21. Hiring a Virtual Assistant: Is It Time?

There is a topic that frequently pops up in our private Facebook group and one I also see trending among colleagues: The need for virtual assistants. 

The demand for content that adds value to your practice is great – and we help you with that by licensing evidence-based content – but someone still has to edit it, brand it, post it, distribute it, administer it, etc. Everything from social media posts and handouts to email sequences and blogs. The neverending list is exhausting.

The good news is that the pool of virtual assistants has grown significantly since the pandemic and presents an amazing opportunity for private practice nutrition professionals to get the support they need and to remain competitive without burning out. There are even virtual assistants who specialize in supporting our industry.

If your practice is growing and you’re feeling overwhelmed with administrative tasks and content creation, you might be on the cusp of a breakthrough—or a breakdown. It may be time to get support.

If you’re struggling to find a work-life balance, getting a VA might just be the ticket to getting your evenings and weekends back. It was for me.

Today I will share with you the variety of tasks a VA can handle for you, from administrative chores and client management to content creation. 

And because I know that the idea of hiring someone can be a bit daunting, I’m going to walk you through the hiring process and give you some pro tips on how to onboard a VA effectively and set expectations. 

By the end of this episode, you’ll have a solid understanding of when to hire, what tasks to delegate, and how to onboard a VA to turbocharge your nutrition practice. 

We’ll cover:

• When you need a Virtual Assistant
• What a VA can do for your practice
• Where to find a VA
• How to hire a VA

When Do You Need a Virtual Assistant?

There are some telltale signs that you may be ready for a VA – here are mine:

I start too many emails with, “Sorry for the delay…”

I was using the hand-to-head or yikes emojis too often.

My inbox topped 1,000 unread emails.

When you first start your practice, it may be necessary to do everything, from administrative tasks and content creation to counseling your clients. But we became nutrition professionals to help people – so when anything else starts occupying more of our time and pulling us away from showing up for our clients, it’s time to consider some support.

If you’re struggling to find time to consult with your clients, which is the bread and butter of your practice, it’s a glaring indication that you need to get support. Remember, your expertise is in nutrition counseling – that’s where you add the most value. If content creation and administrative work are eating into that precious consulting time, it’s a mismatch between your skills and your tasks.

Time Audit

Before rushing to hire a VA, I recommend doing a simple time audit. For one week, jot down every task you perform in your business and how long each takes. You’ll likely find that a large chunk of your time is spent on tasks that don’t directly relate to the services you provide. The results of this audit will not only justify the need for a VA but also clarify which tasks can be delegated.

After the audit, consider what you need the most help with and look for a VA who has expertise in that area. You can even hire more than one VA if you find that your needs span multiple specialized tasks.

Cost

Consider the hourly rate you could earn consulting with clients and compare that to the cost of a VA. For example, if you can earn $120 an hour consulting and a VA costs around $15-30 an hour, you’re essentially gaining a $75 net benefit for each hour you free up. 

What a VA can do for your practice

Not all VAs are created equal; some specialize in specific areas. So start where you need the most relief  – your time audit will tell you a lot. In addition to considering your time-draining tasks, think about those you enjoy the least. 

For me, it was bookkeeping so that was one of my first VA hires. My accountant was VERY happy about this decision as it enabled her to do her job better as she received necessary data in a more timely manner. And I was very happy that I didn’t have to download bank statements and categorize expenses. 

You are not likely going to find one virtual assistant to “do it all”. Start with a set of tasks that your audit revealed as being the biggest drain of your time. If it’s content creation or social media management, keep in mind that you will need a higher skill level than if you are looking for purely administrative support and therefore will be looking at a higher pay scale.

Here are a few key areas where a VA can be super helpful:

Administrative Tasks

This is typically where most start as administrative tasks tend to be at the top of the time audit. A VA can handle everyday operations, like managing emails and scheduling, so that you don’t have to, but they should also go beyond just completing tasks for you – they should implement systems that make your practice run more efficiently. 

Let’s explore how a VA can not only manage but also automate and organize your administrative duties, creating a seamless operation that allows you to focus on your clients:

Client Management System

• A good VA can set up a client management system using your EHR, where all client details, appointment schedules, and follow-up activities are stored. These automations can notify you of upcoming appointments, alert you to client birthdays or milestones, and even automate the follow-up process after a client’s appointment.
  • Be sure to provide proper training for your VA on using your EHR of choice. Most practice management software companies provide training to maximize the use of their platforms.
• Client forms and nutrition plans: VAs can organize these into easily accessible folders within your EHR
• Content: Remember that handout on prediabetes you gave a client two weeks ago? Organizing your content in folders in your EHR can make the delivery of value to clients more efficient. Take frequently used content and place it in folders by nutrition prescription for easy access.

