For doctors, dentists and clinic owners
Virtual assistant for the medical sector
You focus on your patients. We take care of the rest - at the clinic and at home.
Running a medical practice does not end with the last patient. Invoices, suppliers, recruiting your team, correspondence, organising training. And after work, there is still your private life.
At The Assist you get a dedicated virtual assistant who takes over your everyday business and personal tasks. Remotely, by the hour, without having to take on another employee.
Your clinic + your life
Your to-do list can be ours.
- Find cover for the receptionistThe MatchClinic
- Report damaged equipment at the clinicClinic
- Prepare a conference presentationClinic
- Order new leaflets for the clinicClinic
- Find a hotel for a weekend in RomeLife
- Organise my daughter's birthdayLife
- Book the car in for a service before the tripLife
Your assistant sees it through
- 6+ yearsin business
- 93+clients
- 1 in 20candidates pass our recruitment
- 1:1dedicated assistant
After hours
Your day does not end with the last patient
After 8-10 hours with patients, this is still waiting for you:
- Invoices your accountant needed yesterday.
- A supplier who has not confirmed the delivery date.
- Recruiting a dental assistant or a receptionist.
- A congress you need to register for and arrange the trip to.
- A complaint, the insurer and household matters put off for weeks.
Each of these takes time, contact with other people and attention to detail. But does it really need your personal involvement?
You do not need another task management app. You need a trusted person who will get the tasks done.
One assistant
Your clinic and your life. In one pair of hands.
You do not need to look for help running your practice and, separately, for support with everyday private matters. At The Assist, one dedicated assistant can take over both.
Your clinic
Administration, invoices, suppliers, purchasing, team recruitment, training and project coordination.
Your life
Family, travel, bookings, shopping, complaints, insurance and everyday household matters.
Two parts of your life. One dedicated assistant. Dozens of things off your mind.
Message us on WhatsAppWe reply within 30 minutes during working hours.
Scope of support
What can you delegate to a virtual assistant?
From day-to-day clinic administration to organising family holidays. We support you wherever your time is needed, but your personal presence is not.
- Handling business and administrative correspondence.
- Collecting, organising and passing invoices on to your accountant.
- Preparing summaries of costs and payments.
- Keeping track of deadlines, documents and formal matters.
- Finding suppliers and comparing quotes.
- Ordering materials, equipment and furnishings.
- Liaising with wholesalers, dental technicians and service companies.
- Monitoring deliveries, lead times and orders.
- Preparing and publishing recruitment adverts.
- Sourcing candidates and initial CV screening.
- Contacting candidates and scheduling interviews.
- Organising trial days and supporting the onboarding of new staff.
- Supporting the recruitment of receptionists, hygienists, dental assistants and other specialists.
- Updating information, services and price lists in your systems and on the website.
- Coordinating meetings, schedules and arrangements with external companies.
- Liaising with contractors, collecting quotes and overseeing the work.
- Supporting the clinic's organisational and administrative projects.
- Finding conferences, congresses and training courses.
- Registering participants and handling the formalities.
- Arranging flights, hotels, transfers and business trips.
- Helping to prepare meetings and company events.
- Organising travel, holidays and weekend breaks.
- Booking appointments, services and children's activities.
- Online shopping, returns, complaints and contact with shops.
- Dealing with insurers, repair services and service providers.
- Finding specialists, arranging household services and keeping track of important dates.
These are just examples. You do not have to fit your tasks to a ready-made list. Tell us what you need done - we will see how we can take it off your plate.
Share your tasksHow we work
15 seconds to delegate. We will handle the rest.
Delegating should not mean one more task on your list. That is why at The Assist we keep working together as simple as possible.
- 01
You tell us what you need
No need to write long emails or instructions. A short WhatsApp voice message, recorded between patients, is enough.
Call.Find.Organise.Buy.Look for.Check.Sort out.Take over.
- 02
Your assistant takes it from there
You have one dedicated person with at least 2 years of experience, who gets to know your needs and way of working and gradually takes over more tasks.
- 03
You know what has been done
Your assistant keeps you updated on progress, follows through on what was agreed and reports working time in 15-minute units.
You delegate. We find, organise, sort things out and see them through.
Who it is for
Who is The Assist support for?
