Position:Dental Virtual Assistant / Patient Follow-Up Coordinator

Location: Remote: PH/SA/LatAm

Work Schedule: CENTRAL TIME

Monday 7am to 2pm
Tuesday 9am to 5pm
Wednesday 8am to 12pm
Thursday 8am to 3pm
Friday 8am until 2pm

Salary:Market Related

About the Company

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
The successful candidate will need to speak to other team members in specific areas.

Requirements

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

Dental Virtual Assistant & Patient Follow-Up Coordinator - 62764560684