've got a busy week planned to finish off some Halaxy optimisation projects to streamline client intake. What's on your task list for this week?

09.01.2022 Checking in! - Helping you and your clients transition to a telehealth model - Getting your cashflow moving by helping catch up on unclaimed NDIS payments - Planning for the future through systems and procedure design and implementation - Customer service to respond to your clients in a calm and organised way... - Helping you enjoy downtime with your family See more

09.01.2022 Are you joining us? Halaxy Masterclass is on today at 12pm. We're going to explore some key settings in Halaxy that will give you maximum efficiency, how to set up client profiles and invoicing. Bring your questions and I'll answer them live on the call! https://bit.ly/2RAO4Gv

08.01.2022 Its Friday! Another amazing week, another recap! Monday - The team were busy completing all client billing for last week - New enquiry for admin support... - A client received word they passed their Verification Audit -- celebration time! Tuesday - Aerial yoga day. New trick! - New enquiry received from a clinician starting their own practice, wanting a Practice Planning Session - Worked on a very exciting project Wednesday - Co-work day with the team - the highlight of the week! - Practice Planning Session confirmed with new client, yay! (These are my FAV thing to do) Thursday - Karina was out of the office, but Justine and Andrea busied themselves with lots of client intake and service agreements. Friday - More work on the very exciting project - New enquiry for NDIS verification audit support What did your week look like this week? Any exciting wins?

07.01.2022 Excited to see platforms making these changes!

07.01.2022 There's a lot of information floating around at the moment, so for the next 2 weeks, I'll be posting a Frequently Asked Question each day. If you've got a specific practice administration question you want answered, let me know! Today's question is for all the psychologists out there! Q:"Do I have to Bulk Bill for my psychology sessions?" A: If your client holds a concession card, is under the age of 16 or in a vulnerable category, then you must bulk bill. If your client is ...not within these categories, you may choose to charge a co-payment/ gap fee. Clinical Psychologists delivering sessions via video conference of at least 50 mins can bill under code 91167 (Rebate of $126.50). Find your applicable Item Number here: http://www.mbsonline.gov.au//COVID-19%20Bulk-billed%20MBS%

07.01.2022 Are you looking for a new opportunity? We are looking for a highly experienced administrator with allied health experience to join our team. For full details and to apply, visit https://www.pro-assist.com.au/careers

07.01.2022 Check out our new position available! Learn more and apply at www.pro-assist.com.au/careers

06.01.2022 Happy Friday! It's been a super busy week this week, so I thought I'd share what we've been up to. Monday - Onboarding call with a new client - New client signed NDIS Verification Audit assistance proposal... - Weekly billing, receipting and overdue accounts for our ongoing admin assistance clients - Recorded some internal training videos for the team Tuesday - Aerial yoga day! I'm fairly new to aerial yoga, but it's so much fun! - Client meetings and checkins - Mapped out a brand new and exciting course - a beginners guide to putting your practice on autopilot (launching October 2020) Wednesday - Team meeting via Zoom - New enquiry for NDIS Verification audit assistance - Team refresher training for the NDIS Portal and Clickup - Client checkins - Finalising monthly reports Thursday - Day out of the office, enjoying time in the sun with Ollie and Lexie - Booked a holiday to Port Douglas Friday - Processed an influx of referrals for an amazing new OT client - Client accepted NDIS verification audit assistance proposal - Finalised our new client's onboarding - Planning out next week How was your week? Did it feel productive? Overwhelming?

04.01.2022 Pretty sure we've got the best team ever! Today we got together to learn how to cook paella & churros! Paired with a yummy sangria.

04.01.2022 Business is a bit boring if you do it on your own. I'm so lucky to have Alethea from Cloud Executive Services and Jem from @Your virtual asset to meet up, share babies and talk biz with. - Karina

04.01.2022 Pretty sure weve got the best team ever! Today we got together to learn how to cook paella & churros! Paired with a yummy sangria.

02.01.2022 On the blog this month, I talk about 3 of the easiest and most time saving admin tasks you can automate in your practice. Click to check it out! https://bit.ly/2FRULB1

01.01.2022 Every Wednesday, the team head down to our Burleigh office for a co-working day. It's easily the highlight of the week - especially when there is an amazing local cafe that serves the most photogenic (and delicious) juice in town!

01.01.2022 I started Pro-Assist when my son was 6 months old. Lexie is 7 months and started crawling 4 days ago. It's funny how you forget when they start crawling how quick and distracting they can be! Gone are the days of the faithful playmat!