For Wellness Coaches

Virtual Assistant for Wellness Coaches.

High-performing virtual assistants, matched to how you actually work. Get your time back and spend it on what matters most. Your clients, your programs, and the practice you're building.

✓ Vetted, top 1% ✓ Matched to you ✓ No long contracts
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See the time you'd get back
The work that fills your week

This is what's keeping you away from what matters.

New prospect inquiries from your site and referralsScheduling discovery calls
Drafting program proposals and agreementsRouting client agreements for e-signature
Onboarding new clients into your schedulerSending intake forms and lifestyle assessments
Compiling intake responses into prep notesBuilding session prep packets from prior notes
Drafting recap emails and habit prompts after sessionsSending session reminders and prep prompts
Tracking client check-ins and accountability touchpointsUpdating client progress in your practice management tool
Group cohort enrollment and onboardingCoordinating group sessions and recordings
Posting weekly prompts and resources to your communityModerating your membership or community platform
Drafting invoices and program payment plansAR follow-up on outstanding invoices
Newsletter drafting and sendsSocial and Instagram content drafting and scheduling
Podcast and speaker pipeline outreachMaintaining your client and prospect CRM
What your VA picks up

What your VA picks up.

Here's the work wellness coaches typically hand off. The shape varies by practice and program mix, we scope what yours owns first on the intro call.

Client intake and contracting. New prospect inquiries handled, discovery calls scheduled, program proposals and agreements drafted and routed for e-signature, onboarding into your scheduler.

Scheduling and reminders. Ongoing sessions booked, reminders and prep prompts sent before every session, reschedules handled, check-in cadences tracked between sessions.

Session prep and recap. Prep packets built from prior notes and assessments, recap emails and habit prompts drafted after every session, progress logged in your practice management tool.

Group programs and cohorts. Cohort enrollment and onboarding, group session and recording coordination, weekly prompts and resources posted, attendance and progress tracked.

Community and membership. Membership platform moderation, community posts and prompts queued, member inbox triage, the noise filtered so members feel held and engaged.

Content, BD, and billing. Social and Instagram content drafted and scheduled, newsletter sends, podcast and speaker outreach, invoices drafted for your approval, AR follow-up on payment plans.

Ready when you are

Your time is valuable. Focus on what actually matters. Your clients, your programs, and the practice you're building.

Take back your time now
FAQ

Common questions from wellness coaches.

Don't see yours? Bring it to the discovery call.

How does my VA learn the tools we use, like Practice, Paperbell, Acuity, Calendly, Kajabi, Circle, Mighty Networks, or our membership platform?
During onboarding. We train your VA on your specific stack, your SOPs, and your workflows before they start running anything live. By the end of the first few weeks they're operating in your scheduling, CRM, content, and community tools fluently and following the playbook you set.
How do you handle confidentiality given how personal client health information can be?
Discretion is the baseline. Your VA can sign a confidentiality agreement and any practice-specific NDA before they touch anything, and they operate inside the access controls you set. Intake forms, lifestyle assessments, and any sensitive client material stay inside the access controls you define. You own the security stack, and we help you set it up: dedicated residential proxies and VPNs for account access, an encrypted password manager like 1Password, and role-based access scoped only to what your VA needs. Credentials are never shared in plain text, and your VA's access is revoked immediately on any transition. If you operate as a HIPAA-covered entity or under any equivalent regional health-privacy regime, we'll defer to your counsel on what access your VA can have and what additional safeguards are required.
Can my VA give clients health, nutrition, or fitness advice?
No. Your VA handles the operational and administrative load around the practice (intake, scheduling, session prep packets, recap drafting, community management, program admin, content, BD), while coaching itself, any guidance that touches health, nutrition, or fitness recommendations, and anything that approaches medical territory stays with you. If you operate under specific professional certifications or scope-of-practice rules, we'll defer to your judgment on where the line falls.
Can my VA reply to clients in the community or membership in my voice?
Yes, against your tone guide and escalation rules. Standard practice is for your VA to handle routine engagement (FAQs, welcome posts, accountability nudges, light moderation) and to escalate anything sensitive (health concerns, complaints, sensitive disclosures) to you. We scope where the approval line falls on the intro call.
Will my VA be dedicated to my practice, or shared with other clients?
Dedicated. Your VA is matched to your practice and works your hours on your work. We scope the engagement on the intro call, and your VA isn't being rotated through other clients in the background.
What time zones do your VAs work in?
Our team works around your schedule. We work with clients across North America and Europe, and we match a VA who can cover your business hours. Tell us which hours you need, and we'll scope it on the call and make sure you get coverage. If covering your hours means your VA works a graveyard shift in their time zone there may be additional cost, we'll identify it up front and clearly communicate it before you start working together.
What does onboarding look like?
Onboarding is about setting your VA up for success. We help you organize the access, resources, and direction your VA needs to start strong, pointing them at the SOPs, tools, and playbooks you already use. You own the systems and the playbook for your practice, and we make sure your VA has what they need to follow them. A BlueMoso manager stays in the loop through the first month to run QA and help the working relationship find its rhythm.
What does a virtual assistant cost?
It's a monthly subscription, custom scoped on the discovery call. A managed option is also available if you'd like us to run weekly check-ins, QA the work, own SOPs, and cover when your VA is out. Pay by credit card or bank transfer, collected before service starts and automatically charged at the start of each month after that. Month-to-month, no long contracts, swap anytime.
What if it isn't a good match?
Tell us. We swap VAs at no cost. Most clients who swap early stay with us long-term, and our average engagement runs past 12 months.

Still have questions? Bring them to the call.

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