Elite virtual admin support for Canadian private clinics . Dedicated assistants handle your scheduling, billing, and patient communication so you don't have to.
Elite virtual admin support for Canadian private clinics . Dedicated assistants handle your scheduling, billing, and patient communication so you don't have to.
Professional administrative support designed specifically for Canadian healthcare practices.
Eliminate 80% of no-shows and scheduling conflicts with AI-powered reminders and confirmations
Complete digital onboarding and secure EMR management that feels effortless
Professional, empathetic support that builds trust and loyalty even after hours
Faster payments, fewer outstanding balances with automated invoicing and follow-ups
Canadian-trained receptionists who handle calls, queries, and bookings like family
Track revenue, retention, and operational efficiency with actionable insights
Join Canadian clinic owners who've reclaimed their time and revenue with our professional administrative support.
PIPEDA, PHIPA & HIA Certified • Canadian Data Hosting
Independent practitioners lose 15–25 hours per week to administrative tasks. Here's what that really costs you:
$14,500+ CAD annually lost to operational inefficiency
18–25% no-show rate
Costs clinics $80–$300 per missed appointment
45–60 days to collect
Manual invoicing stretches payment timelines
42% of calls missed
Manual scheduling means lost opportunities
20–35% of your week
Paperwork instead of patient care
No-Shows Drain Revenue – Average no-show rates of 18–25% cost clinics $80–$300 per missed appointment
Billing Delays Slow Cash Flow – Manual invoicing and payment follow-ups stretch collection times to 45–60 days
Missed Calls = Lost Patients – Manual phone scheduling means missed opportunities and frustrated patients
Admin Overload – You're spending 20–35% of your week on scheduling, reminders, and paperwork instead of patient care
Staff Turnover is Expensive – Hiring and training in-house admin staff costs $25K–$45K annually, with high turnover rates
You became a healthcare practitioner to help patients, not to chase unpaid invoices or manage appointment spreadsheets. But without proper admin support, small inefficiencies compound—no-shows eat into your schedule, billing delays strain cash flow, and you're left doing work that doesn't require your clinical expertise. PrivadoCare+ eliminates these operational bottlenecks so you can focus on what matters: delivering exceptional patient care.
Legal Compliance: All Canadian clients governed by laws of Ontario, Canada. Fully compliant with PIPEDA and provincial healthcare regulations.
Your virtual assistant manages the four critical areas that keep your clinic running efficiently:
Seamless appointment scheduling with Cal.com integration
Automated reminders reduce no-shows by 6–10 percentage points
Real-time calendar sync across your entire team
Outcome: More patients seen, fewer empty slots
Proactive appointment reminders (SMS + email)
Post-visit follow-ups and care plan check-ins
Re-engagement campaigns for lapsed patients
Outcome: Stronger patient relationships, better retention
Invoice processing through Zoho Invoice
Payment reminders and collections follow-up
Billing aging reduced from 45–60 days to 30–35 days
Outcome: Faster cash flow, fewer unpaid invoices
Intake form management and documentation
Weekly operational reports and metrics tracking
Clinic-specific workflows tailored to your practice
Outcome: You reclaim 15–20 hours per week
Unlike generic virtual assistant services, PrivadoCare+ is purpose-built for Canadian healthcare clinics. Your dedicated VA learns your practice patterns, patient needs, and operational preferences becoming a seamless extension of your team. We handle the repetitive admin work with healthcare-specific expertise and PHIPA compliance built in from day one.
PrivadoCare+ is designed specifically for small to mid-size private clinics that need professional admin support without the overhead of full-time staff.
One practitioner managing everything alone
Physiotherapists
Psychotherapists
Chiropractors
Massage therapists
2–8 practitioners with limited admin support
Multi-practitioner practices
Overwhelmed admin staff
Growing operational demands
Need better scheduling
Physiotherapy, chiropractic, massage therapy
Physiotherapy clinics
Chiropractic practices
Massage therapy studios
Wellness centers
1–5 dentists needing billing and scheduling
Small dental offices
Cosmetic dentistry
General practice
Specialized dental clinics
Private practices outside traditional systems
Walk-in clinics
Specialty practices
Naturopathic clinics
Other private practices
Ontario
Quebec
British Columbia
Alberta
We work with clinics across Ontario, Quebec, British Columbia, and Alberta anywhere Canadian private practitioners need reliable, PHIPA compliant administrative support.
