[Hiring] Dental/Oral Surgery Front Office (Patient Reception & Scheduling) @HelpSquad, LLC

Role Description

This is a remote position. We are seeking a dedicated virtual assistant to serve as the remote front-office receptionist for a US-based oral and maxillofacial surgery practice. This is a full-time, patient-facing phone and administrative role supporting a busy specialty practice. The VA will be the first point of contact for patients and referring offices, so a warm, clear, professional phone manner and excellent spoken English are essential.

Schedule

• 37.5 hours - Monday through Friday, 9:00 am to 5:00 pm US Eastern Time.
• Candidates must be able to work US Eastern business hours reliably.

Core Responsibilities

• Answer inbound calls promptly and check voicemail regularly, returning calls in a timely manner.
• Book and manage appointments in the practice’s EMR (CareStack).
• Complete new-patient intake forms, save them as PDFs, and upload them into the patient chart.
• Text patients secure links to upload insurance cards, IDs, referrals, and x-rays.
• Contact referring offices to obtain referrals, x-rays, and patient/insurance information.
• Email the practice team on non-urgent vendor, sales, and insurance calls (no live transfer needed).
• Email the insurance team a simple daily report of new bookings (chart number, date, and time).
• Transfer clinical calls (post-op, medications, sedation, doctor-to-doctor) to the practice.
• Direct true emergencies (breathing or swallowing difficulty, chest pain, fainting, allergic reaction) to the ER and notify the practice separately.

Explicitly Out of Scope

This role does not provide clinical advice, insurance verification, or treatment estimates. The VA escalates rather than handles anything falling into those areas.

Qualifications

• Excellent spoken and written English with a clear, friendly, professional phone presence.
• Prior experience in a medical, dental, or healthcare front-office or receptionist role.
• Comfort handling patient calls with empathy and discretion, including anxious or post-surgical patients.
• Strong attention to detail with intake forms, chart data entry, and daily reporting.
• HIPAA awareness and a track record of handling protected health information appropriately (HIPAA certification provided/required through onboarding).
• Reliable high-speed internet and a quiet, professional home-office environment.
• Ability to work full-time US Eastern hours.

Requirements

• Direct experience with CareStack EMR (training will be provided, so this is a plus, not a requirement).
• Experience in a dental, oral surgery, or specialty surgical practice.
• Familiarity with dental insurance and referral workflows.
• Experience with softphone systems and secure patient-messaging tools.

Technical 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.

Benefits

• Competitive hourly rate.
• On-time payments, every time.
• Payments processed via Wise.
• Direct client training provided — you are never thrown in blind.
• HIPAA certification provided at no cost to you.
• Dedicated Account Manager as your point of contact.
• Clear escalation paths — you always know who to go to.
• 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.
• 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.
• Tenure recognition for long-term team members.
• We value loyalty and recognize those who grow with us.