Today we’d like to introduce you to Ally Raye.
Hi Ally, it’s an honor to have you on the platform. Thanks for taking the time to share your story with us – to start maybe you can share some of your backstory with our readers?
After undergrad, I looked for work that would let me stay connected to the field of psychology. I landed in an administrative role within a therapy practice and quickly learned that I really enjoyed the work behind the work – keeping things organized, figuring out how processes fit together, and finding ways to make everyone’s day run a little more smoothly.
I also burned out PRETTY quickly.
Part of that was the environment, but part of it was realizing that I needed more flexibility and more room to actually improve the systems I was working within. I’ve always had a tendency to look at a process and think, “Okay, but why are we doing it this way?” If there’s a simpler, clearer, or more sustainable way to do something, I have a hard time accepting “because that’s how we’ve always done it” as an answer. Especially if it can help those seeking support.
That eventually led me away from traditional practice administration and into freelance virtual assistant work. I started working with therapists and practice owners, and over time, what began as general administrative support grew into something much more focused on systems, workflows, and the infrastructure that keeps a practice running.
Through VirtualAlly, I have been able to work with mental health clinicians and practice owners across the US. Over time, a lot of of the same patterns kept showing up! These patterns and workflows led me to create Inquiry to Insight: The Practice Support System. I wanted to take the things I’ve learned from years of working alongside practices and turn them into something that helps clinicians and their support teams make better use of the systems and data they already have – rather than constantly reinventing the wheel.
Can you talk to us a bit about the challenges and lessons you’ve learned along the way. Looking back would you say it’s been easy or smooth in retrospect?
There have definitely been challenges along the way. I was figuring out business ownership largely on my own, and I started my business right before COVID, which was certainly an interesting time to be building something new.
But some of the biggest challenges have been less about any one external event and more about learning how to be a business owner. Learning to stand up for myself, set and maintain boundaries, know my worth, recognize when something isn’t a good fit, and – perhaps most importantly – learn to say no.
When you’re building a service-based business, it can be very tempting to say yes to EVERYTHING. You want to help people, you need the work/income, and you don’t necessarily know yet what your own boundaries need to look like. I’ve had to learn that protecting my time and capacity isn’t at odds with being helpful; it’s what allows me to do good work sustainably.
These less-than-smooth lessons have taught me to be more intentional about how I work, what I offer, who I work with, and the kinds of systems I build for myself and my clients.
Thanks for sharing that. So, maybe next you can tell us a bit more about your work?
At the most basic level, I provide virtual administrative and systems support to mental health clinicians and practice owners. I’ve spent years working alongside therapists, psychologists, psychiatrists, etc., so I’ve gotten pretty familiar with both the day-to-day administrative challenges of running a practice and the bigger-picture systems that support it.
A big part of my work is helping practices make the work behind the work easier. That might mean managing inquiries, improving intake and follow-up processes, documenting workflows, creating SOPs, organizing information, or looking at the systems a practice is already using and figuring out where things could be simpler (and take less mental load!).
I’m a spreadsheet nerd, ha. I’m interested in the space between “we’re doing this” and “we have a system for doing this.” There’s a huge difference. A lot of businesses have information, processes, and data scattered across spreadsheets, forms, email, calendars, EHRs, and various other tools – but that doesn’t necessarily mean those things are working together effectively.
I’m probably best known for asking questions like, “Why did we start doing it this way?” and “Is that still the best option?” I don’t get incredibly attached to one method, as each practice is different, and the level of importance for one data point can vary WILDLY between practices.
What I’m most proud of is the trust I’ve built with the clinicians and practice owners I work with. Mental health practices have some very specific considerations around privacy, communication, boundaries, and client experience, and I’ve been able to develop systems that take those realities into account without making everything unnecessarily complicated.
What sets me apart is probably that combination of administrative experience, customer service, and systems thinking. It’s what has led me to create Inquiry to Insight, including my Inquiry to Insight Setup, which helps practices turn the information and systems they already have into something they can actually use. Better client support = better practice support.
Are there any important lessons you’ve learned that you can share with us?
The most important lesson I’ve learned is the importance of boundaries – both knowing my own and respecting/supporting the boundaries of the people I work with.
It’s one thing to say, “I need better work-life balance.” It’s another thing to actually build systems and habits that support it.
A lot of my work now involves helping clinicians maintain boundaries in their own practices, too. Like, not booking clients over a clinician’s planned break, not responding to messages outside of normal business hours, following a cancellation policy consistently, or actually CHARGING a late cancellation fee when applicable.
I’ve learned that good systems can actually make boundaries easier to maintain. You don’t have to rely on willpower or make the same uncomfortable decision over and over if the process itself supports the boundary. It’s a reinforcement cycle – never perfect, but practice really helps.
Pricing:
- Inquiry to Insight Setup Service – Starting at $400
- General Administrative Support – $44/hr
- Social Media – $80/hr
- Website Updates – $80/hr
Contact Info:
- Website: https://www.virtualally.info/inquiry-to-insight-setup-service
- Instagram: https://instagram.com/virtualally_
- Facebook: https://www.facebook.com/profile.php?id=100090361685614
- LinkedIn: https://linkedin.com/company/virtual-ally-llc-colorado