You're spending 15+ hours/week on admin
No-shows are affecting your revenue
Patient billing takes too much time
You need PHIPA-compliant support
Your team is small (1–5 practitioners)
You see 50–200+ appointments/month
Book a free consultation with our team. We'll discuss your clinic's specific needs and show you exactly how we can help.
No credit card required • 15-minute discovery call
Our proven onboarding process integrates seamlessly into your existing workflow no disruption, no complexity.
Discovery call to understand your clinic workflow, patient volume, and pain points
Custom configuration of tools, and communication systems
Your dedicated virtual assistant is assigned and begins learning your practice
Deliverable: Fully configured systems, clinic-specific email and phone number
VA shadows your current scheduling and billing processes
Patient database migration and contact list setup
Training on your clinic's communication style, appointment types, and billing procedures
Deliverable: VA handling appointments, reminders, and basic billing independently
VA fully operational, managing scheduling, patient communication, and invoicing
Weekly performance reports tracking no-shows, billing aging, and appointment metrics
Continuous workflow refinement based on your feedback
Deliverable: 15–20 hours per week reclaimed, measurable operational improvements
Most clinics are fully operational with PrivadoCare+ within one week. We've refined this onboarding process across dozens of Canadian private practices your dedicated VA isn't learning on the job; they're following a proven playbook tailored to your specialty. You'll have daily check-ins during the first week, then weekly reporting as your VA becomes embedded in your clinic's rhythm.
Start your 7-day integration process and begin reclaiming 15–20 hours per week.
Free clinic assessment • No long-term contracts • PHIPA compliant
Choose the plan that matches your clinic size and needs. No hidden fees, no surprises.
Designed for: Solo providers or very small clinics handling ~60 appointments/month.
Shared VA (not exclusive; essential tasks only)
Basic appointment scheduling & reminders
Email/SMS support for simple patient queries
Invoice sending with light billing follow-up
Weekly summary reports (tasks & appointments)
Core hours coverage (8 AM–5 PM, Mon–Fri)
Tools: Cal.com, Zoho Invoice, Google Workspace
Best for: Solo physiotherapists, psychotherapists, or massage therapists needing basic admin support.
Designed for: Clinics with 1–3 practitioners (60–180 appointments/month).
Semi-dedicated VA (priority over Solo tier)
Full appointment coordination & smart reminders
Patient follow-ups and recall sequences
Billing & invoice follow-up (light collections)
Weekly performance reports & workflow optimization
Expanded support hours (8 AM–6 PM, Mon–Fri)
Tool integrations & custom workflow setup
Best for: Growing single-site clinics and allied health teams needing reliable daily admin support.
Designed for: Clinics with 3–6 practitioners (180–400 appointments/month).
Dedicated VA or small micro-team with exclusive capacity
Proactive billing, collections, and insurance coordination
Patient re-engagement & no-show recovery campaigns
Advanced analytics dashboard (revenue & retention)
Extended coverage (7 AM–7 PM, Mon–Fri + limited Saturday)
Custom clinic SOPs & quarterly performance reviews
Best for: Higher-volume, multi-practitioner clinics needing end-to-end admin, billing oversight, and growth support.
Multi-location clinics with basic needs (one branch, modest patient load) should use a SOLO PLAN to avoid overpaying.
These prices reflect average Canadian VA rates and allow for margin (50–65%), competitive retention, and are less than hiring/FTE costs.
For exclusive, full-time VA, keep top end below $2,500/month unless clinic has heavy billing/engagement needs or custom requirements.
All plans include PHIPA-compliant workflows, secure patient data handling, and dedicated support.
We offer enterprise solutions for clinics with 6+ practitioners or complex multi-location needs.