NOTE: Before giving any VA access to your EHR, I recommend you have them complete HIPAA training as well as a confidentiality agreement to ensure that client documentation remains private. 

Email Management

Email is one of the primary channels of communication for any private practice, but managing it can be overwhelming. With a dedicated VA, your email management can go from being a constant distraction to an organized and effective system that works for you 24/7. Here’s how.

• Inbox management: A VA can sort emails into different folders or labels, like ‘Client Queries,’ ‘New Leads,’ ‘Invoice’ ‘Administrative’ and ‘Personal’, Using smart filtering options, your VA can ensure that your inbox remains uncluttered, making it easier for you to focus on priority emails.
• Auto-responders: These can be a lifesaver, especially for frequently asked questions or initial client queries. A VA can set up a basic auto-responder for new emails that assures the sender that their message has been received and will be responded to within a certain time frame. This sets expectations right from the start and provides instant customer service.
• Templates: Get FAQs? Work with your VA to create templated responses that can be customized to the person sending the email.
• Newsletters: Looking to provide value to your current clients? Newsletters can also serve as a re-engagement tool. A VA can manage this by curating content, scheduling send times, and even analyzing metrics to understand what’s working and what needs improvement.

Social Media and Content Creation Support

This is where I frequently hear the most urgent need for support as there is tremendous pressure to be active on social media and create valuable content. As I mentioned earlier, a virtual assistant who supports you in this area of your practice will have a higher skill and pay level. If you are having them create social media and other content from scratch you’ll want to be sure that they have a solid understanding of evidence-based nutrition. There is no shortage of nutrition students or those who have just passed the RD exam looking for work as virtual assistants. This is a great way to support future nutrition professionals.

A knowledgeable VA can help align your content strategy with your business goals. For instance, if you are looking to create a new service or program, your VA can focus on curating content that paves the way for that project.

For those who are already Living Plate Rx members, a virtual assistant at this level has the advantage of diving into your licensed library to curate and edit content for your practice. 

Where to find a Virtual Assistant

Professional Networks

Don’t underestimate the power of your professional circle. Ask colleagues and mentors if they can recommend a trusted VA. A recommendation from someone you trust can be invaluable.

There are Facebook groups dedicated to connecting nutrition and wellness professionals with virtual assistants – that could be a great place to start. 

Online Platforms

Websites like Upwork, Freelancer, and Belay offer a marketplace for virtual assistants with various skills and experience levels. These platforms have rating systems that allow you to gauge the reliability and quality of potential hires and they are also transparent about pay scale so you can find someone who works for your budget.

How to hire a Virtual Assistant

Interview Process

So you’ve determined what you need help with and you’ve put a call out for applications on various networks – now what?

You can quickly narrow down your list of applicants by asking for two things: writing samples and portfolio or samples of creative work. In my experience, I have always found these two requests super effective at finding a match.

Once you have your shortlist, schedule video interviews and be prepared to ask open-ended questions that will give you insight into their interest and competency:

Questions to Ask:

• What is your experience with administrative tasks in a healthcare or wellness setting?
• Can you provide examples of how you’ve managed email communications in previous roles?
• What is your familiarity with the tools and software we use (scheduling apps, EHR systems, Canva, Google products, ClickUp, etc.)?
• How do you handle confidential information?
• Can you manage multiple projects simultaneously, and how do you prioritize them?

Skills to look for and ask for references about:

• Systems competency: Have a list of the systems you use in your practice and identify if the candidate has experience with them. For example, if you rely on ClickUp for task management, a VA with experience here will have an advantage
• Organizational skills
• Strong written and verbal communication skills
• Basic understanding of marketing and social media if this is part of their role
• A proactive approach and the ability to work independently – as a VA this is critical

Reduce Your Risk

One of the most effective ways to determine if a VA is a good fit is through a trial period. Here’s why it’s important:

• Small Projects First: Start with a limited-scope project that is representative of the daily tasks they would handle. This will help you assess their skills, efficiency, and attention to detail.
• Evaluating Fit: A trial period gives both you and the VA time to adapt to each other’s working styles and expectations.
• Risk Mitigation: If things don’t work out, you haven’t committed to a long-term contract, making it easier to part ways amicably.
• Clear Objectives: Make sure to set clear objectives and deadlines for the trial period, and provide constructive feedback throughout.

The trial period can be a game-changer in ensuring you get a VA who not only has the skills but also the work ethic and compatibility to fit seamlessly into your practice.

Onboarding Your Virtual Assistant

Standard Operating Procedures

If you have not listened to Episode #20 about creating standard operating procedures for your business, now would be a good time. Before you bring any support person into your practice, make sure you set them up for success. Your new VA is not a mind reader and may be entirely new to your way of working. Be sure to list all tasks they will be responsible for then give them a written and visual definition [screen recording] of each task.

