HIPAA Compliant
SimplePractice, ZocDoc & Headway
Not an agency — you get Amy directly
New Jersey & Nationwide
Starting at $29/hr
About Amy
The admin side,
from the inside.
Wallace Admin exists because therapists are burning out — not from the emotional weight of their work, but from the administrative weight nobody prepared them for. Scheduling, billing, intake, insurance, emails, EHR management, social media — none of it is why they went to school, and all of it is pulling them away from the clients who need them.
Amy built Wallace Admin to be the one person standing between a therapist and that pile. Not an agency. Not a stranger assigned to their account. Just Amy — someone who knows this world from the inside, picks up the phone, handles everything, and shows up every single day so therapists can do what they actually trained to do.
"To give therapists back the time and energy they trained so hard to protect — by handling every part of running their practice that has nothing to do with healing people."
Not a general VA — real hands-on experience inside a working therapy practice from day one.
You get me directly, every call, every email, every day. No agency. No handoffs. No strangers.
Flexible availability from morning through evening — because therapist practices don't run on a standard business day.
Fully HIPAA-compliant across every communication, record, and platform I touch.
"Therapists are exceptional at what they do. Running a practice shouldn't get in the way of that."
— Amy Wallace, Wallace Admin
✦years inside a private therapy practice
✦Fluent in SimplePractice, ZocDoc & Headway
✦BAA signed before anything begins
✦New Jersey & nationwide remote
Services
Everything that pulls you away from your clients.
HIPAA-Compliant Virtual Assistant Services for Mental Health Practices
I handle all the non-clinical operations of your practice — from the first inquiry to the final invoice — so you can stay focused on the people who need you.
Scheduling & Calendar Management
Full appointment management — new client scheduling, cancellations, reschedules, and automated reminders. Your calendar stays clean so no-shows stay rare.
Client Intake & Onboarding
Send, follow up on, and manage all intake forms and consent documents. New clients are fully set up before their first session — without you touching a thing.
Billing & Insurance
Client invoicing, insurance claim submission, payment follow-ups, and denial tracking. You get paid consistently — without chasing a single invoice yourself.
EHR Management
Data entry, record keeping, and platform management in SimplePractice, ZocDoc, and Headway. Your client charts stay accurate, current, and compliant at all times.
Phone & Email Support
I answer calls, respond to client and insurance inquiries, and manage your inbox — including evening hours. Nothing falls through the cracks.
Social Media Management
Instagram and Facebook content creation, scheduling, and engagement — a consistent professional presence for your practice without you lifting a finger.
Why Amy
Not an agency.
Not a stranger.
Me.
Every agency assigns you a VA you've never met. With Wallace Admin, you work directly with Amy — one person, every day, who knows your practice inside and out.
01
One person handles everything
No handoffs. No "let me check with my team." You contact Amy — Amy handles it. Full stop.
02
Real therapy practice experience
years of experience working inside a real private practice — not a VA training course. She knows the tools, the culture, and what's at stake.
03
She picks up the phone
Real calls, real responses — not automated replies or ticket systems. Your clients get a calm, professional human voice.
04
HIPAA compliant, always
Every communication and record handled in full compliance. Your clients' privacy is treated with the same care you give them in session.
Pricing
Simple, flat monthly retainers.
No hourly guesswork. No surprise invoices. One flat fee, everything included. Any hours beyond your retainer are billed at $35/hr.
Essential
$465
per month
Up to 8 hours · $29/hr base rate
- ✦Scheduling & calendar management
- ✦Appointment reminders
- ✦Email triage & response
- ✦2-hour response during business hours
Most popular
Growth
$870
per month
Up to 15 hours · Best value
- ✦Everything in Essential
- ✦Client intake & onboarding
- ✦Billing & invoice management
- ✦EHR data entry & management
- ✦Monthly practice summary report
Full Practice
$1,600
per month
Up to 30 hours · Complete support
- ✦Everything in Growth
- ✦Insurance claims & follow-up
- ✦Phone support & call handling
- ✦Social media management
- ✦Priority same-day response
All packages include a signed Business Associate Agreement (BAA) and full HIPAA compliance. Overage hours billed at $35/hr. Invoiced on the 1st of each month.
How it works
Up and running in days,
not weeks.
No long agency onboarding. No forms for a week. Just a quick conversation, a simple contract, and Amy getting to work.
01
Send Amy a message
Fill out the contact form below or email wallace.admin@gmail.com directly. Amy responds within 24 hours — usually same day.
02
15-minute discovery call
A quick call to understand your practice, your biggest pain points, your tools, and which package fits your needs and budget.
03
Contract & BAA signed
A simple service agreement and Business Associate Agreement — both signed before anything begins. Clean, clear, and fully HIPAA-compliant.
04
Amy gets to work
Access is shared, systems are set up, and within a few days your admin load starts disappearing. You focus on clients — Amy handles the rest.
FAQ
Common questions
about working with Amy.
Everything therapists ask before getting started.
Is Wallace Admin HIPAA compliant?
Yes. Amy signs a Business Associate Agreement (BAA) before any work begins, and every communication, record, and platform she touches is handled in full HIPAA compliance. Your clients's protected health information is treated with the same care you give them in session.
What's the difference between Wallace Admin and a general virtual assistant?
A general VA has no experience in the mental health space. Amy has hands-on experience working inside a real private therapy practice — she knows SimplePractice, ZocDoc, and Headway, understands the culture, and knows what's at stake when something falls through the cracks. You won't spend weeks training her.
