[Hiring] Dental Virtual Assistant / Patient Follow-Up Coordinator @Somewhere

Role Description

We’re seeking a highly organized, professional, and personable Virtual Assistant to support a growing, family-owned dental practice. This role will focus on patient communication, scheduling support, treatment plan follow-up, and administrative coordination. The ideal candidate is a strong phone communicator who can build trust with patients, handle sensitive information accurately, and help improve conversion and recall rates through consistent follow-up. This is a great opportunity for someone who enjoys meaningful administrative work, thrives on repetition and process, and can help a busy dental office deliver a better patient experience.

Key Responsibilities

• Make outbound calls to new patient leads to collect missing information and confirm appointments
• Follow up with patients who submit inquiries through online channels
• Gather and verify patient details such as:
  • Insurance information
  • Plan ID
  • Contact information
  • Appointment confirmation details
  • Payment/credit card information when required to hold appointments
• Enter accurate information into the practice’s systems/EHR/CRM
• Follow up on treatment plans sent by email after 72 hours if no response
• Call patients with outstanding questions about treatment plans
• Assist with recall outreach for overdue hygiene/checkup appointments
• Follow up with patients after treatment when appropriate
• Support other repetitive front-office administrative tasks as needed
• Maintain clear notes and consistent communication with the in-office team

Qualifications

• Excellent spoken English and professional phone presence
• Spanish fluency is a strong plus
• Familiarity with medical terminology
• Experience in Dentistry, healthcare, or appointment-based customer service
• Prior virtual assistant, customer service, or administrative experience
• Experience handling calls and data entry
• Familiarity with CRMs, EHRs, or scheduling systems
• Ability to maintain confidentiality and handle sensitive information responsibly
• Professional and calm demeanor on the phone
• Highly organized and detail-oriented
• Comfortable speaking with patients about insurance, scheduling, and payment logistics
• Able to work independently with minimal supervision
• Strong follow-through and reliability
• Comfortable working in a fast-paced, patient-focused environment

Success in This Role Looks Like

• Faster response times to new patient leads
• Fewer missed follow-ups
• Higher treatment plan acceptance
• More completed recall appointments
• Reduced burden on in-office staff
• Better patient experience and retention