How My Virtual Team Changed My Business and My Life

It’s Thursday morning, and I’m getting ready for a special team meeting. Our HR Director organized a fun team-building activity, and we were asked to bring our favorite childhood drink and snack from the ’90s. Naturally, I showed up with Mountain Dew and Hostess donuts.

By 9 o’clock, my team began logging into the Zoom link one by one. We exchanged cheerful “Good mornings,” though for some of them, it was already 9 PM. While I’m working from my home in Puerto Rico, my team members are spread across the Philippines. Even though some of them have been with me for years, I’ve never met them in person. Yet, this team holds a special place in my heart—they’ve completely transformed my business and my life.

How It All Started

When COVID hit, it changed everything. For many of us, it finally became acceptable—and often necessary—to provide therapy virtually. This was something I had wanted to do since starting my practice, but I was told by insurance companies that it wasn’t possible.

With the transition to virtual therapy, I began rethinking my expenses. I no longer needed the large office space I’d been renting, which was costing me $5,000 a month to accommodate my providers and administrative team. As I streamlined my physical space, I noticed other inefficiencies in my business.

Claims weren’t being processed correctly. Invoices were left unpaid. Client balances were piling up because their insurance policies had lapsed without anyone noticing. My current team, while hardworking and well-meaning, didn’t have the expertise to manage these problems effectively.

I explored hiring a billing company or an experienced front desk administrator, but the costs were prohibitive. Paying for these services would have required me to take on more clients, which would only increase my workload. I tried doing it all myself, but I quickly realized I was out of my depth. I’m a therapist, not a claims expert.

That’s when I remembered a business coach I had worked with years ago who had built a thriving business with virtual assistants from the Philippines. I decided to give it a try—and I haven’t looked back since.

Building My Dream Team

Over the past few years, I’ve built a powerhouse team of virtual assistants who not only fit my budget but have elevated my business in ways I never imagined. Together, we’ve:

• Increased referral numbers.
• Streamlined claims processes to maximize reimbursements.
• Reduced client account balances.
• Improved overall organization and efficiency.

Most importantly, they’ve given me something invaluable: support.

Being a solo entrepreneur, especially in a virtual practice, can feel isolating at times. But with my team by my side, I no longer feel alone. They care about the success of my business as much as I do, and their dedication motivates me every day.

The Takeaway

For anyone feeling overwhelmed by the administrative and logistical burdens of running a private practice, I encourage you to consider the power of a virtual team. Hiring virtual assistants has not only helped me reclaim my time but also allowed me to focus on what I love most—helping my clients.

Conclusion

As I wrap up today’s team meeting, I’m reminded of how far we’ve come. From that first hesitant step into the world of virtual assistants to now having a team that feels like family, this journey has been transformative. I am grateful every day for the talented, dedicated individuals who help me run my business smoothly and allow me to thrive as both a therapist and an entrepreneur.

If you’re curious about how a virtual team could transform your business, I’d be happy to share more about my experience. Sometimes, the right support is all it takes to turn things around.

Here’s to building businesses—and lives—we love!