Does Amy handle clinical documentation like progress notes or treatment plans?
No — and that boundary is intentional. Amy handles non-clinical administrative tasks only: scheduling, billing, intake forms, insurance claims, EHR data entry, emails, phone calls, and social media. Clinical documentation requires a licensed clinician and stays entirely with you.
Is there a minimum contract or commitment?
No minimum commitment. There's no long-term contract required — you're not locked in. Most therapists stick around because the support genuinely changes how their practice runs, not because they have to.
How quickly can I get started?
Most practices are up and running within a week. After a 15-minute discovery call and a signed service agreement and BAA, Amy gets access to your systems and starts handling your admin load within days — not weeks.
Do you work with solo practices and group practices?
Both. Whether you're a solo therapist managing everything yourself or a group practice with multiple providers, Amy scales to fit. The right package depends on your volume — reach out and she'll recommend what makes sense.
What platforms does Amy work in?
Amy is fluent in SimplePractice, ZocDoc, and Headway — the most widely used platforms in private practice. If your practice uses a different EHR or scheduling tool, reach out and Amy can discuss whether it's a fit.
What if I need more hours than my retainer includes?
Any hours beyond your monthly retainer are billed at $35/hr, invoiced on the 1st of the following month. There are no surprise charges — Amy will flag it if you're approaching your limit so you can decide how to proceed.
What does a virtual admin for therapists actually do?
A virtual admin for therapists handles all non-clinical operations — scheduling, billing, client intake, insurance claims, EHR management, phone and email support, and social media — so therapists can stay focused on their clients.
Do I need a virtual admin for my therapy practice?
If you're spending more than a few hours a week on scheduling, billing, emails, or intake paperwork, a virtual admin will save you more time than it costs. Most therapists see the value within the first week.
How much does a virtual admin for therapists cost?
Wallace Admin offers flat monthly retainers starting at $465/month for up to 8 hours, $870/month for up to 15 hours, and $1,600/month for up to 30 hours. Overage hours are billed at $35/hr.
Can a virtual admin handle SimplePractice?
Yes. Wallace Admin is fluent in SimplePractice and handles scheduling, client records, billing, and EHR data entry directly in the platform.
Can a virtual admin manage ZocDoc and Headway?
Yes. Wallace Admin works directly in ZocDoc and Headway for profile management, appointment handling, and insurance coordination.
Can a virtual admin answer phones for my therapy practice?
Yes. Wallace Admin provides live phone support, answering new client inquiries, handling scheduling calls, and managing voicemails — including during evening hours.
Can a virtual admin handle therapy billing and insurance claims?
Yes. Wallace Admin handles client invoicing, insurance claim submission, payment follow-ups, and denial tracking so therapists get paid consistently without managing the billing process themselves.
How is Wallace Admin different from a virtual assistant agency?
Wallace Admin is not an agency. You work directly with Amy Wallace — one person, every day. There are no handoffs, no rotating staff, and no strangers assigned to your account.
Do I need to sign a long-term contract?
No. Wallace Admin does not require a long-term commitment. Services are available on a monthly basis with no minimum contract period.
What hours is Wallace Admin available?
Wallace Admin is available Monday through Friday with flexible morning through evening hours — covering both standard business hours and evening availability for therapists with evening practices.
Can a virtual admin manage social media for my therapy practice?
Yes. Wallace Admin handles Instagram and Facebook content creation, scheduling, and engagement — maintaining a consistent professional presence for your practice.
What states does Wallace Admin serve?
Wallace Admin is based in New Jersey and serves therapists and private practices nationwide. All services are delivered remotely.
Can a virtual admin help with new client intake?
Yes. Wallace Admin sends, follows up on, and manages all intake forms and consent documents so new clients are fully set up before their first session.
What is a Business Associate Agreement (BAA)?
A BAA is a legal contract required by HIPAA between a therapist and any vendor who handles protected health information. Wallace Admin signs a BAA with every client before access to any systems or client data is shared.
What is the difference between a virtual admin and a virtual assistant?
A general virtual assistant handles tasks across any industry. Wallace Admin specializes exclusively in mental health private practices — with direct experience inside a working therapy practice, knowledge of HIPAA requirements, and fluency in therapy-specific platforms like SimplePractice, ZocDoc, and Headway.
How do I contact Wallace Admin?
You can reach Amy Wallace by filling out the contact form at wallaceadmin.com or emailing wallace.admin@gmail.com directly. Amy responds within 24 hours — usually the same day.
Does Wallace Admin work with group practices?
Yes. Wallace Admin supports both solo private practice therapists and group practices of any size, nationwide. Package selection depends on your volume — reach out and Amy will recommend the right fit.
Is patient information kept confidential?
All client and patient information is handled in full compliance with HIPAA. A Business Associate Agreement is signed before any work begins, and no protected health information is ever shared outside of your approved systems and platforms.
Can Wallace Admin help reduce therapist burnout?
Administrative overload is one of the leading causes of burnout in private practice therapists. By removing scheduling, billing, intake, insurance, email, and phone responsibilities from your plate, Wallace Admin frees up the mental and physical energy you need to focus on your clients and protect your own wellbeing.
Ready to get your time back?
One message is all it takes. Amy responds within 24 hours.
Contact
Let's talk about
your practice.
Whether you're drowning in admin or just curious if this could help — reach out. No pressure, no pitch. Just a conversation.
Location
New Jersey & Nationwide (Remote)
Response time
Within 24 hours — usually same day
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