Services
An Experience Tailored to support Mental Health Professionals
Some practices that trusted us
Phone Reception/Virtual Intake
Once you hop aboard our magic system, we’ll grant you a unique local number to forward your business calls to. It’s like having your hotline to awesomeness!
Our stellar North American-based team will answer your calls from 7 am-7 pm CST, Monday to Friday. They’re armed with empathy, ready to sprinkle kindness into each conversation. Keeping you from being stuck on a call that quickly turns into a mini-therapy session with someone who isn’t a client yet.
We receive most calls from eager folks looking to book those initial sessions. Fear not; our special process screens and educates them while handling fees, collecting insurance details, taking messages for clinicians, and providing practice info. Then, we’ll seamlessly book them into your EHR/EMR platform like pros.
Outbound calling: There are moments when you might be under the weather, and your sessions need rescheduling. Or maybe your inbox is flooded with emails. Just forward those inquiries from Psychology Today or Therapy for Black Girls to our support box, and presto! An agent will jump into action, calling, screening, and booking those requests within one business day.
Admin Services
Managing a mental health practice requires more than just seeing clients—it takes consistent, reliable administrative support. Unlike typical virtual assistants who are freelancers juggling multiple clients, our Koap Virtual Admins are dedicated employees, trained specifically to support mental health professionals. That means no last-minute disappearances, no unreliable availability—just expert, consistent support tailored to your practice.
You set the vision. We execute. If you have your processes and SOPs in place, we’ll ensure they’re followed seamlessly.
Some of the tasks our Admin Team currently handles:
Calendar & Email Management – Keep your schedule organized and your inbox in check. Client Reengagement – Follow up with past clients to maintain a full caseload. Forms & Templates – Build and optimize intake forms, treatment plans, and reusable documents. CRM & EHR Management – Keep client records updated and organized. Intake & Insurance Services – Handle new patient intake, insurance verification, and reconciliation. Project & Task Management – Stay on top of administrative workflows with expert support. G Suite & Data Organization – Maintain accurate client lists and automate data tasks. EHR Cleanup – Identify and remove inactive clients for a clutter-free system.
With Koap Virtual, you’re not just hiring a VA—you’re gaining a trained, reliable team member who understands the unique needs of therapists and mental health professionals.
Reliable. Professional. Mental Health-Focused!