What programs we use in our business

Hi there!  My name is Paula Burgess and I’m from Beyond the Maze.  We are a Virtual Assistant business based in Brisbane, Australia. 

Today I wanted to talk to you about the different programmes we use within the business.  As a new client joining us, you’ll often ask us what the programmes are that we use so that you are assured that we know what we’re doing.   

Generally, what we do find though if we haven’t used a programme before, that you might be using in your practise then we could pretty much pick it up.  We’ve been in the industry now for 10 years and we’ve seen a lot of different programmes. 

We’re using certain programmes every single day and what we generally find is that if we haven’t come across a programme before that you are using, then we can pick it up quite quickly. 

This is because we’ve been in and out of so many different programs and most of them have either online YouTube channels or Facebook groups or within themselves, they have help centres that you can go through their FAQ’s, or you can reach out to them and ask questions. 

So that’s not up to you to then know the ins and outs of the programme, this is something that we will teach ourselves how to use if you are unsure how to use the admin side of your program. 

To give you an idea, first of all, in the Allied Health space, we’ll use things like Halaxy.  So Halaxy is one of our favourite ones to use!  It’s one of the programs we also offer a package where we can set up your Halaxy for you.  It’s really affordable.  It’s great for first time practitioners or somebody who just needs a rejig of their Halaxy, and we’ll go through and set up the system for you.  We can set up some intake forms and just make sure it’s ready to use for you to start and hit the ground running. 

Cliniko is another program that we use. Cliniko, Halaxy and Power Diary is another one.  They’re the three main ones that we’re in every single day, and then we’ve got Coreplus, and we’ve got Nookal. With Nookal we’re actually a preferred user of Nookal, which is pretty exciting. 

We also have a couple of others in there, but they’re probably our main ones that we’re using every day.  Generally, as I said before, if there’s a program that you are using in your practise that I haven’t mentioned there, then one of my team may have seen it before or we’ll pick it up pretty quickly for you. 

On the financial planning side, the main programme there is XPlan, and that’s a pretty standard one across the board.  We also use Midwinter as well. 

That’s generally our main programmes that we use. 

What do we use internally to do the tracking and reporting for you? 

We offer a reporting package as well, where we will provide you with monthly reporting on what we use for your business, which will help you gauge where the time is being spent in administration.  That’s tracked on a programme called Harvest.  Harvest will print out those reports for us, and then I’ll just go and tweak them to make them a little bit more user friendly so you can see what we’re doing. 

To ensure that things are kept up to date and followed up and tracked within our team, we use a programme called ClickUp.  Click Up is a task management software, and it integrates with a lot of other different programmes.  That’ll help us if the team are doing invoices every day for you, for example, then they’re putting a task in there for every day to do the invoices, and it’s a recurring task.  When they say it’s completed for one day, it’ll pop up for the next day.  

To answer your phones, if we’re answering your phones for you, we’ve got a very solid phone system, and that is Zoom Phone.  Obviously, all of us or the majority of us know Zoom, and we probably have used Zoom at some point in our life, and so that’s a very, very strong and supportive network to be using. 

We switched over to Zoom probably about three, maybe four years ago, and we’ve never had a problem with it, touch wood, and it’s a great programme to be able to use.  It also gives us the reporting that we want, and it just makes it easier.  It’s very easy and user friendly. 

We can record phone calls on Zoom for customer service training, if you like. Now we understand privacy and for all of our Allied Health clients we don’t record unless specifically asked.  As a general rule, we don’t record calls within the business unless we are specifically asks to do so.  We have the ability to turn on the recording for each individual client if needed. 

That’s a summary of our programs, obviously, we use a Microsoft suite, our Google suites and all that sort of thing as well to help keep the business running.  For you as a client, that’s pretty much what you need to know. 

If you’re an Allied Health client and you’re not sure what programme to use, then reach out to us and we can have a chat to you about what programmes that we’re using and what we find works best for you. 

If you wanted to have a chat with us about using a VA in your business to help you move your business, further or just give you some time back. 

Then click on the link below. 

https://beyondthemaze.com.au/contact/book-a-free-consultation/

Book into my calendar and let’s have a chat.  

Bye for now! 

Paula Burgess - Keynote Speaker QLD Australia

ABOUT THE AUTHOR

Paula Burgess is the founder and director of Beyond the Maze, a virtual assistant, coach, author, keynote speaker, mum of a special needs child and a Brisbane based girl who loves fast cars!

She also provides courses and membership to support other business owners working around children with special needs.