[Hiring] Dental Scheduling Virtual Assistant @HireHawk

Role Description

We are looking for a full-time Dental Scheduling Virtual Assistant who has proven experience scheduling outstanding treatment plans and re-care appointments in a dental practice. This is not a passive administrative role. Your primary goal is to proactively work the practice's outstanding patient lists, connect with families, and turn follow-up opportunities into booked appointments.

You will have direct access to the practice's cloud-based dental software and internet phone system and will work closely with the practice owner and two front-office coordinators. Success will be visible in the numbers: quality outreach, completed follow-ups, and patients successfully added to the schedule.

Responsibilities

• Own the daily outreach process for outstanding treatment plans and overdue re-care patients from report to booked appointment.
• Pull and work outstanding treatment and re-care reports from the practice management system every working day.
• Complete an initial target of 40-60 quality outbound call attempts per day while maintaining a warm, patient-focused experience.
• Follow up consistently with patients who do not book on the first attempt instead of allowing opportunities to fall through the cracks.
• Schedule outstanding treatment and re-care appointments accurately based on practice availability and patient needs.
• Use the practice's internet-based phone system so outbound calls appear to come directly from the dental office.
• Maintain a clear daily activity report covering patients contacted, re-care appointments scheduled, and outstanding treatment plans scheduled.
• Keep outreach lists organized and make it easy for the practice owner to see progress and results.
• Participate in regular update meetings with the practice owner and two front-office coordinators.
• Represent the pediatric practice with the same friendly, professional, and family-focused communication patients would receive from the in-office team.

Qualifications

• Proven dental-office experience scheduling outstanding treatment plans and re-care or recall appointments from practice management reports.
• A demonstrated track record of turning outbound patient follow-up into booked appointments.
• Confidence completing 40-60 quality outbound call attempts per day and following patients consistently until there is a clear outcome.
• Ability to work full-time Monday through Friday, 8:00 AM-5:00 PM Central Time, and start as soon as possible.
• Comfort learning and working independently in cloud-based dental practice management software and internet phone systems.
• Reliable home-office setup with backup internet and power, plus willingness to participate in HireHawk's standard activity monitoring during working hours.

Nice to Have

• Experience using Curve Dental Software.
• Experience with another dental practice management platform if you have not used Curve Dental.

Benefits

• Compensation: USD $900 - $1,200 / month.
• Schedule: Monday-Friday schedule, 8:00 AM–5:00 PM CST.
• Fully remote environment.
• Structured onboarding and clear expectations.
• Outcomes-first culture.