Virtual-assistant-for-therapists

Chief Operations Officer for Therapists and Coaches

From Admin Overload to Effortless Operations

As a therapist or coach, your gift is transforming lives—not wrestling with scheduling systems or drowning in paperwork. Your Backpocket COO provides the operational backbone your practice needs, creating tailored systems that free you to focus on what truly matters: exceptional client care and sustainable practice growth.

Let’s transform those administrative burdens into streamlined processes that actually work for your practice, so you can get back to what you do best.

As a therapist or coach, your expertise thrives in the therapy room, not buried in administrative tasks.

Yet the reality of running a practice often means spending precious hours on backend operations instead of client care.

Therapy-practice-management

When the day-to-day admin work starts to feel like an uphill battle, it’s easy to lose focus on what you’re passionate about—helping your clients while still having a life.

If any of this sounds familiar, you’re not alone:

  • Struggling to keep up with the endless admin tasks piling up every day.

  • Wanting to grow your practice but feeling like there’s no time or energy left to make it happen.

  • Dreading the behind-the-scenes work when you’d rather focus on supporting your clients.

  • Feeling like your work and life are constantly chaotic and out of sync.

  • Finding it nearly impossible to maintain a healthy work-life balance.

Struggling to Keep Up?

Get Systems That Work, So You Can Focus on Your Clients

When your practice runs smoothly, you can focus on what truly matters—helping your clients and growing your business. My client packages are designed to take the admin load off your plate, so you can reclaim your time and energy.

Here’s what’s included:

Calendar Management
& Scheduling

Client Communications

Bookkeeping & Invoicing

Documentation Organization

Package Options

Silver
Package

16 hours/month

Perfect for growing practices

Your Investment:
$720/month

or 3 payments of only $600
for a 3 month package

Gold
Package

30 hours/month

Perfect for established practices

Your Investment:
$1,350/month

or 3 payments of only $1,125
for a 3 month package

Platinum Package

40 hours/month

Perfect for thriving practices

Your Investment:
$1,800/month

or 3 payments of only $1,500
for a 3 month package

Your first “onboarding” month is 50% off when you purchase your first 3 month package!

25+

Clinicians Served

4,200+

Hours Given Back to Clients

$1M+

Additional Revenue Made by Clients

  • "Aedin Frei is the private practice whisperer. His talent, incisive thinking, and committed work ethic have transformed my practice into a smoothly run operation.

    I am now able to focus on caring for my clients and my employees, instead of worrying about details. When Aedin began to work for my practice, he immediately assessed the holes in our structures and put organized, clear systems in place. He often solves problems before I am even aware that they exist. His easy going demeanor and kindness make him a pleasure to work with. He understands the complexity and nuance of mental health diagnoses, and provides white glove service to all of our clients. Hire Aedin. You will thank yourself for doing it. "

    -Sara G., PhD, LCSW; Founding Partner, Soul Wellness NYC

  • "As a therapist, there are so many aspects of private practice management that I was never taught in school—things like billing, note systems, and administrative logistics. That’s where Aedin has been a game-changer for me.

    His expertise and guidance in handling all of the behind-the-scenes tasks have made my life so much easier. From managing billing to helping streamline client scheduling, Aedin truly acts as my 'back pocket COO,' taking on the administrative burden so I can focus on what I do best—working with my clients. His support is invaluable, and I can’t imagine running a practice without him. With Aedin handling the operational side of things, I’m able to focus on the parts of my work I love the most—being fully present with my clients."

    -Amanda A., LMSW

  • "Hiring Aedin was a game-changer for my practice.

    The learning curve when starting a new practice is steep and thanks to Aedin I was able to focus on developing my client base while he took care of all the billing/invoicing, dealing with insurance, and making sure all documentation is completed correctly. While my practice is small and growing, I don’t have the resources to hire a full-time COO, but Aedin works so efficiently I feel like my operations have never run more smoothly even though he only works 30 hours a month for me. I’ve saved countless hours of time thanks to Aedin, making his fee well worth it. Highly recommend! "

    -Sarah O., LPC

  • "I cannot speak highly enough about Aedin’s incredible support and expertise.

    He is always available when needed, consistently providing thoughtful solutions to even the most out of the ordinary challenges. His ability to anticipate needs, offer guidance, and create a seamless workflow has been instrumental in helping me excel as a clinician. Aedin’s professionalism, resourcefulness, and unwavering dedication make him an invaluable asset, and I am so grateful for his role in making my work more effective, productive and enjoyable."

