[Hiring] Dental Virtual Assistant @Winning Assistants

Role Description

Our client is an established U.S.-based dental practice with surgical dental services, seeking an experienced, organized, and confident Dental Virtual Assistant — Insurance Verification & Scheduling to support dental insurance verification, pre-appointment chart reviews, strategic scheduling, and patient communication. The role will focus on ensuring:

• Insurance information is verified before patient visits.
• Appointments are scheduled according to the practice's surgical workflows and SOPs.
• Patient charts are accurately reviewed and prepared.

The ideal candidate has:

• Strong dental insurance verification experience.
• Extensive dental scheduling experience.
• Knowledge of surgical dental practice operations.

Responsibilities

• Dental Insurance Verification — First Priority
  • Independently verify dental insurance eligibility, active coverage, benefits, and patient financial responsibility before scheduled appointments.
  • Review plan-specific coverage details, limitations, exclusions, and other relevant insurance information.
  • Contact insurance companies or use payer portals to clarify coverage questions and resolve discrepancies.
  • Accurately document verified insurance information in the practice management system.
  • Identify missing or inconsistent insurance details and follow up before patient visits.
  • Begin insurance verification independently at 8:00 AM Pacific Time, without relying on immediate assistance from the office team.
• Dental Chart Reviews & Pre-Appointment Preparation
  • Review patient charts before scheduled appointments to ensure administrative information and supporting records are complete.
  • Identify missing documentation, insurance information, or appointment-related requirements.
  • Update and organize patient records in the dental practice management system.
  • Flag incomplete information or issues requiring clinical or office staff review.
  • Ensure charts are prepared accurately and on time to support efficient patient visits.
• Strategic Dental Scheduling, Patient Communication & Administrative Support
  • Strategically schedule dental appointments according to the practice's surgical workflows, scheduling guidelines, and SOPs while balancing patient needs and practice productivity.
  • Manage new patient scheduling, hygiene appointments, appointment follow-ups, and scheduling overflow.
  • Coordinate scheduling adjustments with the existing treatment planner and patient coordinator to minimize scheduling gaps, errors, and conflicts.
  • Communicate confidently and professionally with patients, prioritizing text messaging first and phone calls when needed.
  • Maintain accurate scheduling documentation, provide task updates, and assist with additional dental administrative responsibilities as needed.

Qualifications

• Dental Insurance Verification Experience: Required.
• Dental Scheduling Experience: Required.
• Surgical Dental Practice Knowledge: Required.
• Dental Practice Management Software Experience: Required.
• Oryx Experience: Preferred but not required.
• Dental Chart Review Experience: Preferred.
• Dental Patient Communication Experience: Required.
• Dental Administrative Experience: Required.

Requirements

• Must speak and write English clearly and professionally.
• Must have relevant work experience.
• Must be able to provide an NBI Clearance and/or Local Police Clearance before onboarding (mandatory).
• Must be available to attend video meetings with camera on when required.
• Computer: Reliable laptop or desktop computer.
• Internet: Stable high-speed internet connection (minimum 25 Mbps).
• Audio: Noise-canceling headset.
• Video: Working webcam for virtual meetings.
• Workspace: Quiet and professional work environment.

Benefits

• Dedicated HR & Contractor Support Team: Access to world-class support for questions, guidance, contract matters, and client communication.
• Premium VPN Access (Optional): A secure VPN license can be provided upon request to enhance privacy and security for client-related tasks.
• HIPAA & Cybersecurity Training + Certification (Provided): Access to our internal HIPAA compliance training, cybersecurity modules, and certification to help you confidently handle PHI for U.S. healthcare clients.
• Top 1% VA Performance Training: Access to our proprietary training on communication, client management, productivity systems, and best practices to help you become a top-performing VA and increase long-term client retention.
• Client-Approved U.S. Holidays: Contractors may take U.S. holidays off according to the client’s needs and schedule.
• Client-Approved Paid or Unpaid Time Off: Time off may be granted by your client. Paid time off is optional and only if offered by the client.
• Access to Tools & Resources: Templates, workflow guides, productivity tools, and client-specific SOP support to help you perform at your best.
• Optional Performance-Based Incentives: Some clients may offer bonuses, incentives, or increased hours based on your performance.