For Health and Wellness Clinics and Practitioners

Empowering Solo Practitioners and Small Clinics to Thrive

From front desk support to practice growth, we’re your partner in managing and growing your small healthcare practice.

Hey Canadian Clinic Owners

Need more hours back in your day?

At AdminFlow Wellness Solutions, we understand that time is your most valuable asset. Our boutique administrative service is designed to deliver premium support tailored to the unique needs of health practitioners and clinics. We specialize in efficient, cost-effective solutions that help your practice run smoothly, allowing you to focus on delivering excellent care.

We offer Monday-Friday, 9am-5pm full remote administrative assistant support so you can celebrate your clinic’s growth instead of missing out.

Counsellors, Psychologists & Therapists

Counsellors, Psychologists & Therapists

Helping mental health professionals manage client communications, billing, and bookings seamlessly.

Jane App Virtual Admin Services office in Canada

Allied Health Clinics

Providing scalable solutions for multidisciplinary teams, including chiropractors, dietitians, and other healthcare providers.

physiotherapists massage therapists RMT

RMT and Physiotherapists

Enhancing scheduling efficiency, practitioner coordination, and client retention strategies.

Chae McDowell owner of adminflow wellness solutions for health and wellness practitioners and clinic owners

Welcome! 

From front desk support to practice growth, we’re your partner in managing and growing your small healthcare practice.

We’re a growing, experienced Canadian company dedicated to supporting solo practitioners and small clinics who are feeling overwhelmed by their administrative workload. If admin tasks are eating into your time with clients or taking over your evenings and weekends, we’re here to help.

At AdminFlow, we understand the unique challenges of running a private practice or small clinic. Whether you're juggling scheduling, billing, client communication, or practice management, our in-house team steps in to lighten the load so you can focus on what you do best—caring for your clients.

As a Canadian company, we’re proud to work closely with healthcare professionals across the country, offering personalized support tailored to your needs. Think of us as an extension of your team, ready to provide expert, friendly, and reliable admin support that grows with your practice.

Let’s simplify your day-to-day and help your business thrive.

Premium

We offer comprehensive and affordable admin solutions, according to your needs and clinic size.

Jane App Virtual Admin Services office in Canada
remote executive assistant home office for virtual assistants

Exclusive

Our Jane App virtual admin services are 100% in-house. We don’t outsource to big call centres in other countries.

office for small team of remote executive assistants working with jane app

Personalized

Our small team of remote executive assistants and billing experts provide a personalized approach to each and every patient.

Virtual Administrative Assistant Services for Practitioners in Canada

phone email support appointment requests canadian clinics

Front Desk Administration

We serve as a professional point of contact for your practice, answering phone calls and responding to emails promptly and courteously. We handle clinic inquiries, appointment requests, and general administrative queries.

virtual executive assistant handles appointment scheduling and sends appointment reminders

Billing and Invoicing

Our remote administrative assistant team handles billing and invoicing tasks including insurance claim submissions, payment tracking, and following up on outstanding invoices. We ensure accurate and timely financial management, helping to streamline your revenue cycle.

virtual assistant admin gathers necessary patient information and manages electronic health records

Clinic Management

Our Practice Management services are designed to handle the operational complexities of your clinic so you can focus on providing care. From customized reporting and analytics that offer actionable insights into your clinic’s performance to workflow optimization and compliance management, we ensure every aspect of your practice is running efficiently. With tailored follow-up strategies, team coordination, and robust record-keeping processes, we help you enhance client retention, improve communication, and maintain regulatory standards—all while reducing the administrative burden on your team.

remote executive assistant handles billing and invoicing and claim submissions

Growth Support: Set Your New Practice Up for Success

Starting a practice can feel overwhelming, but with our one-time Growth Support package, we provide the tools and resources to help you launch with confidence. This package includes:

Custom Checklists and Templates: Streamline administrative tasks, practitioner training, and client communications with step-by-step guides.

Detailed Handbooks and Manuals: Tailored to practitioners, operations, and employee relations, these documents set clear expectations and standards.

Privacy and Compliance Protocols: Ensure your clinic adheres to PHIPA, PIPEDA, and HIPAA regulations for confidentiality and data security.

Ready-to-Use Communication Tools: Access email templates, feedback forms, and profile tips to enhance client engagement.

Billing and Compensation Guides: Simplify activity tracking and payment structures with transparent systems.

With these customizable resources, we help you create a structured, scalable model designed to support smooth onboarding, efficient day-to-day operations, and strong contractor relationships.

canadian virtual admini priotitizes security and confidentiality of patient information

Customized Solutions

We understand that every health and wellness practice is unique. We are flexible and willing to tailor our virtual executive assistant services to meet your specific needs. Let us know any additional requirements and we will work with you to find the best solution.

Benefits of Having Your Own Jane App Remote Executive Assistant

  • clinic owners save money by not paying a receptionist

    Save

    Optimize your resources by investing in a flexible virtual admin—available when you need support, without the overhead of a full-time desk staff

  • reliable phone monitoring for clinics eliminates lead losses

    Grow

    Eliminate clinic lead losses with constant and reliable phone-monitoring to grow your clinic

  • in-house virtual assistant admin services to connect with clients

    Connect

    Provide the best personalized experience for patients with in-house virtual assistant admin services

Ready to work together?