Now, some of you may not know how to complete a certain task which is why you hired a VA in the first place. This is fine, but make sure that the first order of business is to work together to document a process for completing each task. 

For example, if you hired a social media VA and you have no experience scheduling posts, discuss your strategy and objectives with your VA and together document the process for posting to social media which may include selection of content for month, editing and reviewing content, scheduling and posting content. If it’s a new SOP it may change until you are both pleased with the results. 

Following this process will be critical should you change VAs in the future or add to your team as the process can be repeated without figuring it out all over again.

Access and Permissions

Ensure your VA has the appropriate access levels to software, emails, and other platforms they will be using. This is also a good time to introduce them to any project management software or communication tools you use. 

I do not recommend you share your passwords for your system’s software. I recommend using a password-sharing system, like LastPass, which is a secure way to share access without sharing your actual password.

Project Management Tools

Utilize tools like Asana, Trello, or ClickUp to keep track of tasks and projects. These tools allow you to set deadlines, attach files, and even communicate within the platform, keeping everything in one place.

Many of these platforms have free levels. I have used ClickUp for years and love it. I had a virtual assistant who specialized in ClickUp set it up for me. Once the framework for project management was in place, assigning tasks and communicating around them became seamless. 

Weekly Check-ins

Schedule a weekly 15-30-minute meeting to catch up on completed tasks, upcoming projects, and any challenges or roadblocks. This open channel for feedback is crucial in the early stages. I rely heavily on ClickUp for all communication and as a result, my weekly meetings with VAs and other team members are super brief and efficient.

Setting Expectations

Right from the get-go, clarify your expectations concerning work hours, turnaround time for tasks, and modes of communication. Are you looking for someone who will be available during your business hours, or is flexibility okay? Being explicit will prevent misunderstandings later.

Contractor Agreement

I left the conversation about your contractor agreement until the end here. After all, I want you to first consider everything that we just talked about because all of this will figure into what is included in your contractor agreement.

Once you and your virtual assistant agree that you’re a good match, you will want them to sign a contract or agreement that you will maintain on file. I am going to share with you here what is included in my agreement but it is paramount that you consult with an attorney in your state as laws vary.

Here are the basic inclusions of a contractor agreement:

Introduction

• Purpose of Agreement: Briefly state the purpose of the contract.
• Parties Involved: Identify the CLIENT (your company) and the CONTRACTOR (the virtual assistant).

Scope of Work

Tasks and Responsibilities: Outline what tasks the VA will be responsible for, as discussed in the episode (e.g., email management, scheduling, social media, etc.)

Project Duration

Specify whether this is a long-term or short-term role and attach to a specific project if appropriate.

Quality Standards 

Define the quality of work expected from the VA.

Payment and Compensation

Payment Terms: Specify how and when the VA will be paid.

Additional Expenses

Address who will cover additional expenses that might be incurred during work.

Confidentiality

Specify who owns the rights to the work produced. FYI – if you are hiring the VA to create unique work for your practice it should be a “work-for-hire” agreement where you maintain ownership of the work produced.

Communication and Reporting

• Preferred Channels: Identify how and where most communication will take place.
• Reporting Schedule: State if the VA needs to provide daily or weekly updates on tasks and project status.

Termination Clauses

• Termination by Either Party: Discuss the terms under which the contract can be terminated by either you or the VA. A 30-day notice is fairly typical.
• Obligations Upon Termination: Outline any final deliverables or actions that must be completed should the contract terminate. For example, turning over any incomplete work and removing access to platforms.

Training and Onboarding

• Initial Training: Discuss any initial training that will be provided to the VA.
• Resources Provided: List any tools or resources you will provide to help them perform their tasks.

Legal and Compliance

Governing Law: State the governing law for the contract and outline how disputes will be resolved between the two parties. This is fairly litigious content but is necessary.

Signatures

• Client: Your signature as the client.
• Contractor: The VA’s signature as the contractor.

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Final Thoughts

When practitioners join our membership, most often the initial response is excited and “Oh my gosh, look at all this content!” And, sometimes, that is quickly followed by, “Oh my gosh, look at all this content” with a somewhat overwhelming tone. If you have ever felt this way, it may be time to investigate hiring a VA. Whether it’s to take on administrative tasks to free up more time for you to create valuable content and offers in your practice or if it is to get support with doing so – a VA can be your wingman [or woman].

In sharing my experience, I hope that you feel more supported and confident in exploring hiring a virtual assistant when you’re ready.

Remember, don’t hesitate to start with a trial project or period. You’ll never truly know the positive impact a VA can have until you experience it firsthand. Also, this is a dynamic process. If things don’t work out initially, learn from the experience and adapt. The right fit and right person is out there waiting for you.