The Virtual Front Desk Academy is designed to guide you through a proven, step-by-step system to replace your front desk with a virtual assistant trained in the latest AI.

We’ve broken it into three clear phases, we call it the Virtual Front Desk Trinity

Phase 1: Organize with the P.A.S.S. Method (Days 1-30)

What Happens :

Weekly Support:

• Participate in 60-minute one-on-one implementation calls each week to guide you through the process.

• WEEK 1: "THE VIRTUAL CONSOLIDATION BLUEPRINT"

  • System Check-Up : We’ll look at how your current setup works and find ways to make it better and more efficient.

  • Ready-to-Use Tools & Templates: We’ll give you easy-to-use tools, templates, and clear team roles that are almost ready to go. This helps keep tasks and communication simple and organized..

• WEEK 2: "MASTERING VIRTUAL COMMUNICATION & TECH"

  • Communication Made Simple: We’ll give you ready-to-use email templates, phone and text scripts, and step-by-step guides to help your team communicate better.

  • Easy Tech Setup: Our team will guide you on the basic set up and tools tools for your virtual assistant so they’re ready to work smoothly.

  • Custom Lead Follow UP Training: Your team will get personalized phone scripts and follow-up strategies to connect with leads and make the most of your marketing efforts.

• WEEK 3: "GUIDING THE PATIENT EXPERIENCE FOR SEAMLESS VIRTUAL TO IN-OFFICE COMMUNICATION"

  • Clear Patient Journey: We’ll show you how to map out every step of the patient’s experience, so new patients know what to expect and your team knows exactly how to guide them smoothly.

  • Easy-to-Use Tools & Templates: You’ll get ready-made tools, templates, and clear team roles to keep tasks and communication simple and efficient.

• WEEK 4: CHOOSING THE RIGHT VIRTUAL ASSISTANT

  • Step-by-Step Hiring Help: We’ll guide you through the process of finding and interviewing virtual assistant (VA) candidates who fit your office’s needs.

  • Access to the Best Candidates: You’ll get VIP access to top VA recruitment companies, ensuring you find highly qualified assistants.

  • Quick & Easy Shortlisting: Learn our simple 5-minute method to quickly narrow down candidates who match your practice’s culture and needs.

  • Personalized Support: We’ll help you find, shortlist, and interview your new VA, so you feel confident in your choice. Plus, we’ll show you how to grow your team when you’re ready.

  • Clear Hiring Plan: You’ll receive a step-by-step guide on who to hire next, making it easy to expand your virtual or in-office team without stress.

    The Result:

• Your practice will have organized systems in place, fully prepared for a smooth transition to a virtual front desk.

Phase 2: Staff correctly with the H.I.R.E Method (Days 30-60)

What Happens

• Regular Support: Participate in twice-monthly group or one-on-one Q&A sessions (30 minutes each) to get your questions answered and stay on track.

• WEEK 5: "VA LAUNCH WEEK" Theme: "From Hiring to Handling

  • Easy VA Onboarding: We’ll provide step-by-step training to help your new virtual assistant (VA) get started smoothly and confidently.

  • Clear Roles & Responsibilities: Your VA will take over basic tasks like answering phones, texting, and handling patient communication, so your team can focus on higher-level work.

  • Bonus Tools & Resources: You’ll get ready-to-use text campaigns, forms, and other helpful tools to make your VA’s job easier and more effective.

• WEEK 6: "TRANSITION MASTERY" Theme: "Smooth Handoff Strategy"

  • Step-by-Step VA Training: We’ll guide your new virtual assistant (VA) through a structured onboarding process to help them start strong and feel confident in their role.

  • Clear Check-Ins & Reporting: We’ll set up a simple system for team meetings, progress reports, and performance reviews to keep everything running smoothly.

  • Ongoing Support: My team and I will mentor your new VA for 30 days, making sure they adjust quickly and perform at their best.

• WEEK 7: "ADVANCED OPERATIONS" Theme: "Leveling Up Your VA for LIVE interactions

  • Virtual Front Desk Setup: We’ll help you set up a live video kiosk at your front desk so your VA can greet and assist patients in real time.

  • Smooth Patient Interactions: We’ll troubleshoot any tech issues and make sure your VA is ready to handle live patient communication effectively.