Custom solutions for multi-practitioner clinics and healthcare groups
We're not a generic call center or offshore VA agency. We're healthcare-focused, Canada-first, and built specifically for your practice needs.
Your patient data is handled with healthcare-grade security. Encrypted communication, signed Business Associate Agreements, and annual compliance audits mean zero regulatory risk.
Our team operates in Canadian time zones (EST/PST), understands provincial healthcare systems, and speaks the language of your patients. No offshore confusion or cultural disconnects.
You get one consistent assistant who learns your clinic, your patients, and your preferences. Not a rotating call center team—a true extension of your practice.
Our VAs are trained in physiotherapy, psychotherapy, chiropractic, and dental workflows. They understand no-show patterns, billing cycles, and patient communication best practices in your specialty.
We blend human expertise with smart automation (Cal.com, Zoho, Zapier integrations) to reduce manual work without sacrificing the personal touch your patients expect.
Clinics using PrivadoCare+ report 6–10 percentage point reductions in no-show rates, 12–18 day improvements in billing aging, and 15–20 hours reclaimed per week within the first quarter.
"We’d tried virtual assistants before, but nothing fit. With PrivadoCare+ it finally felt like someone understood clinic workflows. Even the compliance side became stress-free."
Physiotherapist • Vancouver, BC
"I used to stress about PHIPA compliance, but once PrivadoCare+ took over, that worry disappeared. They handled everything smoothly, and it’s been a big relief for me."
Chiropractor • Toronto, ON
PrivadoCare+ exists because we saw a gap: Canadian private clinics were either stuck with expensive full-time admin staff or forced to use generic virtual assistant services that didn't understand healthcare. We built a model specifically for independent practitioners combining healthcare operations expertise, PHIPA compliance, and dedicated VA relationships that actually scale with your practice. Our clients stay with us an average of 36+ months because once your clinic runs smoothly, there's no reason to go back to the old way.
See how our healthcare-focused approach delivers better results for Canadian private clinics.
Compare our approach with generic VA services and offshore agencies
PrivadoCare+ is built on industry-leading security standards and PHIPA compliance frameworks to protect your clinic and your patients.
All virtual assistants complete mandatory PHIPA training (annual certification + quarterly refreshers). We maintain audit logs, access controls, and encrypted communications to meet Ontario privacy standards.
Google Workspace (healthcare-grade encryption), Zoho Invoice (secure payment processing), Cal.com (SOC 2 Type II certified), VoIP systems (encrypted voice communications, Canadian-hosted servers).
Every clinic engagement includes a signed BAA outlining data handling responsibilities, breach notification protocols, and regulatory compliance commitments.
Annual third-party security audits verify our compliance posture. Monthly internal reviews ensure VAs follow data handling protocols correctly.
In the unlikely event of a data incident, we have a documented 24-hour notification protocol, forensic investigation procedures, and regulatory reporting processes.
Patient records are retained for 7 years (per Canadian healthcare standards), then securely destroyed using certified data destruction methods.
We take patient privacy as seriously as you do. PrivadoCare+ was designed with PHIPA compliance at its core not bolted on as an afterthought. Our operations manager conducts monthly spot-checks of VA activity logs, email communications, and system access patterns. Every team member signs confidentiality agreements and completes background checks. You can confidently refer patients to "your admin team" knowing their data is handled with the same care and professionalism you'd expect from in-house staff.
Download our comprehensive Security & Compliance Guide for detailed information about our protocols and certifications.
Detailed PDF covering all security protocols, compliance frameworks, and data protection measures
Everything you need to know about working with PrivadoCare+.
Get personalized answers for your specific clinic needs.
Free 15-minute consultation • No obligation
Join Canadian private clinics who've eliminated admin overwhelm and focused on what matters: exceptional patient care.
Book a free 20-minute consultation to discuss your clinic's needs. We'll walk through your current admin challenges, explain how PrivadoCare+ integrates into your workflow, and answer any questions. No pressure, no sales pitch—just an honest conversation about whether we're the right fit for your practice.
20 minutes • No obligation
Or email us at
contact@privadocare.ca