Your Practice Has Enough Moving Parts. Your Tech Shouldn’t Add More.
Your clients come to you for your expertise. Behind the scenes, though, there is still a business to run – and that business relies on websites, email, forms, scheduling tools, automations, and other systems working the way they should.
Kopf Consulting provides hands-on virtual tech assistance for therapists, counselors, mental health professionals, and small practices that need help setting up, connecting, maintaining, or troubleshooting the technology behind their business.
You do not have to become the tech person simply because you run the practice.
Support for the Business Side of Your Practice
The focus here is the business and marketing technology that supports your practice.
That may include:
- WordPress website updates and maintenance
- Contact and inquiry forms
- Email marketing platforms
- Newsletters and email automations
- Google Workspace setup and support
- Scheduling and booking tools
- CRM setup and organization
- Lead and inquiry workflows
- Landing pages and lead magnets
- Software integrations
- Zapier or Integrately automations
- Domain and DNS management
- SPF, DKIM, and DMARC email authentication
- Analytics and tracking
- Podcast setup and management
- Troubleshooting when systems stop working together
- Researching or implementing new software when your current setup no longer fits
Support is based on the systems you actually use and what you need accomplished – not a predefined package built around assumptions about how every mental health practice operates.
From Someone Finding You to Actually Reaching Out
A prospective client may discover your practice through your website, a directory, a referral, a podcast, social media, or a search.
From there, several pieces of technology may be involved before they ever become a client.
They may:
- Visit your website
- Read about your services
- Complete an inquiry or contact form
- Receive an automated response
- Book a consultation or appointment
- Receive follow-up information
- Enter your ongoing client process
When those systems are disconnected, outdated, or overly manual, the process becomes harder for both you and the person trying to reach you.
I can help with the technical pieces surrounding that journey so your backend systems support the way you want your practice to operate.
You May Not Need Ongoing Tech Support
Sometimes you need someone regularly.
Sometimes you just need someone to fix the thing that has been sitting on your list for three months.
Kopf Consulting offers several ways to get support depending on the type and frequency of your needs.
Quick Gigs
For predefined technical tasks with a fixed scope and price.
Temp Tech
For a custom one-time technical task or short-term project.
Pay As You Go
For ongoing technical needs that vary from week to week or month to month.
Flex Support
For businesses that expect to need several hours of support and prefer to purchase time in advance.
Monthly Maintenance
For ongoing WordPress, CRM, or email marketing maintenance.
Already Have Administrative Support?
That is completely fine.
You do not need to replace your current Virtual Assistant, practice administrator, or other support person simply because they occasionally encounter something more technical than they are comfortable handling.
Kopf Consulting can step in for the technical pieces while your existing support person continues doing what they already do well.
That may mean troubleshooting an automation, fixing a website issue, connecting two platforms, updating DNS records, repairing email authentication, or setting up a workflow that your regular support person will manage going forward.
A Note About Sensitive Client Information
Mental health practices may use systems that contain sensitive or protected information.
The services described on this page primarily focus on the business and marketing technology behind your practice. If a request involves a system containing protected health information or other regulated data, we will determine the appropriate scope, access requirements, and whether the request falls within Kopf Consulting’s services before work begins.
Please do not send sensitive client information through a general website inquiry form.
Frequently Asked Questions
Do you only work with solo therapists?
No.
I work primarily with solopreneurs and small teams, so support may be appropriate for an individual practitioner, a small group practice, or another mental-health-focused business with relatively lean operations.
Do you provide administrative Virtual Assistant services?
No.
Kopf Consulting focuses on technical support, not general administrative assistance.
If you need help finding a Virtual Assistant for scheduling, inbox management, client administration, or other ongoing administrative work, our Virtual Assistant Matching Services may be a better fit.
Can you help me choose new software?
Yes.
If you know your current system is no longer working for you but are unsure what should replace it, I can help research and compare options based on what you actually need.
For businesses that want guidance rather than implementation, Virtual Tech Consulting is also available.
Can you migrate my email or files to Google Workspace?
Yes, when the source system and migration requirements are supported.
Kopf Consulting offers dedicated Google Workspace Migration Services for businesses moving email and files from supported hosting providers, Microsoft 365, OneDrive, and other systems.
Can you work with software used specifically by mental health practices?
Possibly.
It depends on the platform, the type of access required, the work being requested, and whether the system contains regulated or protected information.
Submit the platform name and a general description of what you need without including confidential client information. I can then determine whether the request is within scope.
Can you help with my website even if I don’t need anything else?
Yes.
Website support does not require you to purchase CRM, automation, or other services.
Depending on the request, WordPress support may be available through a Quick Gig, Temp Tech, Flex Support, Pay As You Go, or Monthly Maintenance.
Do mental health professionals have different pricing?
No.
Mental health professionals use the same Kopf Consulting services and pricing available to other eligible clients. The right option depends on what you need and how frequently you expect to need support.
Photo by Alex Green from Pexels
Need Help With the Tech Behind Your Practice?
You do not need to keep losing time to a website issue, an automation that stopped working, a system you cannot figure out, or a backend process that has become more complicated than it needs to be.
Tell me what you are using, what you are trying to accomplish, and where you are getting stuck.
From there, I can determine whether Kopf Consulting is the right fit and which support option makes the most sense.