Packaged Services
Not every practice needs ongoing monthly support. Our packaged services are designed for clinicians who need expert help with a particular project, system or area of their practice, without committing to a monthly retainer. From practice management system setup and SOP development to flexible blocks of support, choose the option that best fits what you need right now.
1. Practice Management System Setup & Integration Package
Overview:
Our all-in-one service to help you set up a practice management system that actually works for you. Whether it’s sorting out your calendar and diary, creating templates for notes and letters, setting up billing, or connecting everything with the other tools you use, we’ll get it running smoothly. The goal is to make your day-to-day admin easier, more organised, and less time consuming, with personalised training and support to help you feel confident using it all.
Pricing:
£510
Optional Add-Ons – price to be discussed based on requirements.
Practice Management System Setup & Integration Package
1. Practice Management System Build-Out
- Initial 60 minute consultation to assess your workflow, pain points, and goals.
- Full setup of your chosen practice management platform (e.g., WriteUpp, Cliniko, Halaxy, Power Diary, etc.).
- Data migration from legacy systems (to be discussed where your current data is held).
- Custom configuration:
- Diary & Calendar Setup (appointment types, scheduling rules, reminders)
- Document & Note Templates (letters, forms, session notes, reports, electronic form creation)
- Billing Configuration (fee structures, invoicing templates, billing, payment integrations)
2. Software Integrations
- Integration with external tools to streamline workflows:
- Calendar platforms (Google Calendar, Outlook)
- Accounting software (Xero, QuickBooks)
- Email & CRM tools (Mailchimp, ActiveCampaign)
- Cloud storage (Dropbox, Google Drive, OneDrive)
3. Training & Support
- 1:1 60 minute training session once set up is complete.
- Custom training materials (video walkthroughs, guides).
- Ongoing email support for 30 days to answer questions or make the necessary tweaks (email responses within 24 hours, Monday-Friday).
Optional Add-Ons
- SOP and workflow documentation.
- Ongoing support & system admin.
- Support reviewing data security and privacy settings.
- Liaison with associates/accountants.
- Support in other relevant areas as required to ensure a seamless and fully functional system tailored to your practice.
2. Policies & SOPs Setup Package
Running a private practice involves more than just client sessions. You also need clear, well-documented policies and procedures. This package is designed to help you develop or refine the essential documents that support safe, ethical, and efficient practice. We’ll work with you to create practical, easy to follow policies and SOPs that reflect how your practice actually operates and support clear, consistent and professional ways of working.
Please note: our policy and SOP support focuses on operational and administrative processes and does not constitute legal or regulatory advice. Where appropriate, we may recommend that documents are reviewed by a suitably qualified professional.
Pricing:
Tier 1 Review & Roadmap – £250
Tier 2 Build & Implement – 1-3 Documents = £590 / 4-6 Documents = £1090
Optional Add-Ons – price to be discussed based on requirements.
Tier 1: Initial Review & Roadmap
Perfect if you’re just starting or want an administrative assessment before committing to deeper systems work.
Includes:
- 60-minute Discovery Session
Understand your practice setup, client flow, and identify key gaps. - Document Review
Review of up to 10 existing documents (if applicable). - Custom Roadmap
A tailored action plan outlining what’s needed, what can be improved, and your next best steps.
Tier 2: Build & Implement
Designed for practices ready to streamline operations with comprehensive documentation, templates, and support.
Includes everything in Tier 1, plus:
Policy & SOP Development
Creation or refinement of up to 6 key documents of your choosing, such as:
- Client intake & onboarding
- Consent, confidentiality & data handling
- Record keeping & file management
- Working with associates
- Cancellations, payments & refunds
- Risk & incident management
- Supervision, CPD & boundaries
- Emergency procedures (e.g. client risk)
Templates & Tools
- Up to 6 branded, editable templates for practice use.
- Guidance notes to support future updates.
Support & Implementation
- 60-minute walkthrough session of everything created.
