[Hiring] Orthodontic Front Desk and Insurance Support @HelpSquad, LLC

Role Description

This is a remote position. The ideal candidate must have hands-on experience with OrthoEdge. Strong knowledge of orthodontic workflows and insurance is highly preferred, as this role will be responsible for capturing insurance information during the initial patient call and supporting the practice's billing process. This is a patient-facing role where excellent communication, organization, and the ability to convert new-patient inquiries into scheduled appointments are essential.

Key Responsibilities

• Patient Calls & Front Desk Support
  • Answer incoming calls during the practice's operating hours and ensure new-patient calls do not go to voicemail.
  • Prioritize new-patient inquiries and work to convert inquiries into booked appointments.
  • Provide consistent phone coverage, particularly when the doctor and in-office team are busy seeing patients.
  • Communicate professionally and compassionately with patients, parents, referring dentists, and other contacts.
• Scheduling & EHR Management
  • Schedule and book patient appointments.
  • Manage and maintain the practice's appointment calendar within the EHR.
  • Enter and update patient information accurately.
  • Generate patient correspondence through the practice's EHR, including new-patient letters, referral letters, and related documents.
• Referrals & Communication
  • Draft and send professional emails to dentists regarding patient referrals and other practice needs.
  • Follow up on referral-related information as needed.
  • Maintain clear and accurate communication with referring offices.
• Insurance & Billing Support
  • Collect and document patient insurance information during the initial point of contact.
  • Enter insurance information accurately into the practice's software.
  • Demonstrate a working understanding of orthodontic insurance, including common orthodontic benefits and coverage.
  • Submit insurance claims as needed according to the practice's established billing procedures.
  • Follow the practice's specific workflows and billing processes accurately.

Schedule

The current schedule is approximately 26 hours per week:

• Monday: 9:00 AM – 5:00 PM
• Tuesday: 9:00 AM – 5:00 PM
• Wednesday: Off
• Thursday: 12:00 PM – 5:00 PM
• Friday: 9:00 AM – 2:00 PM

Total: Approximately 26 hours/week

Ideal Candidate

We are looking for someone who is confident on the phone, highly organized, patient-focused, and proactive. The right candidate should be comfortable handling new-patient calls, scheduling appointments, working in OrthoEdge, communicating with dental offices, and navigating orthodontic insurance workflows with minimal supervision.

Qualifications

• Hands-on OrthoEdge experience required.
• Previous experience working as a medical, dental, or orthodontic VA/receptionist is strongly preferred.
• Experience handling incoming patient calls and scheduling appointments.
• Working knowledge of orthodontic insurance and billing processes.
• Strong written and verbal English communication skills.
• Excellent customer service and phone etiquette.
• Strong attention to detail and data-entry accuracy.
• Comfortable working independently in a remote environment.

Requirements

• Internet speed: Minimum 50 Mbps upload and download (wired connection strongly preferred).
• A verified backup internet connection is required — mobile phone hotspots are not acceptable as backup.
• Dedicated wireless dongles or secondary ISP connections are acceptable backup solutions.
• Backup power source required (UPS or generator) to maintain connectivity during outages.
• Quiet, professional workspace suitable for voice work — free from background noise and interruptions.
• Noise-canceling headset required.
• Reliable computer with sufficient processing power to run software systems and softphone simultaneously.
• You must have Windows 11 or the most recent Apple OS / Update.
• Ability to multitask and prioritize new-patient calls and appointment opportunities.

Benefits

• Compensation & Payments
  • Competitive hourly rate.
  • On-time payments, every time.
  • Payments processed via Wise.
• Training & Support
  • Direct client training provided — you are never thrown in blind.
  • Dedicated Account Manager as your point of contact.
  • Stable, long-term placement with a growing U.S.-based company.
  • Exposure to a wide range of modern SaaS platforms.
  • Potential for increased responsibilities as the company scales.
  • Tenure recognition for long-term team members.
  • Clear escalation paths — you always know who to go to.
• Work Environment
  • 100% remote — work from home.
  • U.S.-based company with structured operations.
  • Stable, long-term account placements (not gig-style work).
  • Supportive team culture across all accounts.
• Growth & Experience
  • Build your U.S. industry experience.
  • Exposure to multiple practice types and platforms.
  • Potential for increased hours or additional accounts based on performance.
  • Strengthen your resume with verified, legitimate U.S. client experience.
• Recognition
  • Tenure recognition for long-term team members.
  • We value loyalty and recognize those who grow with us.