GET IN TOUCH

Interested in finding out how our virtual admin services can support your clinic or practice? Book a free discovery call to discuss your requirements in detail.

Canadian Clinic Owner struglling to do her own Jane App admin work while clinic grows

Why you will benefit from our remote administrative assistant services

Save money by not paying 9-5 onsite reception or administration

Why you'll benefit from remote administrative assistant services

Leave all admin tasks to us (including payments and billing)

Why you'll benefit from remote administrative assistant services

Focus all of your time and energy on your patients, not admin

Why you'll benefit from remote administrative assistant services

Grow your practice without worrying about lead loss or needing more admin support

Why you'll benefit from remote administrative assistant services

  • "If you are struggling with an overload of admin tasks, you need to reach out to Chae."

    “I have had the pleasure of working with Chae for the last 3 months. She had been an invaluable member of our team, settling into the role of clinic manager seamlessly. Her organization, attention to detail, and timeliness has been unmatched. In such short time, she has learned the ins and outs of our operation and has been able to make helpful changes. It has been a game-changer having her!”
    -     Hilary Deverell (Neuro North)

  • "As a small business owner, I cannot speak highly enough about the exceptional virtual administrator services provided by AdminFlow."

    “Chae and her team bring professionalism and efficiency to every task. Communication is seamless and prompt. Issues, should they arise are addressed with clear communication and proficiency. They are always responsive, proactive, and go above and beyond to ensure that my business is running smoothly and efficiently. Their dedication to providing top-notch service is evident in every interaction.”
    -     Stephanie Nogueira (Valeo Wellness Clinic)

  • "Unlike many other organizations where clients felt dismissed, discouraged and felt like a nuisance."

    “I have had incredible feedback from all clients stating the intake felt supportive, encouraging and genuinely authentic. All the clients I've seen have each made a special note of sharing this observation, unlike many other organizations where they felt dismissed, discouraged and felt like a nuisance. Fantastic work! Whatever you are doing it's awesome & being well received! Thanks for all your help. You rock!”

    - Stefan Morgan Dunn (VRAI Health & Wellness)

  • "I would recommend them without hesitation."

    “Chae and adminflow have been an incredible addition to our small business. They have been able to streamline so many processes and is incredibly responsive to me and our clients.”

    - Red Cedar Psychology

Frequently Asked Questions

  • We recognize that every clinic has different needs. That’s why we simplified our ‘package’ options. We charge a base rate for all clinics and a small fee for each additional practitioner that needs support.

  • We don’t track hours! We offer full Monday-Friday, 9am-5pm administrative overage.

  • We streamline your administrative processes by handling day-to-day tasks such as scheduling, billing, and patient communications.

    This allows you and your staff to focus on patient care instead of administrative duties, enhancing overall clinic productivity and patient satisfaction.

    With over a decade of experience in clinic management, Chae and her team have acquired an unmatched level of expertise in the industry.

  • Our focus is specifically on health and wellness clinics, which means we understand your unique challenges and needs. We offer full-time coverage, a personalized clinic administration experience, and comprehensive billing and accounting services. We are a small admin team of native-English speakers and all of our services are in-house (we never outsource to big call centres or other countries)!

  • In addition to our standard admin services we also specialize in:

    → the recruitment, hiring, and onboarding of new practitioners to ensure a seamless integration into your team

    → providing setup services for Jane e-claims integrations, tailoring the system to enhance your clinic’s operational efficiency

    → developing customized handbooks and policy documents specifically designed to meet the unique needs of your clinic

  • We never want you to feel overwhelmed. And we are confident you will love our services and never want us to part ways.

    That is why we offer month-to-month service with no long-term commitments or obligations.

    We only ask that you give us 30-days notice if you no longer need our services.

  • No mobile information will be shared with third parties/affiliates for marketing/promotional purposes. All other categories exclude text messaging originator opt-in data and consent; this information will not be shared with any third parties

Still have questions?

Reach out to us by clicking here and we will get back to you as soon as we can!

Chae McDowell owner of adminflow wellness solutions for health and wellness practitioners and clinic owners

Owner of AdminFlow Wellness Solutions

Learn more about Chae

My journey began with a Medial Office Administration (MOA) diploma and, since then, I’ve worked alongside a diverse range of practitioners honing my skills and developing a deep passion for ensuring seamless and efficient operations.

I am originally from Manitoba, and spent 15 years in beautiful British Columbia before moving to Ontario. I recently made the decision to move back to Manitoba where I now run my business. Beyond my life in clinic management, I am a proud parent to 3 amazing children.

I love spending my time exploring the great outdoors. You can often find me hiking, swimming, camping, and recharging on a beach soaking up the sun. And, of course, no adventure is complete without a Taylor Swift playlist to keep me energized and inspired.

If you want the best possible clinic administration experience, join the team at AdminFlow. We don’t treat administration as just another task. For us, it’s an art of personalized care and efficiency.