- 2 weeks of follow-up support (email responses within 24 hours, Mon–Fri).
Optional Add-Ons
- Support with integrating new processes into your practice management system to ensure a smooth and efficient workflow.
- Help with embedding policies into your practice (e.g. onboarding emails, forms, website info).
- Team training session for group practices to ensure all team members are aligned and confident in the updated processes.
- Additional policy/SOP creation (above the 6 quoted in the package).
3. Flex Hours Package
Overview:
Not ready to commit to a retainer, but need a little extra support to get things moving?
Our Flex Hours Package gives you access to expert business management support, without the long-term commitment.
Purchase a block of hours to use across any of the services we offer, whether that’s streamlining your admin, refining your client onboarding, or getting a one-off project across the finish line.
These hours can also be added to an existing package or retainer, giving you the flexibility to extend your current support when you need a little extra time or have something new that falls outside your usual scope.
Pricing:
5 Hours – £250
10 Hours – £500
15 Hours – £750
Flex Hours Package
The Flex Hours Package offers:
- No long-term commitment – Expert business support when you need it, without a monthly retainer.
- Flexible hours – Purchase 5, 10 or 15 hours to use across any of our services.
- Use the hours your way – Perfect for a large admin task, SOPs, policies, IT support, social media and more.
- Ideal for one-off projects – Great for tasks that don’t require ongoing support but that you need an extra hand with or want to hand over completely.
- Add to your existing package – Top up your current retainer when you need extra capacity.
- Try before you commit – A great way to experience how we work before moving onto a retainer.
**Hours are to be used within 3 months of purchase.
The difference our support makes
“Hannah has been my practice manager for just under a year now. Her dedication, professionalism, and exceptional organisational skills have been invaluable to me and my practice’s success.
Her contributions have undoubtedly enhanced the quality of care I provide, and I am grateful to have her as part of my team.“
“I refer to Hannah as my left arm! Her expertise in administration and her visionary approach to business and marketing have been instrumental in our growth and success. Hannah is exceptionally proactive in approach with a strong ability to anticipate the needs of the business and then to propose innovative solutions, sometimes before I’ve even had the chance to ask! Her commitment to excellence and her genuine care for the business and our clients sets her apart from other VA’s I’ve worked with in the past. I feel very fortunate to have her as a primary member of the team!”
“I only wish I had done this sooner !!! I’ve been working with Hannah for three months and I have more time, a lot less stress around admin tasks and no more uncomfortable conversations about unpaid invoices! Hannah is highly knowledgeable and skilled and has transformed the way I run my practice. I cannot recommend her more highly!!”
“Hannah has been nothing but professional and exceptional since our first meeting. Hannah has helped me streamline my invoicing process as well as managed unexpected changes in banking with confidence. I really appreciate Hannah’s invaluable support and can’t recommend her more highly.”
“I am ever so glad to have found Hannah, not only is she highly experienced at what she does, she is great at finding the solutions to problems I have admin wise which saves me the headspace to get on with my job. Highly recommend!”
"Hannah has been a constant source of support as our practice has grown. She is incredibly organised, reliable, and always goes above and beyond to support both our team and our clients. She always has a proactive approach and incredible attention to detail."
“I would recommend Hannah to anyone seeking a VA, particularly as a Psychologist / Therapist. She has sound knowledge of the area and the administrative aspect of this work. She is also forward thinking and is able to take in new tasks with ease. Her positive attitude and friendly approach also make discussing admin tasks more enjoyable.”
"Hannah is a vital member of our small private practice team at Evolving Minds Consultancy. Her organisational abilities are incredible, and she's quick to action a whole array of tasks, invoices have never been paid quicker, and she handles every piece of communication efficiently and professionally. She checks in regularly, has ideas for streamlining that I wouldn't have spotted, and is a genuine pleasure to work with. Since Hannah joined, the admin side of the practice runs far more smoothly and efficiently, which has freed up my time and headspace to focus on my clinical work. I would not be without her, and I cannot recommend her enough."