Administrative Support for Practitioners Who Want Their Time Back

Back-end admin support designed specifically for solo and small school psychology practices — so you can focus on clients, not logistics.

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If this sounds familiar, you're in the right place...

Strategic, AI-driven steps built to grow your business faster, smarter, and stronger with measurable results

Invoicing, follow-ups, and documents pile up faster than you can keep up

You’re doing admin work late nights or weekends

Systems feel scattered or half-built

You know you need help — but training someone feels like more work

Administrative support shouldn’t add stress — it should remove it.

I handle the back-end — you stay client-focused

I provide ongoing administrative support designed specifically for solo and small school psychology practices. Instead of juggling tasks or managing a virtual assistant, you get reliable, behind-the-scenes support that keeps your business running smoothly.

No generic VA work. No micromanaging. Just consistent follow-through and clear systems.

What I take off your plate

Invoice & Payment Tracking

Invoices are sent on time, payments are tracked, and follow-ups are handled consistently.

Invoice & Payment Tracking

Invoices are sent on time, payments are tracked, and follow-ups are handled consistently.

Invoice & Payment Tracking

Invoices are sent on time, payments are tracked, and follow-ups are handled consistently.

Client Follow-Up Support

Routine client communications are managed so nothing slips through the cracks.

Client Follow-Up Support

Routine client communications are managed so nothing slips through the cracks.

Client Follow-Up Support

Routine client communications are managed so nothing slips through the cracks.

Document Organization

Files, forms, and records are organized in a way that’s easy to maintain and access.

Document Organization

Files, forms, and records are organized in a way that’s easy to maintain and access.

Document Organization

Files, forms, and records are organized in a way that’s easy to maintain and access.

Workflow & System Setup

Simple, practical systems are put in place to support your day-to-day operations.

Workflow & System Setup

Simple, practical systems are put in place to support your day-to-day operations.

Workflow & System Setup

Simple, practical systems are put in place to support your day-to-day operations.

Support is on-going and tailored. Every practice is unique so services are never one-size-fits-all

See Service Packages

Support that understands your work

School psychology practices have unique workflows, timelines, and ethical considerations. My support is designed with that context in mind — not adapted from generic business admin.

Support Standards & Structure

Familiar with professional service workflows

Systems-first, not task-by-task chaos

Clear documentation and boundaries

Confidential and detail-oriented

Consistent weekly support

What You Can Expect

Clear communication and expectations

Tasks handled without reminders

Organized systems that stay organized

Clear communication and follow-through

Support that blends into your workflow

PRICING

Service Packages

Flexible support — without hiring an employee

Standard

$175

/month

Check Availability

Standard package includes

Invoicing & payment tracking

Light/routine client follow-up

Document organization

Monthly dashboard summary

Up to 2 hours per week

Optional Add-On:

Basic Bookkeeping

(income tracking, basic categorization) +$225/month

Growth

$500

/month

Check Availability

Everything in Standard PLUS

Inbox management

Scheduling and reminders

Basic content or marketing tasks

Vendor coordination

Up to 6 hours per week

Optional Add-On:

Full Bookkeeping

(income + expenses, 1–2 reconciliations, quarterly summary)

+$200/month

Premium

$1100

/month

Check Availability

Everything in Growth PLUS

Project and workflow management

Product sourcing

Template and process creation

Monthly planning meeting

Up to 12 hours per week

Optional Add-On:

Complex Bookkeeping

(income + expenses, 2–3 reconciliations per month, monthly report, quarterly tax estimate) +$250/month

Standard

$175

/month

Check Availability

Standard package includes

Invoicing & payment tracking

Light/routine client follow-up

Document organization

Monthly dashboard summary

Up to 2 hours per week

Optional Add-On:

Basic Bookkeeping

(income tracking, basic categorization) +$225/month

Growth

$500

/month

Check Availability

Everything in Standard PLUS

Inbox management

Scheduling and reminders

Basic content or marketing tasks

Vendor coordination

Up to 6 hours per week

Optional Add-On:

Full Bookkeeping

(income + expenses, 1–2 reconciliations, quarterly summary)

+$200/month

Premium

$1100

/month

Check Availability

Everything in Growth PLUS

Project and workflow management

Product sourcing

Template and process creation

Monthly planning meeting

Up to 12 hours per week

Optional Add-On:

Complex Bookkeeping

(income + expenses, 2–3 reconciliations per month, monthly report, quarterly tax estimate) +$250/month

Elite Package

For high-volume consultants & small businesses who want a fully managed backend.

Includes:

End-to-end administrative and operations management
Full client communication handling
Ongoing workflow, systems, and process oversight
Weekly operations check-in
Strategic planning & financial review (quarterly)
FULL COMPLEX BOOKKEEPING

Request

Availability

$1750/month

Additional Services

Book Services Now

Website Build (Simple 1–3 pages) — $500

Website Build (Full small business) — $950

Website Management — $100/month

Brand Refresh (fonts, colors, templates) — $150

Social Media Setup/Refresh — $75

LLC + EIN + Bank Setup Package — $150

Quarterly Bookkeeping Cleanup — $100/quarter

Custom Business Processes (templates, systems) — $150

Website Build (Simple 1–3 pages) — $500

Website Build (Full small business) — $950

Website Management — $100/month

Brand Refresh (fonts, colors, templates) — $150

Social Media Setup/Refresh — $75

LLC + EIN + Bank Setup Package — $150

Quarterly Bookkeeping Cleanup — $100/quarter

Custom Business Processes (templates, systems) — $150

Feel free to email me with any questions! calmmindcompany@gmail.com

Simple, Low-Lift Onboarding

1. Book a clarity call – We confirm fit and needs

2. Quick setup – Access, systems, and priorities

3. Ongoing support – Tasks handled weekly with clear communication

No long onboarding. No constant check-ins required.

Book a Call Now

About CalmMind Co.

Welcome,

My name is Mikaela. I’m the Founder and Service Provider behind this administrative support practice. I work behind the scenes to help school psychologists and other practitioners create structure, consistency, and breathing room in their businesses.

Being married to a School Psychology PhD student has given me a front-row view of how heavy admin can feel for practitioners — the confidentiality requirements, documentation, scheduling, and financial juggling. That perspective is what led me to build this practice around calm systems and ethical care.

My goal is simple: make admin feel handled — not heavy.

Ready to offload the admin? Book a free clarity call. No pressure. Just a conversation to see if support makes sense.

I look forward to getting to know your practice!

Mikaela Flores,

Founder & service Provider

Connect with us

calmmindcompany@gmail.com

Administrative Support for Practitioners Who Want Their Time Back

If this sounds familiar, you're in the right place...

Invoicing, follow-ups, and documents pile up faster than you can keep up

Invoicing, follow-ups, and documents pile up faster than you can keep up

You’re doing admin work late nights or weekends

You’re doing admin work late nights or weekends

Systems feel scattered or half-built

Systems feel scattered or half-built

You know you need help — but training someone feels like more work

You know you need help — but training someone feels like more work

Administrative support shouldn’t add stress — it should remove it.

I handle the back-end — you stay client-focused

What I take off your plate

Invoice & Payment Tracking

Invoice & Payment Tracking

Invoice & Payment Tracking

Client Follow-Up Support

Client Follow-Up Support

Client Follow-Up Support

Document Organization

Document Organization

Document Organization

Workflow & System Setup

Workflow & System Setup

Workflow & System Setup

Support is on-going and tailored. Every practice is unique so services are never one-size-fits-all

Support that understands your work

Support Standards & Structure

What You Can Expect

Service Packages

$175

$500

$1100

$175

$500

$1100

Elite Package

For high-volume consultants & small businesses who want a fully managed backend.

Includes:

End-to-end administrative and operations management

Full client communication handling

Ongoing workflow, systems, and process oversight

Weekly operations check-in

Strategic planning & financial review (quarterly)

Request

Availability

$1750/month

Additional Services

Simple, Low-Lift Onboarding

1.

Book a clarity call – We confirm fit and needs

2.

Quick setup – Access, systems, and priorities

3.

Ongoing support – Tasks handled weekly with clear communication

No long onboarding. No constant check-ins required.

No long onboarding. No constant check-ins required.

About CalmMind Co.

Welcome, My name is Mikaela. I’m the Founder and Service Provider behind this administrative support practice. I work behind the scenes to help school psychologists and other practitioners create structure, consistency, and breathing room in their businesses.

My goal is simple: make admin feel handled — not heavy.

Ready to offload the admin? Book a free clarity call. No pressure. Just a conversation to see if support makes sense.

I look forward to getting to know your practice!

Mikaela Flores,

Founder & service Provider

Connect with us

Welcome,

My name is Mikaela. I’m the Founder and Service Provider behind this administrative support practice. I work behind the scenes to help school psychologists and other practitioners create structure, consistency, and breathing room in their businesses.