Dental VA- Insurance Verification & Patient Support

Job Title: Dental VA- Insurance Verification & Patient Support

Position Type: Full-time

Work Hours: 8:00 AM – 5:00 PM Pacific Daylight Time

Work Days: Monday – Friday

Salary: $5 – $6 per hour (depending on experience)

Job Code: JM-ADFW

Workplace: Remote

Preferred Candidate Location: Philippines or Latin America

Scope of Work / Responsibilities

Our client is looking for a highly detail-oriented Dental Virtual Assistant to support a busy and growing dental practice with insurance verification, patient scheduling, and treatment follow-ups.

This role is ideal for someone with dental office experience, strong communication skills, and the ability to manage high-volume administrative tasks accurately and efficiently.

The ideal candidate is proactive, organized, and able to provide excellent patient support while helping improve office efficiency and treatment acceptance rates.

Primary Responsibilities

1. Insurance Verification & Benefits Verification (Top Priority)

• Verify patient insurance benefits accurately and efficiently
• Complete insurance verification within 48 hours or less
• Calculate patient benefits and coverage details correctly
• Upload and maintain insurance information in the EMR system
• Ensure accuracy and attention to detail in all insurance-related tasks

2. Phone Management & Appointment Scheduling

• Answer incoming patient phone calls professionally
• Schedule and confirm appointments
• Assist patients with scheduling changes and rescheduling requests
• Provide excellent customer service during all patient interactions

3. Patient Follow-Up & Treatment Plan Support

• Conduct follow-up calls regarding treatment plan acceptance
• Help educate patients about procedures and next steps
• Follow up with patients needing to reschedule appointments
• Support overall patient retention and treatment conversion efforts

Additional Responsibilities

• Assist with administrative support tasks
• Maintain organized patient records and notes
• Support front office workflows
• Provide end-of-day (EOD) reports
• Participate in weekly and monthly check-ins with management

Systems & Tools Used

• Dentrix EMR (primary system)
• Weave phone system
• Insurance verification portals
• Scheduling and patient management systems
• Future transition to cloud-based systems possible

Requirements

• Dental office experience is REQUIRED
• Previous virtual assistant or dental administrative experience preferred
• Experience with insurance verification and dental workflows required
• Familiarity with Dentrix preferred

Required Skills

Insurance & Administrative Skills

• Strong understanding of insurance verification and benefits breakdowns
• Excellent math and analytical skills for insurance calculations
• High attention to detail and accuracy

Patient Communication Skills

• Professional and friendly phone demeanor
• Comfortable making follow-up calls to patients
• Ability to explain treatment plans and procedures clearly

Efficiency & Productivity

• Ability to complete tasks quickly and efficiently
• Strong organizational skills
• Comfortable handling high-volume workloads

Technical Skills

• Experience with Dentrix or similar dental EMR systems
• Comfortable learning new systems and workflows
• Ability to multitask across multiple platforms

Preferred Skills

• Bilingual Spanish-English preferred but not required
• Knowledge of dental procedures and terminology highly preferred

Deal Breakers

• No dental office experience
• Poor attention to detail with insurance verification
• Weak phone communication skills
• Inability to manage high-volume tasks efficiently
• Slow turnaround on insurance verification tasks
• Lack of professionalism during patient interactions

Basic requirements

• Must be proficient in speaking and writing English very clearly
• Must have relevant work experience
• Be able to submit an NBI clearance and/or Local Police Clearance background check before onboarding [mandatory]
• Must be available for video meetings with your camera on (when needed)

Technical requirements

• Device: Reliable laptop or desktop computer.
• Internet: High-speed connection (minimum 10 Mbps).
• Audio: Noise-canceling headset.
• Video: Webcam for virtual meetings.
• Workspace: Quiet, professional 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.

These are optional resources and client-approved allowances available to you as an independent contractor. Any resources, trainings, or allowances listed are optional contractor perks and not employee benefits.