Our Virtual Admin Service

Halo’s Virtual Admin & Reception Services: WE’VE CLOSED OUR BOOKS FOR HALF OF 2021?!

We’ve been receiving a large number of enquiries for our Virtual Admin services and I wanted to share some information with our community as to what’s been happening here at Halo. 

When myself, Gerda and Chels founded Halo, our vision was to be structured and steady with client onboarding, and we never wanted to sacrifice our quality for growth. Even though we’re receiving an increased number of enquiries (and it’s been booming throughout this pandemic), we wanted to remind ourselves that we are still in our infancy as a business. It’s our 2-year birthday month, and we’re taking the time to reflect, refocus and realign to our values, vision and mission. 

To this end, last year we decided that for the first half of 2021, our Virtual Admin & Reception service will be closed to new clients. When many business owners would be shouting “EXPAND! EXPAND!” from the rooftops when they see a large influx in enquiries, Halo recognises that in order to provide a stable and reliable service, we must be systematic. We truly understand the impact admin has on a business, and we have a responsibility to be mindful and deliberate about our standards of service delivery.

We are taking time during our shutdown to work on quality, improving systems and reviewing processes to ensure we have the foundations for a robust, reliable and industry-leading service. Our current clients are our focus and we’re excited to continue sharing each improvement with them and seek feedback. We very much value the feedback provided by our clients over the last two years, you’ve inspired us to make the necessary changes to best support you and helped us to identify what works well!

After this shut-down, we’ll be rolling out new and improved onboarding processes and offer services to our ideal practice-clients. As always, we’ll continue to build strong working relationships based on trust, respect and integrity. 

Thank you to anyone who has enquired with us, and those who patiently await their onboarding – we can’t wait to support you.

Be there for bedtime stories…

Our friends over at The Psych Professionals have recently been running a Bedtime Stories series and it got us thinking… how many of our customers have the parent guilt? That drive to succeed in their own career, provide for their family and create the life they dream of, while sacrificing that priceless family time to get there?

Halo Practice Management Virtual Admin & reception Australia Wide. Gold Coast, Brisbane, Sunshine Coast, Sydney, Canberra, Perth, Melbourne, Hobart, Perth, Darwin and more!

This is your reminder that you are a hardworking, committed and multiple-hat-wearing superstar and YOU 👏👏 DESERVE 👏 YOUR 👏TIME. If weekends and evenings working/doing admin jobs is becoming the norm for you, it doesn’t have to be this way!

Streamline your week, delegate your admin work to our reliable, hard-working Halo Practice Support Team and reclaim YOUR TIME!

Email ash@halopracticemanagement.com.au

Hiring is a huge task…

Halo Practice Management - Assessment, Consulting, Virtual Admin & Reception – Australia Wide

Hiring is a huge job, finding the right person for your practice, your team and your clients is essential…and a lot of pressure! 

We often hear of the constant struggle to find suitable applicants for clinical roles, and often hear of the absolute overwhelm when looking for a reception/admin person because there are just SO👏MANY 👏 RESUMES! 

It sounds like a great problem to have, but it’s a massive time-guzzler, and how much can you really know about a person’s character from their resume? Then comes the hours of interviewing & reflecting, not to mention the short-listing required to even get to this point. I could go on… 

What if you didn’t have to worry about any of this? SPOILER ALERT: You don’t!!!

With Halo Practice Management’s Virtual Admin & Reception Service, we take care of the hiring, performance management, payroll, compliance, holidays and sick-pay. This is all happening in the background, while we take care of all of your admin and reception work, support you and your clients and assist you with those niggling tasks that keep getting pushed down your to-do list.

To find out more about our comprehensive package, email ash@halopracticemanagement.com.au and we’ll organise a tailored Service Proposal.

Busy is good! But busy is… a lot sometimes.

Assessment, Consulting, Virtual Admin & Reception – Australia Wide
Halo Practice Management

With more than just a handful of people depending on you and trying to run a successful, profitable practice that can provide support to as many people as possible, there’s always something to be done.

If you’re already managing seventeen competing demands on any given day (if we’re being generous), it’s very difficult to be across the latest systems and processes that could save your admin team time and stress.

There are several functions within the admin and reception role that have a significant impact on client experience in AND your bottom line! 

Saving time can save your business a lot of money, so systemisation is of utmost importance. Plus, if admin have some spare time, what else can you delegate so you can focus on what’s meaningful for you/your business?!

You may have heard of the Assessment and Audit packages we offer to support front desk optimisation.. to learn more about how Halo Practice Management can support you and your practice, email ash@halopracticemanagement.com.au

Top tips on cancellation policies…

Assessment, Consulting, Virtual Admin & Reception – Australia Wide

Halo Practice Management

1. Ensure reception are well versed! Do they know when they’re allowed to waive a fee and when they’re not? (e.g. emergency, illness etc)
2. Get your ENTIRE team are onboard – that’s clinicians and reception. Explain why the cancellation policy is necessary.
3. Talk about it openly and clearly. Are the entire team upholding the policy and sending a consistent message to all clients in relation to this policy? Reception should remind clients every now and then, and so should clinicians.
4. Be fair. Don’t bend the rules for this client, and be super strict to the next. Enough said.
5. Have your reception take a hard line. If you’re concerned about therapeutic relationships, push it back on reception (sorry folks!). Try “it’s out of my hands, so please ensure you give us plenty of notice”, it’s a perfectly acceptable phrase to put forth in the first session to set the expectation.

If you need help to review or adjust your current policies, or how these are implemented, chat with us about our assessment services – email Ash: ash@halopracticemanagement.com.au 

If you’re not quite ready for an assessment, we invite you to book a one-on-one consult with Ash Davison (Managing director of Halo Practice Management) here: https://brightside.as.me


At Halo PM, we care…

Why we moved away from using call time as a KPI for our team. 

Our concerns were that by providing a time limit on calls, our team would be focused on the number of calls they were taking/making and not on the QUALITY of the call or the CONSISTENCY OF SERVICE they were providing for our customers and their clients. So we decided to change the way we looked at productivity:

1. Each call should be individualised and personalised to both the practice and the client. Our Practice Support Team are able to ask people about their day, to check in with a client about their child who was sick for their last appointment, to have a quick chat about their recent holiday. We want them to feel valued and that the phone call they have with their practice is a phone call they feel comfortable making.

2. Each call is a COMPLETE service, not just to complete the reason for the call. By focusing on call times, team members often get caught up in completion of the call, rather than completion of the service. They forget to check in with the client about future appointments, to ensure the client is feeling comfortable and receiving outstanding service.

3. Our goal is to not only provide a reception and administration services for the practices we support, but to validate client’s questions and concerns, demonstrate care and compassion for callers and provide next level support. 

4. Our customers and their clients vary; there is not one-size-fits-all. Our service reflects this. Our customers may have clients who are high functioning, have intellectual disabilities, are highly anxious, are accessing treatment for the first time and those who are resistant to engaging. Our team have the time and space to treat these clients with the individuality they deserve, to best engage and support them through their treatment journey with our customers.

5. In turn, we have a happier, less stressed team. This equals better, more friendly service!

If you’re ready to join the #BrightSide – get in touch via our contact page or by emailing ash@halopracticemanagement.com.au