A virtual assistant for doctors, practices and whole clinics. We support people who work with patients, run their own practices and manage teams.
Doctors and specialists
- Doctors running a private practice.
- Dentists and orthodontists.
- Psychologists and psychotherapists.
- Physiotherapists and rehabilitation specialists.
- Dietitians and other health specialists.
Clinic and practice owners
- Dental and aesthetic medicine clinics.
- Private doctors' surgeries.
- Medical centres, outpatient clinics and multi-specialty facilities.
Do not see your specialisation? Write to us. We tailor the scope of support to the needs of your practice or facility.
Two support models
Virtual assistant or Remote Executive Assistant for your clinic?
Not every practice needs another full-time employee. Sometimes a person who takes over everyday tasks is enough. At other times you need someone who will take responsibility for a selected area of the business.
Takes the load off you
Virtual assistant - takes the load off you
Handles the tasks you hand over: correspondence, research, bookings, orders, administration and private matters.
For you if you want to stop doing everything yourself.
Takes the load off your clinic
Remote Executive Assistant - takes the load off your clinic
Coordinates selected areas of the business, works with your accountant, suppliers and team, keeps track of deadlines and runs the processes entrusted to them.
For you if you also need someone responsible for organising the work in a given area.
An example of working with a dental clinic owner
What does support look like in practice?
The owner of a dental clinic was juggling work with patients, running the practice, organising her team and dozens of private matters. Working with The Assist began with day-to-day administrative and organisational tasks. Over time, her assistant took over contact with suppliers, orders, documents, purchasing, travel arrangements and personal matters.
With each month, the client delegated more. Not because she had more responsibilities, but because she had to handle fewer and fewer things herself.
Delegating starts with a single task. Over time, it changes the way you work and organise your life.
Pricing
How much does a virtual assistant cost for a doctor or clinic?
You do not need to take on another employee or create an additional position. At The Assist you choose a package of hours that suits your needs.
| Package | Billing |
|---|---|
| 5 hours | per 28-day cycle |
| 10 hours | per 28-day cycle |
| 20 hours | per 28-day cycle |
| 40 hours | per 28-day cycle |
Packages are paid in advance. Need more hours? We will prepare a tailored offer. All prices are net. VAT is charged depending on your country of tax residence.
Reviews
Client reviews of The Assist virtual assistants
“Thanks to The Assist, I sleep soundly” - Małgorzata Ohme
Dr Katarzyna Łoza-SołtykFounder of Soldent Aesthetic Orthodontics and Implantology ClinicI wholeheartedly recommend Julia as a virtual assistant. Working with her has been extremely satisfying from the very beginning. Julia not only carries out her duties professionally, but also shows tremendous commitment, diligence and initiative…
MindgramMental health and well-being platformThe Assist is a qualified, competent team that finds a solution in every situation. Working with The Assist makes it possible to run projects across many areas in parallel. I especially recommend The Assist to startups that need extra help during intense periods, when there are not enough people. Thanks to The Assist, employees can focus on key tasks, which translates into efficiency and quality of work.
Prof. Rafał OhmePsychologist, expert in emotionsThe Assist proves every time that multitasking is possible, even enjoyable - as long as it is managed well. I have never worked with better professionals. Thank you very much and good luck with new clients and challenges.
Iwona WencelCEO and owner of WNCL Sp. z o.o., HR ExecutiveWith so many projects, tasks and an active family life, it is easy to get lost, worn out, and sometimes even forget something really important. Fortunately, there is The Assist. I am glad that during the most demanding period of my life I could count on their professional support. Speed, an “external memory”, taking on almost impossible tasks and delivering them - these are just a few features of working with The Assist. I warmly recommend them.
Małgorzata OhmePsychologist, journalist, podcasterThe Assist is my right hand in private life and in business. Thanks to The Assist I sleep soundly, and during the day I focus on what matters. Since I started working with The Assist, my quality of life has improved significantly.
Jakub ZielińskiCo-founder & CEO MindgramI warmly recommend The Assist's services to anyone looking for support in difficult times. Their professionalism, speed and individual approach to every client are truly impressive. Thanks to the experts at The Assist, I can manage my commitments effectively. The company understands its clients' needs perfectly, which is rare in our fast-changing world. I highly recommend their services to anyone struggling with too many responsibilities.
