You will get Ongoing Billing & Operations Support | Monthly Retainer
Project details
GROWING PRACTICES NEED RELIABLE BACK-OFFICE OPERATIONS.
If you're:
✅ A practitioner who should be treating clients, not doing admin
✅ Spending evenings catching up on billing and email
✅ Drowning in insurance claims, invoicing, and balance tracking
✅ Ready to delegate but want someone who thinks strategically
I handle billing, email, and administrative workflows — and I spot inefficiencies while doing the work.
Right now I manage billing for a physiotherapy practice: 10-15 clients/week, insurance claims, direct payments, balance tracking — in 3 hours/week with zero errors. Looking for 1-2 additional practices on the same model.
What makes this different from hiring a VA: I built a relational database that cut my client's billing time in half. I implemented their VoIP system, saving $200+/year. I identified and delivered an SEO project that wasn't in the original scope. You get reliable administration plus someone always looking to make the business run better.
Background: 6 years at Vancouver General Hospital managing databases for 2,000+ physician records. 15+ years operations experience. 4+ years fully remote (Italy-based, CET, serving North American clients).
If you're:
✅ A practitioner who should be treating clients, not doing admin
✅ Spending evenings catching up on billing and email
✅ Drowning in insurance claims, invoicing, and balance tracking
✅ Ready to delegate but want someone who thinks strategically
I handle billing, email, and administrative workflows — and I spot inefficiencies while doing the work.
Right now I manage billing for a physiotherapy practice: 10-15 clients/week, insurance claims, direct payments, balance tracking — in 3 hours/week with zero errors. Looking for 1-2 additional practices on the same model.
What makes this different from hiring a VA: I built a relational database that cut my client's billing time in half. I implemented their VoIP system, saving $200+/year. I identified and delivered an SEO project that wasn't in the original scope. You get reliable administration plus someone always looking to make the business run better.
Background: 6 years at Vancouver General Hospital managing databases for 2,000+ physician records. 15+ years operations experience. 4+ years fully remote (Italy-based, CET, serving North American clients).
Purpose
BusinessIndustry
Business Services & Consulting, Education, Events Planning, Financial Services, Food & Beverage, Medical & Pharmaceutical, WellnessLanguage
EnglishWhat's included
| Service Tiers |
Starter
$600
|
Standard
$900
|
Advanced
$1,200
|
|---|---|---|---|
| Delivery Time | 30 days | 30 days | 30 days |
Number of Hours of Work | 20 | 30 | 40 |
Basic Photo Editing | - | - | - |
Organize & Classify/Tag Files | |||
Formatting & Clean Up | - | - | - |
Project Management Support | - | ||
Travel Planning | - | - | - |
Frequently asked questions
About Jennifer
Database & Systems Specialist | Small Business Ops | Notion Airtable
New Westminster, Canada - 3:14 pm local time
For 6 years at Vancouver General Hospital, I built and maintained a relational database managing 2,000+ physician records with 99% accuracy — I just didn't know the professional terminology for what I was doing. I called it "Excel work." It was enterprise database administration: master-detail architecture, foreign key relationships, automated business logic, referential integrity, zero-error tolerance.
Now I apply those same principles to small businesses using tools you can actually maintain — Notion, Airtable, and Advanced Excel.
THE PROBLEM I SOLVE:
Your data lives in five different places. Client info in one spreadsheet, pricing in another, invoices in your accounting software, notes in email threads, and history in your head. You're looking up the same information repeatedly, making manual errors, and you can't get a clear picture of your business without pulling data from three sources and stitching it together.
I fix that. I design relational database systems where you enter information once and it flows everywhere it needs to go. Select a client, and their details auto-populate. Select a service, and the correct price appears. One dashboard shows every outstanding payment, pending task, or client status at a glance.
RECENT RESULTS (Verified — 225 billing sessions over 5 months):
Physiotherapy practice billing database (Notion, star schema architecture):
Insurance claims processing: 48% faster (6.3 → 3.3 min/claim)
Direct payments: 53% faster (2.5 → 1.2 min/transaction)
Zero pricing errors across 14 service combinations (5 months continuous)
System handled client roster changes (17 → 19 unique clients) without structural modification
Defensible annual value: $1,700–$4,900 depending on volume
"Jennifer originally came on to help with billing and admin for my mobile physiotherapy practice, but she quickly became much more than that.
She has taken initiative with improving systems, organizing workflows, researching solutions, and thinking critically about how to make the business run more smoothly rather than simply completing assigned tasks. She has helped take a huge mental load off my plate by managing and improving the back end of my business."
— Charlotte Mah, Thrive Wellness and Rehabilitation, Nanaimo BC
MY BACKGROUND:
6 years Vancouver General Hospital (2016–2021): Relational database managing 2,000+ physician records (99% accuracy, 6 years continuous). Master-detail architecture, VLOOKUP/INDEX-MATCH foreign key relationships, automated business logic, executive-level reporting.
15+ years operations experience across healthcare, telecommunications, and manufacturing. BCIT Operations Management diploma. 4+ years remote work (Italy-based, CET timezone, serving North American clients).
SERVICES:
Database Design & Implementation ($600–$1,200) Custom Notion/Airtable/Excel relational databases with automated lookups, business logic, and operational dashboards. Includes documentation and training.
Workflow Optimization ($400–$800) Current-state documentation, bottleneck identification, process improvements, SOPs, and efficiency measurement with before/after metrics.
Ongoing Billing & Operations Support ($600–$1,200/month retainer) I manage billing for a physiotherapy practice — 10-15 clients/week, insurance claims, direct payments, balance tracking — in 3 hours/week with zero errors. Looking for 1-2 additional practices on the same model. You get reliable administration, systems maintenance, and someone who spots inefficiencies while doing the work.
Strategic Consulting ($400–$800) Data analysis, competitive research, operational audits, and actionable recommendations with ROI projections.
WHO I WORK WITH:
Small service businesses with 10–50+ clients where data is scattered across tools, manual processes eat hours every week, and existing software doesn't give you the operational visibility you need. Healthcare practices, hospitality businesses, trades and service companies, professional services.
If you're drowning in spreadsheets, tracking things in your head, or spending more time on admin than on the work that actually makes money — we should talk.
CURRENTLY LOOKING FOR:
1-2 new retainer clients and select project work. If your business has 10-15+ clients per week and billing/admin is eating into your evenings, I can likely handle it in a few hours per week. Project-based ($600–$1,200), retainer ($600–$1,200/month), or hourly ($60–$75/hour for specialist work).
Message me with a brief description of your business, what problem you're solving, and your timeline. I respond within 4 hours.
Steps for completing your project
After purchasing the project, send requirements so Jennifer can start the project.
Delivery time starts when Jennifer receives requirements from you.
Jennifer works on your project following the steps below.
Revisions may occur after the delivery date.
Step 1: Onboarding Call
We review your practice operations, current tools, and admin pain points. I confirm scope and set up secure access to your systems.
Step 2: First Week — Supervised Ramp-Up
I shadow your existing workflows, establish communication rhythm, and begin handling billing and admin tasks with your oversight.