[Hiring] Dental Virtual Assistant @Communityfirstdental

Role Description

The Dental Virtual Assistant (Hybrid Role) will play a dual part in our team:

• Providing frontline communication and scheduling support to patients.
• Managing insurance verification, claims, and billing coordination to ensure operational accuracy.

You’ll collaborate daily with our dentists, billing staff, and office manager to make sure patients feel supported from their first call to their final claim.

Key Responsibilities

• Patient Communication & Scheduling
  • Handle inbound and outbound calls, text messages, and emails with empathy and professionalism.
  • Schedule, confirm, or reschedule patient appointments using Curve Dental and NexHealth.
  • Conduct new patient intake: collect personal, contact, and insurance details.
  • Follow up with patients for missed or canceled appointments, hygiene recalls, or pending treatments.
  • Perform pain triage during patient calls, assessing urgency and routing appropriately.
  • Communicate financial estimates and pre-authorization requirements when applicable.
• Insurance Verification & Billing Support
  • Verify patient insurance eligibility and benefits via portals or phone before appointments.
  • Review coverage for preventive, basic, major, orthodontic, and implant services.
  • Identify plan-specific details such as deductibles, waiting periods, and downgrades.
  • Prepare and submit insurance claims through Curve, attaching required documents (X-rays, narratives, perio charts).
  • Follow up on pending or denied claims, correct and resubmit as needed.
  • Post insurance payments and adjustments based on Explanation of Benefits (EOBs).
  • Upload all claim documentation in patient records and maintain claim tracking logs.
• Administrative & Coordination Tasks
  • Record all activity accurately in Hubstaff for time tracking and task accountability.
  • Maintain patient records and internal spreadsheets for verification and claim progress.
  • Communicate proactively with the clinical and billing team through Slack or Signal.
  • Provide a brief end-of-day summary of completed work and pending items.
  • Support internal workflow improvements and patient satisfaction initiatives.

Qualifications

• Previous experience in a dental office or dental insurance role is required.
• Familiarity with dental terminology, procedure codes (CDT), and claims processes.
• Excellent verbal and written communication skills in English.
• Strong attention to detail and ability to manage multiple concurrent tasks.
• Experience using Curve Dental, Dentrix, Open Dental, NexHealth, or similar platforms.
• Comfortable working in a remote environment with tools like Hubstaff, Slack, and Google Sheets.
• Reliable internet connection and quiet workspace suitable for phone communication.

Schedule & Compensation

• Full-time, remote position.
• Flexible schedule aligned with U.S. Eastern Time (Virginia) hours.

Why Join Us

• Work with a friendly, growth-oriented team that values long-term collaboration.
• Gain experience across clinical, administrative, and insurance functions.
• Opportunity to grow within the dental industry and expand your professional skills.
• Be part of a practice that values empathy, accuracy, and teamwork.