sERvices

FOR MORE JOY AND LESS OVERWHELM

PRACTICE MANAGEMENT & VIRTUAL ASSISTANT SERVICES

FROM INTAKE COORDINATOR AND BILLING TO ADMINISTRATIVE SUPPORT – WE’VE GOT YOU COVERED!

Is your practice growing, resulting in more phone calls and email inquiries than you can handle? This is a GREAT problem to have! However, I bet it’s become more overwhelming, too… am I right?

Imagine this, you’ve just wrapped up a full day of seeing clients and are mentally and emotionally spent, you don’t have the time or extra energy left to return all those calls and emails that came in throughout the day.

You want to be more responsive. You want to be able to help the people who have sought out your practice and have had the courage to reach out. You understand how important it is that they receive a response in a timely manner or they will have likely moved on and scheduled an appointment with the first therapist to get back to them. 

You’ve thought about outsourcing your intake coordinator role, but it’s tough to give up that control and find someone you can trust, I get it! But, let’s go back to how tired and stressed you are after a day of the amazing work you do connecting with your clients and giving them quality guidance. 

Wouldn’t it be great if you could end your day knowing that all of your incoming inquiries have been handled already? Each phone call has been answered or returned. Each email has been responded to. New dream clients are showing up on your practice schedule. And, the best part? You’ve got some of your valuable time back! 

Well, friend, you’re in the right place!

 

With The Dakota Assist, intake coordination is a breeze.

We will:

  • Track and manage all incoming emails and phone calls 
  • Set up and schedule new clients in your EHR
  • Send intake documents to new clients and follow up to ensure they are completed before the first appointment
  • Respond to current client requests for rescheduling
  • Send appointment confirmations and out of office reminders 
  • Create and update waiting and referral lists
  • Calculate monthly conversion rates 
  • Update weekly or monthly key performance indicators (KPIs)

Tori’s involvement with my practice has been nothing short of amazing.

She is highly organized and not only created new systems but streamlined old ones to make our intake process seamless.

Clients have spoken highly about her professionalism, responsiveness, and help. My associates have been so grateful for her communication and support.

I have also asked her to take on a few other additional roles which have made my life immensely easier. I am so glad that I found her and hope to continue to have her a part of our team for a long time.

Katelyn Alcamo, MS, LCMFT

Executive Director at Family Therapy Center of Bethesda

A The Dakota Assist, we also have dedicated Mental Health Billing and Coding Specialists on our team who are here to take all those time-sucking billing tasks off YOUR plate!

From verification of benefits to payment posting and everything in between, we’re there with you every step of the way. Our complete, all-inclusive mental and behavioral health billing services will keep your practice running efficiently and effectively, ensuring you always get paid.  

Our billing specialists are prompt and precise. We take pride in our work and provide premium services that help maintain the financial health of your practice. All of our team members are HIPAA compliant and thoroughly know our industry and yours!

Let our billing specialists help you with:

  • Verification of mental health insurance benefits  
  • Obtaining prior authorizations if needed 
  • Handling all claims filing and rejections
  • Running insurance aging detail reports 
  • Posting electronic remittance advice (ERAs) & explanation of benefits (EOBs)
  • Verifying daily co-pays collected vs. appointments completed 
  • Sending monthly invoices, statements, or superbills to clients  
  • Updating credit card information when needed 
  • Following up on unpaid client sessions
  • Assisting with insurance panel credentialing 

Emma provided unbelievable billing support for our practice! 

Her communication skills, organization, and attention to detail are second to none. Our collections were greater than 98 percent for our pediatric practice!

Phil F. Icard, Ph.D., CRC, ABPP-CN

Child and Adolescent Neuropsychologist, Solutions of Hickory, PA

 

Our virtual mental health billing assistants can manage insurance billing, self-pay billing, collecting copays, troubleshooting for unpaid claims, and so much more!

Package pricing is available according to practice volume and needs.

Those business tasks that exhaust and overwhelm you? We love them! Let us take these off your plate and you can get back to focusing on your clients… and maybe even take a long lunch.

The Dakota Assist offers a range of general administrative support services to help take other tasks off your plate to free you up to do things only you can do! All practices have repetitive tasks that need to be taken care of on a regular basis. If you’re looking to outsource – this is a great starting point!

Let us help you with:

  • Creating internal documents and Standard Operating Procedures (SOPs) to support the operations of your practice
  • Technical support for platforms used
  • Research and information gathering  
  • Sending weekly reports to you/your team with outstanding client balances as well as missing or unlocked notes 
  • Assisting with client turnover, i.e., when a therapist leaves your practice
  • Helping to screen and onboard new hires for group practices 
  • Calculating and entering payroll information 
  • Creating and sending weekly, monthly, or quarterly newsletters to help you stay in touch with your current clients and referral network 
  • Proofreading and uploading blog posts to your website
  • Being a sounding board for your practice and management ideas 
  • Making suggestions to streamline or improve your practice 
  • And so much more!

I didn’t realize how much I was doing until I stopped doing it. Tori has helped transform my business.

There has been nothing that I’ve thrown at Tori that she hasn’t gracefully handled. Tori has helped streamline and take over the intake process, timesheets, and various other administrative tasks that I didn’t realize were taking up so much of my time and energy until I handed them over to her. She has provided administrative coverage during my maternity leave and helped improve tracking practice metrics.

Most importantly for me, Tori has gently and honestly told me when she thinks an idea I have for the practice isn’t a good fit. Overall, Tori’s attention to detail and follow-through make her an incredibly valuable asset to keeping my practice running smoothly. She not only dove right into the deep end of my practice, but she also did so with apparent ease.

Charlotte Blutstein, LPC

Founder of Rock Creek Therapy

Custom curated packages to fit YOUR specific needs.

You don’t have to do it all and you don’t have to do it alone. ​

Let us help you tackle your to-do list and take your business from overwhelmed to joyful. 

YOU WANT A RELIABLE, DETAIL-ORIENTED EXPERT TO TAKE OVER THE BUSINESS TASKS + RESPONSIBILITIES OF YOUR PRACTICE

 

We’ve got the skills, knowledge, experience, and passion you’re looking for.

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Not ready to book that call just yet?

Still have questions?

Send us a message and we’ll will get back to you

within 24 hours!

When you work with The Dakota Assist, you can rely on a personable, efficient, and loyal performance every day

We’re looking forward to helping your practice excel!