Sebastian KotówBusiness speakerProfessionalism in every respect. Over the past years I have had the pleasure of running several projects with their support that would not have succeeded without their commitment. Thanks to their effective help with recruitment, I saved a lot of time and hired exceptional specialists who are still valuable members of my team today. Their support was key in taking the load off me during complex projects and in handling many organisational matters. I wholeheartedly recommend working with them - they guarantee 100% success.
FintieraFinancial management dashboards in SAP ERPI am happy to give a recommendation - our collaboration with your team is at a very high level. Everything runs smoothly, professionally and with great commitment. I especially appreciate the initiative, dedication and openness to suggestions, which translates into fast and effective action. Thanks to Mirka's support, our team is genuinely relieved in running internal company processes, while keeping them continuous, high-quality and on time.
SonarHomeProperty valuation and agent recommendationsWorking with us as a virtual assistant, Wiktoria provides very solid administrative and operational support, especially in finance and document handling. Thanks to her consistency and good organisation, our processes are in order and we keep ongoing control over key matters. A reliable and independent partner to work with.
Era Nowych KobietSocial movementWorking with The Assist is a pure pleasure. Tasks are delivered on time and reliably, at the highest level. We can recommend them to anyone who needs to delegate some of their responsibilities. Tasks get done much more smoothly and efficiently, with complete professionalism.
Hubert GuzeraEntrepreneurThe Assist is the best assistant team you could dream of. Excellent support and a team you can trust with any task. I recommend them to everyone, because thanks to The Assist you can have much more time for the things that really matter.
Advantages
Why The Assist rather than another full-time employee?
A vetted person, not a random freelancer
Only 1 in 20 candidates pass our recruitment. We match your assistant to your needs, scope of responsibilities and way of working.
One person who gets to know your needs
You do not have to explain everything from scratch every time. You work with a dedicated assistant who learns your priorities, deadlines and way of doing things.
Discretion from day one
A contract and NDA protect your business and private information. Access to patient data requires additional arrangements and safeguards in line with data protection law.
The backing of a whole agency
You are not solely responsible for recruitment and organising the collaboration. The Assist oversees the service, and if your assistant changes, we help keep things running smoothly.
Getting started
How to start delegating?
- 01
You talk to Wiktoria about your needs
In a short call, you show us which matters take up most of your time - at the clinic and beyond.
- 02
We match the right support
We agree the scope of responsibilities, the right package of hours and the person who best fits your needs.
- 03
We sign a contract and NDA
We agree confidentiality rules, how we communicate and access to the tools needed. We organise the onboarding.
- 04
You delegate your first tasks
You meet your assistant, hand over the first matters and gradually pass on more responsibilities.
Wiktoria Pawlak
Founder of The Assist
I personally lead the first call and oversee every collaboration.
FAQ
Frequently asked questions
Can't see your question? Message us on WhatsApp - we reply within 30 minutes during working hours.
Yes. We support both individual practices and owners of larger clinics. You can start with a small package of hours.
Yes. We support the recruitment of, among others, dental assistants, hygienists and receptionists. We help prepare adverts, screen applications, contact candidates and coordinate interviews.
This is not our core model of working together. Additional support with patient bookings or patient contact can be discussed individually, once the scope, systems and data protection rules have been agreed.
Yes. Your assistant can organise trips, appointments, shopping, returns, complaints or family matters. You do not need to separate help with your business from help with your private life.
We can use the tools you already use, once the appropriate permissions and scope of work have been agreed.
We sign a contract and NDA. If tasks require access to patient data, before they begin we agree the necessary safeguards, authorisations and, where required, a data processing agreement.
You can send messages at any time. We carry out tasks on working days between 9:00 and 17:00 Polish time, in line with the agreed deadlines.
We work in packages of 5, 10, 20 or 40 hours per 28-day cycle. You will find current package details on our virtual assistant pricing page: https://theassist.pl/en/pricing
Yes, you get a dedicated assistant. If she ever needs to be changed, The Assist helps organise the handover of tasks and processes.
You have enough on your plate. You don't have to do everything yourself.
From day-to-day clinic admin to organising your private life. Tell us which matters take up most of your time, and we'll show you what we can take over.
Prefer email? wiktoria@theassist.pl