New-Client Onboarding Journey
A five-step onboarding flow for a counseling practice: inquiry response, intake packet, consent forms, scheduling, and a warm welcome — fully templated and automated.
Virtual Assistant · Client Onboarding & Coordination
Calm, organized client care for health & wellness practices
I help therapists, coaches, and wellness studios onboard clients smoothly and keep every detail coordinated — so you can spend your energy on the work only you can do.
About
About Sarah
Before SB Studio, I spent years as a licensed master social worker and hospital case manager — coordinating care, managing sensitive information, and guiding people through processes that often felt overwhelming. That work taught me something most virtual assistants never learn in a course: how to be the calm, trustworthy first point of contact for someone who's nervous about reaching out.
Today I bring that same steadiness to health and wellness businesses as a contract virtual assistant. I build and run the onboarding and coordination systems behind the scenes — intake forms, scheduling, follow-ups, client communication — so your clients feel cared for from the very first email, and you get hours back every week.
LMSWHIPAA Basics CertifiedHubSpot Inbound Certified
Services
How I can support your practice
01Primary
Client Onboarding & Coordination
Intake forms, welcome sequences, scheduling, and document collection — a complete onboarding system that moves new clients from first inquiry to first session without you lifting a finger.
02Primary
Health & Wellness Client Support
Confidential, HIPAA-aware communication with your clients: appointment reminders, follow-ups, rescheduling, and the kind of warm, professional replies that make people feel genuinely looked after.
03Secondary
Social Media Management
A consistent, on-brand presence without the Sunday-night scramble. Content calendars, post scheduling, and light engagement support tailored to wellness audiences.
Skills & Expertise
Background & expertise
A licensed social worker brings something a typical VA can't: years of training in confidential, client-facing coordination — applied here to the daily operations of your practice.
Credentials
- LMSW
- HIPAA Basics Certification
- HubSpot Inbound Certification
Tools & Systems
- Jane App & SimplePractice
- HubSpot & Dubsado
- Asana, Notion & Slack
Core Strengths
- Client-facing communication
- Intake & case coordination
- Confidential document handling
Portfolio
Sample coordination & onboarding workflows
Weekly Coordination Dashboard
A shared operations board that keeps appointments, follow-ups, and outstanding documents in one place — so nothing slips through between sessions.
Monthly Social Content Calendar
A full month of wellness-focused content planned, drafted, and scheduled in advance — with space for timely posts and seasonal campaigns.
Pricing
Packages
Scope-based monthly packages rather than hourly billing — you always know what's covered, and I can focus on outcomes instead of a timesheet.
Starter Coordination
Starting at $X / mo
- Weekly inbox & scheduling support
- Client appointment reminders
- Monthly coordination summary
Full Onboarding Partner
Starting at $X / mo
- Complete intake & onboarding system
- Client communication & follow-ups
- Confidential document handling
- Bi-weekly operations check-in
Onboarding + Social
Starting at $X / mo
- Everything in Full Onboarding
- Monthly content calendar
- Post scheduling & light engagement
Contact
Let's talk about what coordination support could look like for your practice.
Every engagement starts with a short, no-pressure call. Tell me a little about your practice and what's eating up your time — I'll come to the call with ideas.