[Hiring] Dental Insurance & Patient Success Virtual Assistant @Winning Assistants

Role Description

We're looking for an experienced Dental Front Office & Insurance Coordinator to become the first point of contact for both prospective and existing patients. This role combines front office operations, patient scheduling, insurance coordination, billing support, and inbound lead conversion.

Success in this role requires more than excellent customer service—you'll need to confidently guide patient conversations, convert inquiries into scheduled appointments, and ensure insurance and billing processes are handled accurately. If you're someone who enjoys talking to patients, understands U.S. dental insurance inside and out, and thrives in a fast-paced environment, we'd love to hear from you.

Key Responsibilities

• Patient Calls & Appointment Conversion
  • Answer all incoming patient calls promptly and professionally.
  • Convert inbound marketing leads into scheduled appointments through confident and consultative conversations.
  • Build rapport with prospective patients, answer questions about treatments and services, and help overcome objections.
  • Schedule, confirm, reschedule, and manage patient appointments.
  • Deliver an exceptional patient experience from the very first interaction.
• Insurance Coordination & Billing
  • Verify dental insurance eligibility and benefits.
  • Submit insurance claims accurately and promptly.
  • Process insurance predeterminations and eligibility checks.
  • Follow up on denied, unpaid, or delayed insurance claims.
  • Prepare claim corrections, resubmissions, and appeals as needed.
  • Monitor and manage accounts receivable (AR) aging.
  • Perform billing-related administrative tasks and communicate with insurance carriers regarding claim status.
• Front Office & Administrative Support
  • Manage daily front office operations within the practice.
  • Conduct patient recall and reactivation campaigns.
  • Maintain accurate patient records and documentation.
  • Perform data entry and administrative tasks using Ascend.
  • Support the team with additional front office and operational responsibilities as needed.

Experience Requirements

• Previous experience working in a U.S. dental practice is required.
• Previous experience as a Dental Virtual Assistant, Dental Front Office Coordinator, Insurance Coordinator, or similar role is highly preferred.
• No medical degree or professional healthcare license is required.
• Strong background in U.S. dental insurance verification, claims submission, predeterminations, appeals, denials management, and insurance follow-up.
• Experience managing accounts receivable (AR) aging and billing workflows.
• Proven ability to convert inbound callers into scheduled patients through excellent communication and relationship-building skills.
• Strong sales mindset with the ability to confidently discuss services, answer patient questions, and encourage appointment bookings.
• Excellent phone etiquette and customer service skills.
• Experience using Ascend or similar dental practice management software.
• Highly organized with exceptional attention to detail.
• Able to work independently, prioritize tasks, and thrive in a fast-paced environment.
• Reliable, proactive, and committed to providing outstanding patient care.

Basic 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.

Technical Requirements

• 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.