• WEEK 8: "QUALITY ASSURANCE" Theme: "Measuring Success"

  • Clear Performance Tracking: We’ll set up simple ways to measure success, including daily check-ins, weekly goals, and monthly targets.

  • Progress Monitoring: You’ll get key indicators to track how well your VA is performing.

  • 1-Month Review: We’ll review everything after one month to ensure your VA is meeting expectations and making a positive impact.

    The Result:

  • You’ll have the right team in place from the start, with everyone in the right role and working smoothly.

  • Most virtual assistants (VAs) are ready to handle tasks within their first week

    Phase 3: Scale with the S.C.A.L.E Method (Days 60-90-120)

What Happens:

• We’re Here for You: While most practices don’t need extra help at this stage, we have a “no one left behind” promise. If you need support, we’ll provide it.

WEEK 9: "AUTOMATION MASTERY" Theme: "Working Smarter, Not Harder"

• AI-Powered Marketing & Communication: We’ll train your VAs to use custom AI tools to make their work faster and easier.

• Create with Ease: Your VA will learn how to develop emails, marketing content, internal programs, newsletters, and more. If you can imagine it, we’ll show them how to do it!

WEEK 10: "UPGRADING THE PATIENT EXPERIENCE, From Basic Service to Outstanding Care"

• "Doubling the Doctor" Method: We’ll teach your VA a special technique to enhance the doctors presence, making it feel like their doctor is everywhere all the time.

• Social Media Support: Your VA will now help manage Facebook, Instagram, and other social platforms to keep your practice engaged and visible online.

WEEK 11: "GOOGLE GROWTH BOOST, Growing Your Practice with Smart Systems"

• Google My Business (GMB) Management: Your VA will learn how to manage and optimize your Google Business profile to help more people find your practice online.

• We will teach your VA the 2 minute a day hack that keeps your GMB ranking.

WEEK 12: "FREEDOM FRAMEWORK" Theme: "Building Your Legacy

• Clear Systems & Guides: We’ll help you create step-by-step instructions (SOPs), handbooks, and all the key documents to keep your business running smoothly.

• Smarter Workflows: Your VA will learn how to use AI and other tools to improve marketing and daily tasks, making everything more efficient.

The Result:

• A streamlined front desk system that grows with your practice, supports patient care, and cuts costs by over 60%.

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• AND you will also have access to..

• Compliant Notes Module: Rest easy knowing your notes are audit-ready and reviewed weekly by your VA.

• Billing & Payment Collection Modules: Simplify your billing processes and ensure timely payments.

• Private VA Training: Exclusive training sessions designed to prepare your VAs for success.

• AI-Powered Marketing Tools: Use the latest AI to create effective internal and external marketing strategies.

• Organic Social Media Management: Your VA will manage Facebook, Instagram, and Google Places to boost your organic reach.

• Marketing Planning with ChatGPT: Your VA can plan your monthly marketing effortlessly, and implement it behind the scenes with our private ChatGPT marketing generator.

• Cutting-Edge AI Tools: Stay ahead with access to the newest AI tools for your virtual team, updated as new technologies emerge.

• 21-Day Fast Track Onboarding Guide: A clear roadmap to quickly set up your team for success.

• Tools & Tips Guide: Avoid trial and error with our proven strategies and resources.

• SOPs, Scripts, & Training Materials: Get ready-made resources, so you never have to start from scratch.

• SOP & Script Creation Training Guide Learn how your team can create all future training and implement effectively.

• VA Hiring Guide & Best Practices: Skip rookie mistakes with our comprehensive hiring guide.

• Google Places Organic Traffic Guide: Get noticed online and attract new patients with ease.

• Canva & AI Video Training for VAs: Equip your VA with design skills to handle flyers, emails, and other creative tasks in-house.

• Text Mini-Course Templates: Share this with patients or add it to care plans to improve sleep, gut health, and stress management.

• 1-Year Access to Exclusive Skool Group: Connect with professionals who share your goals and challenges.

• Email-Based Accountability & Support: Get help and guidance whenever you need it.

• Lifetime Access to Training Modules: Review materials anytime or use them to onboard new team members. Plus, enjoy all future content updates