[Hiring] Virtual Assistant @Virtual Staff 365

Role Description

Our client is a well-established specialist dental practice operating in the Sydney region. They deliver high-quality orthodontic care to a diverse community through a client-focused, dynamic, and fast-paced environment. They are now seeking to hire a Virtual Assistant to support their daily practice operations, manage patient communications, and maintain administrative workflows.

Job Responsibilities

• Patient Communication & Call Handling
  • Handle inbound patient phone calls, return missed calls, and manage call overflow.
  • Perform outbound pre-treatment and follow-up calls for patients needing future appointments.
  • Respond promptly to routine patient enquiries via phone and email.
• Appointment & Schedule Management
  • Confirm, book, and reschedule patient appointments in a timely manner.
  • Follow up unconfirmed appointments daily to ensure smooth schedule flow.
• Accounts & Financial Administration
  • Manage accounts receivable and follow up on outstanding or overdue payments.
  • Contact patients regarding overdue accounts and collect missed payments.
  • Process patient payments efficiently and maintain accurate financial records.
• Administrative & Social Media Support
  • Upload patient records, X-rays, consent forms, and other documentation.
  • Maintain patient records and update the practice management system.
  • Perform general administrative tasks, data entry, and basic reporting.
  • Create and schedule social media posts for the practice.

Qualifications

• Proven experience in virtual administrative or customer service roles.
• Previous experience handling both inbound and outbound high-volume telephone calls.
• Background in managing accounts, accounts receivable, and payment follow-ups.
• Strong English communication skills, both written and verbal.
• High attention to detail with excellent team collaboration abilities.
• Dedicated, self-motivated, and able to work independently in a remote environment.

Requirements

• Nice-to-Have Skills
• Experience in medical, dental, or orthodontic administration.
• Experience using Dolphin or similar practice management systems.
• Familiarity with tools like Ontraport, Slack, MS Teams, and basic AI platforms like ChatGPT.

Benefits

• Permanent work-from-home set-up.
• Dayshift (Australian Eastern Standard Time business hours).
• Part-time job.
• HMO (STAFF only).
• Annual leave.
• 13-month pay.
• With Government mandated benefits.