it takes a village...

As a healthcare provider, you're armed with the tools, knowledge and experience to confidently service your clients and transform them into healthy, well-beings. Chances are you took a calculated risk to dive into private practice, but that hasn't changed the fact that running a private practice is challenging, time-consuming, tedious and even confusing at times.

If you are the kind of healthcare provider that wants to be innovative and provide your clients with a lasting impression, but you lack the resources to be able to do so, then I would like to introduce you to:

The Virtual Clinic

The Pro-Assist Virtual Practice is an innovative option for Physiotherapists, Chiropractors, Massage Therapists, Speech Pathologists, Occupational Therapists and Dietitians to streamline their practice and devote all of their working time to managing patients and focusing on their passion projects.

Pro-Assist Virtual Administration provides freedom from: business hassles, staff hiring, firing and performance management, software set-up and maintenance, ordering of consumables, e-marketing, referral program management and general administration.

Our clients engage us in three ways:

phone answering services (Virtual Reception)

Worry no more about missing calls or having to find the time to manage your appointments. Our highly trained receptionists will give your practice that professional front desk presence at a fraction of the cost of a full time receptionist. We manage your calendar, charm your clients and ensure your virtual reception desk runs smoothly and efficiently.

So, how does Virtual Reception work?

  • You forward your practices' calls to your dedicated virtual reception number.
  • You are assigned a dedicated Pro-Assist Receptionist to answer your calls on your own dedicated line in your own company name and preferred greeting.
  • Depending on your business, we can take a message for you, provide general information about your product or service, give quotes or process bookings in your booking system.
  • Calls that come in after-hours go to your personalised After-hours Mailbox. Your Receptionist checks (and actions) each morning.

We are not call-centre based, we are a small team of passionate Medical Receptionists, Business Managers and Customer Service experts striving to provide you and your patients the best experience possible.

administration support

In addition to getting your calls answered, managing your administration requirements can also be a juggle. The Pro-Assist team have years of administration experience and can assist you with:

  • Creating forms, letters and reports.
  • Reading, responding to and filing emails.
  • Publishing Blogs, Podcasts and Vlogs.
  • Document Scanning.
  • Electronic Filing and Data Entry.
  • Creating simple graphics.
  • Updating content on your website.
  • Creating PowerPoint Presentations.
  • Booking Travel.
  • Creating E-newsletters.
  • Invoicing.
virtual administration virtual reception gold coast

frequently asked questions

+ Where are your receptionists located?

Our Receptionists are based either on the Gold Coast, QLD or Emerald, QLD. You can meet our Receptionists on the Meet our Team page.

+ Do you do Telemarketing?

Sorry! The only outbound calls we make is to confirm appointments or return calls.

+ How long does it take to get started?

After our 'Get to Know You' call, it takes approximately 5 business days to set up the system. After that, you're ready to go!

+ Are there any start up fees?

Yes, there is a once-off fee of $100. This includes a 30 minute 'Get to Know You' call, set up of the system and training for your Receptionist.

+ What happens to my calls after-hours?

Your after-hours calls are in safe hands! A personalised Voicemail message greets your after-hours callers. Once the caller leaves the message, a recording is emailed to your Receptionist, who actions it every weekday morning.

+ What hours do you operate?

Currently, we operate between 8am and 5pm AEST. We understand that some clients benefit with their phones answered outside these hours, which we may be able to accommodate upon discussion of your needs.

+ Am I locked into a Contract with you?

Goodness no! We do enter into a Service Agreement together, and out of courtesy, we request 7 days notice that you wish to leave the service, and that your account has been paid in full.

+ It all sounds great, but what's the price?

Packages start from $125 per week.


We're confident that your business will benefit immensely from the Virtual Clinic Service, so we want to offer you a 100% Money-Back Guarantee on our "Virtual Clinic Transformation Package". If you are not satisfied with the service within 5 days of commencing with us, you will receive your money back, no questions asked.


  • A dedicated Receptionist, available to answer your calls Monday to Friday between 8am and 5pm.
  • Access to a small, Australian team
  • Up to 30 calls answered per week
  • Appointments created and updated in your calendar/ practice management system
  • A dedicated line with personalised greeting and voicemail
  • Fortnightly call activity reports

The Virtual Clinic Transformation Package is an investment of $125 per week.

Ready to start? So are we. Register your information below to get started.



Do you manage your Practice from your Email Inbox?

Do you have a Practice Management System but don't use it to its full capacity?

Are you struggling to keep up with appointments, file notes and client lists?

Are you staring down the barrel of the NDIS thinking how you will manage?

Are you sitting there re-reading question 2 thinking you really should be implementing a practice management system?


The Pro-Assist Systemize and Streamline Your Practice Package is designed to introduce structure and efficiency into your practice. Whether you're just starting your private practice journey, or you are looking for a complete overall after many years of operating, this package will transform your business.


So what's included?


phase one: 60 mINUTE 1:1 CONSULTATION

During this consultation, we talk about your business direction, what you've tried before, your working style and what you want to achieve. In this session, we create the blueprint for your practice. 



Using your blueprint, we set up your perfect Practice Management Software, or optimise your existing software by:

  • Integrating key programs including email marketing and accounting software. 
  • Applying your brand settings.
  • Setting up your practitioner and user profiles.
  • Setting up inbuilt templates (Appointment confirmation letter, Appointment Reminder Notifications, Referral Letters, Treatment Note, Invoice and Receipt).
  • Configuring appointment types, item codes, price structure and product catalogue.
  • Configuring the Online Booking Portal (optional)
  • Configuring a secure electronic form platform;
  • Creating your electronic 'New Patient Form'
  • Creating your electronic 'Referral Form'.
  • Creating your electronic 'Services Agreement'.


With your new systems implemented and configured, we provide you with:

  • Training Materials on newly implemented systems and processes;
  • 2 x 1:1 60 minute live training sessions;



The Pro-Assist Systemize and Streamline Your Practice Package will leave you with a systemized, streamlined and efficient practice that you can manage confidently. 

Imagine no more sorting through your inbox for necessary files.

Receiving compliments from your patients about how efficient and easy your onboarding process is.

Receiving your referrals electronically so you capture all the information you need the first time.

Imagine handing your assistant your training material and have them run your practice for you with little input from you.


You can have a systemized and efficient practice for: