Clinical-grade virtual assistant support for clinicians, therapists and small business owners

VIRTUAL (PA) ASSISTANT—United Kingdom

Reaching out for support is a trust decision, not a quick click.

You’re handing over access to your time, your clients, and often highly sensitive information. I treat that with the same seriousness I used in Mental Health Act work: clear boundaries, precise records and no loose ends.

Reaching out for support is a trust decision, not a quick click.

You’re handing over access to your time, your clients, and often highly sensitive information. I treat that with the same seriousness I used in Mental Health Act work: clear boundaries, precise records and no loose ends.

If your inbox, diary or practice admin is quietly getting out of hand, we can fix that.

This phase is a first step: tell me a little about what’s going on, and I’ll let you know how I can help and what working together might look like.

Your message comes straight to me and stays with me. I won’t add you to a list or share your details with anyone else. In most cases I can offer practical, tailored support myself, and if for any reason I’m not the best fit, I’ll be honest about that and, where I can, suggest other options.

I work primarily via email so you always have a clear written record of what we’ve discussed and agreed.

  • Quick enquiry form – best for new projects or retainer questions.
  • Email: tom@sterbava.online (for anything you’d rather write in your own words).
    Location: Working remotely with clients across the UK and the Czech Republic – in English or Czech, wherever you’re based.

I usually reply within one working day (Monday–Friday). If your work involves urgent clinical risk or legal timeframes, please mention that in your message so I can respond appropriately.

A few focused questions help me understand your situation and keep your time on a discovery call to a minimum.

Answer as briefly as you like—bullet points are fine. I’ll only use the details you share here to reply to your enquiry and, if needed, to arrange a discovery call.

I’ll reply within one working day to acknowledge your message and, if helpful, suggest times for a complimentary discovery call.

On the call, we’ll look at what’s on your plate, what needs the most relief, and whether I’m the right fit.

There’s no obligation to go ahead – you’re not committing to anything until we both agree on a clear scope and next steps.

Once I receive your message, I’ll read it properly and reply with one of three things:

  • a couple of clarifying questions,
  • an invitation to book a complimentary discovery call, or
  • a note to say that I’m not the right fit right now. You won’t get a sales sequence or any pressure to “sign up”.

You won’t get a sales sequence or any pressure to “sign up”.

If we click and my skills match what you need, brilliant — we’ll look at how I can support you and what that might look like week to week. If either of us feels it’s not quite the right match, that’s also useful information; we’ll simply wish each other well, and you’ll still have a clearer picture of what you’re looking for.

If we do book a discovery call, I’ll ask you to share your key jobs and priorities in a short booking form so our time together stays focused and practical. After the call, I’ll follow up by email with a clear summary, suggested support (ad‑hoc, a Scout & Secure retainer, or a short project), and indicative pricing and timelines so you can decide in your own time.

There’s no obligation to go ahead – you’re not committing to anything until we both agree on a clear scope and next steps.

Clients describe my communication as “faultless” and my support as “calm, organised and reassuring in stressful situations”. My systems work has been standardised across 80+ hospitals and services in England and Wales, and I maintained 100% compliance in critical Mental Health Act processes.

If your admin feels noisy or risky, you don’t have to sort it out on your own. Send a short note, and we can explore whether I’m the right safe pair of hands for your practice or business.

Read what clients say

Your Questions Answered

What is STERBAVA and how do you work?

STERBAVA is a clinical-grade virtual assistant service that works remotely to manage admin, operations, and related support so clients can focus on delivery, decisions, and growth. The service is built around secure, professional handling of inboxes, diaries, systems, patient or client admin, and operational tasks.

Who is STERBAVA for?

I work with clinicians and therapists, solopreneurs, small business owners, and SME directors who need trusted, professional support behind the scenes. If you’re overwhelmed by admin, constantly interrupted, or simply tired of trying to hold everything together yourself, I’m here to take some of that weight off.

What makes STERBAVA different from a general VA?

STERBAVA is built around calm, capable, clinical-grade support. My background in Medical Secretary work and Mental Health Act compliance means I bring a high level of confidentiality, structure, and professional care to the way I work.

I’m not in healthcare — can I still work with you?

Yes. While my background is rooted in healthcare and compliance, I also support small business owners and directors who want a reliable, discreet, and well-organised right hand.

What can you help me with?

I provide remote support with admin, operations, coordination, inbox and diary management, scheduling, research, data entry, and selected business or creative tasks depending on what you need. The aim is always the same: to reduce the noise, improve the flow of your work, and free you up to focus on the parts only you can do.

How much do you charge?

My standard specialist rate is £35 per hour. That reflects the level of care, professionalism, and specialist experience I bring to the work.

Do you offer one-off help or ongoing support?

Both. You can bring me in for a focused project, ad-hoc support, or ongoing help that fits the way you actually work.

Can I choose which services I use my hours for?

Yes. Your hours can be used flexibly across my service areas, as long as the work fits within my scope and capacity. We’ll agree priorities up front so you know what will be covered.

Why not just hire an employee?

For many clients, working with a virtual assistant is a more flexible and cost-effective option because you only pay for productive hours. It can also remove the added costs and commitments that come with employment, such as NI, pension, equipment, and other overheads.

How do we get started?

We begin with an email conversation about what’s going on, what support you need, and whether I’m the right fit. If it feels promising, we book a complimentary 30-minute discovery call and take it from there.

What if I’m not sure what to delegate yet?

That’s completely fine. A lot of clients come to me knowing they need help, but not yet knowing exactly what that help should look like, and we can work that out together.

When does work start?

For new clients, work starts once we’ve agreed the scope, signed the Client Agreement and, where relevant, received the first invoice payment. For ongoing clients, work continues within the agreed monthly hours.

How will we communicate?

Day to day, we usually work by email so everything is clear and there is a written record to refer back to. For your discovery call and occasional check-ins, we can meet on Zoom or Teams.

Will I need to change all my systems?

No — not unless there is a very good reason to. I aim to work in a way that supports your business and reduces stress, not one that creates extra complexity for the sake of it.

Which legal terms apply if I’m in the UK or the Czech Republic?

Clients based in either the UK or the Czech Republic work under local terms. You’ll receive a country‑specific Terms of Business, Booking Form and Data Processing Agreement so that our paperwork aligns with your local legal requirements and court system.

Do you work remotely?

Yes — STERBAVA is a remote service. That means I support you virtually using email, video calls, and the tools needed to keep things moving smoothly.

Where are your clients based?

I primarily work with clients in the UK and the Czech Republic. I’m also happy to discuss other time zones if it feels like the right fit.

Do you handle sensitive or confidential work?

Yes. Confidentiality is a core part of how I work, and I treat your information with the same care and discretion that would be expected in more sensitive professional settings.

Do you use contracts and clear terms?

Yes — I provide clear business terms, a contract, and agreed expectations before work begins. That way, both of us know exactly what is being delivered, how we’ll work together, and what to expect.

What if something doesn’t go as planned?

If something feels off or isn’t working for you, email me as soon as you can. I’ll review what’s happened, correct any issues within my control, and adjust our process so it doesn’t repeat.

What if we realise we’re not the right fit?

That can happen, and it’s okay. If either of us feels the match isn’t quite right, we’ll wrap up any agreed work, follow the notice terms in the Client Agreement, and part on good terms.
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