Back Office Support - Admin
Delegate the Details. Free Up Your Mind.
You don’t need a hustling v.a. trying to put food on the table. You need a dedicated Koap employee whose pay isn't based on juggling as many clients as possible.
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Koap’s Admin Support is built for practices that already know their processes, their needs, and exactly what they want off their plate. We step in, take the burden off your hands, and keep your back office running clean.
What Your Koap Admin Can Do​
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​Koap Admin Support handles all the behind‑the‑scenes work that keeps your practice organized and compliant​.
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Here are examples of the tasks your admin can take over:
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Administrative Tasks (Non‑Intake)
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Managing practice email inboxes
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EHR migration and system cleanup
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Discharging inactive clients
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Chart audits (checking for missing notes, unsigned notes, compliance issues)
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Creating or updating forms & documentation
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Uploading paperwork to EHR
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Managing clinician payroll (if you provide the process and structure)
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Light billing admin (NOT collections): sending reminders, uploading billing notes
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Closing loops on tasks left hanging by clinicians or billers
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Quality control checks on documentation & follow‑up tasks
What Admin Support NEVER includes
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Intake calls
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Screening potential clients
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Booking new clients
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Managing new client inquiries
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Insurance verification or benefits checks
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Sales or consult calls
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Marketing strategy
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Operations consulting or coaching
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Any client‑facing phone calls
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Managing waitlists
If it’s intake or client facing, this is not service. Our Intake Coordinator service might be a better fit.
If it’s admin behind the scenes? We’ve got you!
How Admin Support Works​
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You’ll be assigned a dedicated Admin Lead backed up by the trained Koap administrative team if your task list grows or deadlines require support.
Everything is centralized in Trello, so you always know:
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What’s being worked on
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What’s done
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What’s waiting on you
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What’s upcoming
Our admins respond within 1 business day, with task completion based on reasonable turnaround times. Tasks that require less than 24 hours notice are not guaranteed same‑day.
Meetings/check‑ins after the onboarding call count toward your plan time.
One-Time Projects to Boost Your Practice
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In addition to ongoing admin support, we offer targeted, high-impact projects to help you get organized, re-engage clients, and optimize your workflows:
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Client Re-Engagement Campaign – Bring past clients back on your schedule and fill open slots faster.
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Inbox + Systems Reset – Clean, organize, and streamline your inbox, folders, filters, and templates.
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Waitlist Activation or Referral Sweep – Warm up your SP waitlist or follow up on missed referrals to maximize bookings.
These projects can be selected individually or bundled together, giving you flexibility to address your most pressing needs.
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Pricing:
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Pick 1 project: $299
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Pick 2 projects: $499
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Pick all 3 projects: $650
***No setup fee
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December special: $50.00 off​
Back Office – FAQ
Does Admin Support include intake tasks?
No. Admin Support does not include any intake, screening, new client onboarding, or client‑facing communication. If you need intake work, choose one of our Intake Coordinator plans.
What kinds of things can my admin handle?
All back‑office work: EHR cleanup, discharges, chart audits, payroll prep, form uploads, documentation follow‑up, email management, and more. Anything admin that does not involve intake or marketing.
Can my admin talk to clients by phone?
No. Admin Support is strictly behind the scenes. If you need live answering and client phone contact, you’ll want either Premium Reception or Intake + Message‑Only bundles.
How is my admin support time tracked and managed?
Your admin logs time right in Trello, so you always know how much of your monthly hours have been used. If you’re getting close to your limit, we’ll give you a heads-up. You can choose to purchase extra hours if needed, or ask us to pause work until your next billing cycle starts...your choice, no surprises.
If you consistently go over your included hours for more than two months in a row, we’ll recommend upgrading your plan so your needs are fully covered and there’s no disruption in support.
How fast are tasks completed?
Admins respond within 1 business day. Tasks needing less than 24 hours notice are not guaranteed same‑day, but we’ll always communicate turnaround expectations.
Can unused hours roll over?
No. Hours reset at the end of each billing cycle, but you can upgrade or downgrade before your next month starts.
How do I communicate with my admin?
Through Trello. All tasks, comments, updates, and files live in one organized workflow. Meetings after onboarding count toward your plan hours.
How do I communicate with my admin?
Trello is an easy-to-use, visual task management tool that helps you see what’s being worked on and what’s coming up next. We keep things very simple....no complicated features, no overwhelming setup. You’ll just log in to view tasks, leave quick notes or requests, and check off what’s been done. We’ll send you a short video tutorial so you’ll know exactly how it works, and our team is always here if you need help.
Why is there a $125 setup fee?
The one-time $125 setup fee covers the time and care it takes to onboard your practice the right way. This includes securely setting up access to your systems, reviewing your workflows and preferences, customizing your documentation and Trello board, and making sure your Admin Lead is fully prepared to hit the ground running. We charge this fee so your transition is smooth, your data is safe, and you’re set up for success from day one.