    -Sam P., LMSW

  • "Collaborating with Aedin has been an incredible experience.

    As a colleague, I’ve witnessed firsthand his exceptional ability to streamline operations and solve complex challenges with efficiency and precision. His expertise in managing billing, invoicing, insurance processes, and documentation is unmatched. What truly stands out about Aedin is his proactive and supportive approach. He has a remarkable talent for anticipating the needs of the team and providing clear, thoughtful solutions that enhance workflows and reduce stress for everyone involved. Working alongside Aedin has not only made my job easier but has also shown me the value of having someone so skilled and dedicated on our side. He’s the kind of person who elevates everyone around him, and I can’t recommend him highly enough as a colleague."

    -Benjamin Z., LMSW

  • "As someone who loves the clinical side of my work, managing admin tasks like scheduling and paperwork has always felt overwhelming.

    That’s where Your Backpocket COO was incredibly helpful. During our consultation, Aedin offered tailored, practical insights that made it easier to streamline my operations. Even a few simple changes have already made a noticeable difference in how I manage my time. If admin work feels like a constant struggle, I highly recommend connecting with Your Backpocket COO. Aedin’s thoughtful approach can help you focus on what matters most—your clients.”

    -Laura V., LMSW; Founder, Soma Psyche Center

  • "Aedin is the backbone of our therapy practice

    An absolute powerhouse when it comes to organization, admin, and keeping everything running seamlessly. His attention to detail, efficiency, and ability to anticipate needs before they arise make working with him a dream. We’re lucky to have his expertise, dedication, and steady presence on our team!”

    -Aviva B., LMSW

Virtual-assistant-for-coaches

Aedin Frei | Chief Operations Officer

Helping You Streamline Your Practice and Reclaim Your Peace of Mind

Think of me as your practice’s strategic partner. With over 14 years in management and 4+ years running private practice operations, I know exactly what keeps clinicians and coaches up at night—and more importantly, how to fix it. My approach? It’s about creating systems that actually work for you (not against you), helping you reclaim 5-10 hours every week for what matters most.

Here’s the thing about running a practice: you need someone who gets both the clinical side (yes, including all those HIPAA requirements and documentation workflows) and the business side. That’s where I come in. Together, we’ll bridge that gap, creating streamlined operations that support your vision for client care while building a more profitable practice. Because you shouldn’t have to choose between growth and quality care—you can have both.

Frequently Asked Questions

  • Think of us as your reliable operational partner—you’ll hear back from us within 24 business hours, every time. No waiting around wondering when you’ll get support.

  • Let’s look at the whole picture here. The numbers are compelling: if your billable rate is $200/hour and our service rate is $45/hour, you’re gaining $155/hour in value while we handle the backend work. But the real magic? It’s in the hours you get back—time for family dinners without checking emails, weekend hikes instead of catching up on paperwork, or simply having the mental space to fully recharge between sessions. Because a thriving practice should support your whole life, not consume it.

  • We’ve got all those behind-the-scenes tasks covered: from client scheduling and billing to documentation systems and insurance processing. Think of us as your practice’s operational foundation, handling the essential admin work so you can focus on what you do best—supporting your clients.

  • Here’s what we know: when you’re not buried in administrative tasks, you have the time and energy to actually build the practice you envision. With streamlined operations in place, you can focus on bringing in new clients, developing your professional skills, or expanding your services—all while maintaining the quality of care that matters to you.

  • If you’re finding yourself spending more time on practice management than client care, or if the thought of your admin tasks keeps you up at night, it’s time for support. You’ll know you need us if you’ve ever wished for an extra set of hands to handle the operational side while you focus on the clinical work.

  • Let’s start with a conversation. Schedule a complimentary consultation where we’ll talk about your practice challenges and goals. No pressure—just a chance to see if we’re the right fit for helping you create the practice (and life) you want.

Administrative-support

Take the First Step Toward a Stress-Free Practice

Here’s how we’ll get you organized, efficient, and back to what you love.

  • Reach out through my contact form below to let me know what you need help with.

  • We’ll dive into your practice’s unique challenges and map out a plan specifically tailored to your goals.

  • I’ll implement systems that streamline your operations, giving you more time for clients, growth, and life outside of work.

Mental-health-virtual-assistant

Schedule a Strategy Call

Please fill out the inquiry form below. We’ll reach out to you within 24 business hours to schedule your strategy call. We can’t wait to connect!