jm
My name is Jenna, I’ve been in the veterinary industry as a CSR/CSC/Liaison for 5+ years. I can help your office get back on track and help you maintain day-to-day operations. Let me do all those extra things that need to get done so that your front office staff can solely focus on the clients in front of them and their incoming calls.
*I specialize in veterinary hospital administrative needs, however, I am open to assist all types of business!
A Virtual Assistant (VA) is a highly skilled professional who provides administrative, technical, or creative support to clients remotely from a home office or other off-site location. Virtual assistants leverage technology to perform a wide range of tasks that help businesses and individuals manage their workload more efficiently and effectively.
- Cost-Effective: Clients save on costs associated with hiring full-time employees, such as benefits, office space, and equipment.
- Flexibility: VAs offer flexible working hours and can be hired on an as-needed basis, allowing clients to scale their support based on workload.
- Expertise: VAs often have specialized skills and experience, providing high-quality support tailored to specific business needs.
- Efficiency: By outsourcing time-consuming tasks, clients can focus on core business activities and strategic goals.
As a virtual assistant, I operate as an independent contractor. This means:
- No Employee Benefits Required: Since I am not an employee, I do not require any benefits such as health insurance, retirement plans, or paid leave. My compensation is solely based on the agreed-upon rates for the services I provide. I use my own personal devices for work.
- Independent Work Structure: I manage my own work and schedule to complete the tasks and projects assigned to me. While I will ensure that all deliverables are met within the agreed timelines, I do not work under direct supervision or management. This allows me to provide flexible and efficient service tailored to your needs.
- Professional Collaboration: I am committed to maintaining open and clear communication throughout our collaboration. Should you have any specific requirements or feedback, I am always available to discuss and adjust my approach to meet your expectations.
1. Determine what administrative work your business needs help with.
2. Browse through my services offered and my packages.
3. Email me with your interest inquiry or if you have any other questions!
4. We’ll set up a discovery call via Zoom or we can continue to chat via email to ensure all of your needs are understood, set up assigned hours, and sign contracts.
5. I will send you the invoice to review and to collect payment.
6. Once payment is received, I can start working! I will send reports via email so you know what and when work is being done.
7. Once our contract has completed, I will request feedback and a review (if you should choose to participate).
8. I’ll also follow up with you to see if you’d like to renew your contract or if you no longer need services. Feel free to reach out any time!
*Think you may need services in the future? Book a discovery call with me so I know what your needs are. If you ever need me, I can jump right in!
Appointment scheduling
Appointment preparation
Client communications
Email management
Data entry
Payments & invoicing
Social media engagement
Canva design (simple)
Patient/client account management
Outgoing calls *No incoming calls*
Policy organization and upkeep
SOP Creation
Don’t see what you need here? Email me to discuss your needs!
Cost-Effective Operations
Reduce operational costs by outsourcing administrative tasks. Pay only for the hours you need without the overhead costs of a hiring additional staff.
1.
Enhanced Client Experience
Provide exceptional client service to help manage appointments, follow-ups, and client communication. Improve client satisfaction and retention with prompt and professional responses.
3.
Increased Efficiency
Boost operational efficiency by delegating time-consuming tasks, like scheduling and data entry. Focus more on patient care while I handle the administrative workload.
Specialized Support
Get specialized support for veterinary practices: I understand veterinary terminology and workflows, ensuring seamless integration into your practice.
2.
4.
5.
Scalability and flexibility
Adapt quickly to fluctuating demands with virtual assistant services. Whether you need ongoing support or assistance during peak times, there are flexible solutions tailored to your practices’s needs.
7.
Choose from customizable service packages tailored to your practices needs. Whether you require basic administrative support or project support, I offer flexible options to fit your budget and goals.
Customizable Service Packages
Eliminate office politics and distractions: You avoid the pitfalls of workplace gossip and tensions over administrative responsibilities. Your team can focus entirely on delivering exceptional client care without concerns about fairness or workload disparities.
Free up valuable time for veterinarians to focus on patient care and medical tasks. I’ll handle administrative burdens, allowing your veterinary team to operate more efficiently.
6.
8.
Office Politics-free Environment
Time savings for veterinarians
Task-Based
$520/month
20 hours per month of virtual assistance
All services included
*Ideal for basic administrative support without the need for extensive client communication. These are typically day-to-day tasks.
Project-Based
$750/month
30 hours per month of virtual assistance
All services included
*Ideal for more comprehensive administrative and management support. These are typically longer projects spanning over a few weeks.
Hourly Option
$30/hour
You choose the number of hours needed
All services included
Minimum of 5 hours
*Ideal for daily ongoing support
Business Hours: My business days are Tuesday/Wednesday/Thursday (hours will vary depending on each client discussion). Work will not be completed outside the hours agreed upon.
Communication: Email is my preferred method of communication as it creates a reference trail, but Slack/Teams is also great for instant messaging! Zoom calls should always be planned to avoid any scheduling conflicts. I will respond to non-urgent e-mails within 24 hours or the next business day and urgent e-mails as soon as possible. My personal phone number will not be provided.
Status Reports: It’s essential to be in contact regularly regarding ongoing projects (i.e., projects that require two weeks of work or more). Clients will receive a weekly project status update via email; weekly update e-mails will be sent every Thursday.
Service Limits: Please see services offered. If you are not sure what your task falls under, such tasks will be discussed and specified in your contract.
Meetings: Meetings will be conducted via Zoom only. I do not currently offer in person meetings.
Programs/Software: I use my own personal devices for work. I use Gmail/Zoom/Slack for communications; Canva for design/marketing; Toggl for time tracking; Honeybook for project managing, contracts, invoices, and payments.
Invoicing/Payments: Invoices will be sent along with contracts and payments will be required prior to starting hours and/or projects.
Holidays & Absences: I will be unavailable during all major holidays and will update my calendar availability monthly. If I will be out sick, I will send an email as soon as possible.
Privacy & Confidentiality: Client information will never be disclosed or sold to third parties or made public without the client’s permission unless I am legally obligated to do so. A client’s data and information will be kept confidential.
Policy & Price Changes: I reserve the right to change my policies and service prices. If I update these policies and procedures, I will notify my clients immediately. If I change my service prices, I will send clients notice at least 30 days before effectuating any price changes.