WaypointVA - Heather Pore
Proactive Virtual Assistant for Health & Wellness Professionals (& Other Small Businesses)A trusted partner who takes care of the details that drain your time and energy, giving you the space to focus on your clients and your mission.
What Makes WaypointVA Different
I believe a well-run wellness business starts with calm, clarity, and flow. Not hustle. That’s why my work goes beyond tasks and checklists to support the way you naturally move through your week.I don’t just tidy your inbox or organize your digital space. I create a steady, supportive structure behind the scenes so your business feels as intentional and grounded as the care you give your clients.Everything I create — from templates to workflows to weekly summaries — is designed to ease your mental load, simplify your days, and help you stay focused on the work that truly matters.Working together feels less like outsourcing and more like having a trusted partner. Your business finally aligns with the way you want to work: clear, organized, and fully in flow.
Hey, I'm Heather 👋
After 20 years as a front office manager at a physical therapy practice, I know what it takes to keep operations running smoothly and clients feeling cared for. I’ve also built my own photography business (and this one), so I understand the juggle of growing a business while managing all the behind-the-scenes details.At WaypointVA, I bring that experience together, blending human expertise with smart tools to help health and wellness professionals stay organized, consistent, and client-ready. It’s support designed to give you peace of mind and more room to grow.
The Way Your Business Could Feel
Imagine this:
You’re a wellness coach with a full schedule of clients and programs you love running — but your inbox is overflowing, your forms and check-in notes are scattered across folders, and your follow-ups keep slipping through the cracks.That’s where I come in. I’ll bring calm to the chaos: organizing your inbox, creating easy-to-reuse templates, and setting up a simple system to keep your client flow consistent.Most clients reclaim 5–8 hours each week; time they use to focus on clients, create new offerings, or simply take a real break.
Your energy goes back where it belongs: supporting your clients and growing your practice, not managing the moving parts behind it.
Or maybe you’re a nutritionist or holistic health practitioner building momentum with new clients and collaborations.
Between inquiries, progress tracking, and program updates, you’re spending more time organizing information than interpreting it.I’ll streamline your client communication, organize your digital workspace, and give you weekly clarity on what’s done and what needs attention.The real win isn’t just hours saved — it’s energy regained. With systems in place, your work feels lighter, calmer, and more intentional.You'll have a business that feels grounded, professional, and spacious — where your systems support your success instead of slowing it down.
Every client’s story looks different, but the outcome is the same: less stress, more clarity, and a business that feels lighter to run.
Support Levels
🟠Waypoint Essentials — One-Time Setup • $1,200Create calm, clarity, and structure behind the scenes.This one-time setup is for practitioners who feel scattered, overwhelmed, or behind in their systems. I’ll take everything that feels messy, disorganized, or hard to manage and turn it into something simple, clear, and supportive.What this looks like:• Cleaning up and organizing your digital spaces so everything is easy to find
• Streamlining your forms, client documents, and resources
• Refreshing or creating templates that save you time and keep things consistent
• Setting up simple workflows that support how you naturally move through your weekEvery setup is shaped around your tools, your workflow, and the kind of practice you run.The result:A grounded, organized foundation that reduces mental clutter and supports a calmer, more intentional workweek.
Many clients continue with an ongoing partnership after their setup, but it’s completely optional.
🔵 Waypoint Plus — Monthly Retainer • $1,600/monthWeekly support that keeps your practice steady, organized, and in flow.This level of support is for practitioners who want consistency and clarity. I’ll help you stay on top of client details, follow-ups, and weekly organization so you always feel prepared instead of playing catch-up.What this looks like in your week:• Weekly check-ins so you know which clients need follow-ups or renewal conversations
• Keeping your client notes, forms, and trackers updated and organized
• Maintaining your systems so nothing drifts into chaos again
• Preparing what you need for upcoming sessions, content, or programs
• Helping you stay aware of important dates, deadlines, and next stepsEverything is tailored to how your practice naturally flows.The result:A steady, grounded week where nothing gets lost or forgotten and your energy stays focused where it matters most — on your clients and your work.
🟢 Waypoint Pro — Monthly Retainer • $2,000/monthComprehensive support that elevates your client experience and helps you grow with ease.Waypoint Pro is for practitioners who are ready for a higher level of partnership. I’ll manage the moving parts of your client journey, programs, communication, and day-to-day flow so your practice feels seamless and professionally supported.What this looks like in real life:• Handling client communication, including inquiries, follow-ups, check-ins, onboarding, and offboarding
• Keeping your entire client journey smooth, consistent, and aligned with your values
• Supporting the logistics of your programs, workshops, or offers
• Tracking sessions, progress, renewals, and important touchpoints
• Preparing materials or gathering information you need for new ideas or collaborations
• Quarterly reviews of your systems to identify what’s working and where you can save more timeEverything is adapted to your communication style and preferred way of working.The result:A polished, elevated client experience and a business that moves forward with steady momentum, giving you the freedom to focus on serving clients and creating your best work.
One-Time Projects
Sometimes you just need focused help — a system streamlined, a process documented, or planning a workshop.
One-time projects are available upon request and are tailored to your exact needs.
Behind-the-Scenes Support You Can Count OnEvery partnership is personalized to your business and the way you work best. Support often includes:• Managing client communication and follow-ups
• Organizing and maintaining digital systems and resources
• Creating or refining templates and forms
• Tracking client sessions, renewals, and goals
• Documenting workflows for clarity and consistency
• Coordinating launches, workshops, or programs
• Light research or preparation for new ideas and collaborations
• Reviewing and refining systems to save time and reduce frictionNot sure what you need yet? That’s what our discovery call is for. We’ll design a plan that fits the rhythm of your practice.