Dental Virtual Assistant - Insurance Verification & Scheduling

Job Title: Dental Virtual Assistant — Insurance Verification & Scheduling
Position Type: Part-Time (20 hours per week)
Work Hours: 8:00 AM – 12:00 PM Pacific Time
Work Days: Monday to Friday
Salary: $5–$6 per hour, depending on experience
Workplace: Remote
Preferred Candidate Location: Philippines

About the Client & Role

Our client is an established U.S.-based dental practice with surgical dental services, seeking an experienced, organized, and confident Dental Virtual Assistant — Insurance Verification & Scheduling to support dental insurance verification, pre-appointment chart reviews, strategic scheduling, and patient communication. The role will focus on ensuring insurance information is verified before patient visits, appointments are scheduled according to the practice's surgical workflows and SOPs, and patient charts are accurately reviewed and prepared.

The ideal candidate has strong dental insurance verification experience, extensive dental scheduling experience, and knowledge of surgical dental practice operations. The VA must be comfortable independently verifying insurance starting at 8:00 AM Pacific Time, before the office team becomes available at 9:00 AM. Experience with Oryx is preferred, but candidates experienced with Dentrix, Eaglesoft, or similar dental practice management systems will be considered. The client values confident patient communication, strong technical skills, independent problem-solving, and the ability to learn practice-specific workflows quickly.

Scope of Work / Responsibilities

Dental Insurance Verification — First Priority

• Independently verify dental insurance eligibility, active coverage, benefits, and patient financial responsibility before scheduled appointments.
• Review plan-specific coverage details, limitations, exclusions, and other relevant insurance information.
• Contact insurance companies or use payer portals to clarify coverage questions and resolve discrepancies.
• Accurately document verified insurance information in the practice management system.
• Identify missing or inconsistent insurance details and follow up before patient visits.
• Begin insurance verification independently at 8:00 AM Pacific Time, without relying on immediate assistance from the office team.

Dental Chart Reviews & Pre-Appointment Preparation

• Review patient charts before scheduled appointments to ensure administrative information and supporting records are complete.
• Identify missing documentation, insurance information, or appointment-related requirements.
• Update and organize patient records in the dental practice management system.
• Flag incomplete information or issues requiring clinical or office staff review.
• Ensure charts are prepared accurately and on time to support efficient patient visits.

Strategic Dental Scheduling, Patient Communication & Administrative Support

• Strategically schedule dental appointments according to the practice's surgical workflows, scheduling guidelines, and SOPs while balancing patient needs and practice productivity.
• Manage new patient scheduling, hygiene appointments, appointment follow-ups, and scheduling overflow.
• Coordinate scheduling adjustments with the existing treatment planner and patient coordinator to minimize scheduling gaps, errors, and conflicts.
• Communicate confidently and professionally with patients, prioritizing text messaging first and phone calls when needed.
• Maintain accurate scheduling documentation, provide task updates, and assist with additional dental administrative responsibilities as needed.

Training & Work Expectations

• Training will begin at 9:00 AM Pacific Time, with the training duration to be confirmed.
• The VA must be capable of working independently from 8:00 AM, particularly on dental insurance verification.
• Follow the practice's established scheduling SOPs and administrative workflows.
• Attend Zoom or Google Meet sessions for training as needed.
• Maintain a quiet, dedicated workspace suitable for professional patient communication.

Tools You'll Use

• Oryx — Dental Practice Management Software
• Dental insurance payer portals
• Patient scheduling and chart management systems
• Text messaging and phone communication tools
• Zoom or Google Meet for training

• Dental Insurance Verification Experience: Required. Candidates must have hands-on experience verifying dental insurance eligibility, coverage, benefits, and patient financial responsibility independently.

• Dental Scheduling Experience: Required. Candidates must have extensive experience scheduling dental appointments, managing appointment types, coordinating patients, and following dental practice scheduling guidelines.

• Surgical Dental Practice Knowledge: Required. Candidates must understand surgical dental workflows and how to schedule appointments appropriately based on procedure requirements and practice SOPs.

• Dental Practice Management Software Experience: Required. Candidates must have experience using dental software such as Oryx, Dentrix, Eaglesoft, or comparable systems.

• Oryx Experience: Preferred but not required. Candidates experienced with other dental software will be considered, provided they can learn Oryx quickly.

• Dental Chart Review Experience: Preferred. Experience reviewing patient charts, identifying incomplete administrative documentation, and preparing records before dental appointments is an advantage.

• Dental Patient Communication Experience: Required. Candidates must have experience communicating with dental patients through phone, text, or other communication channels.

• Dental Administrative Experience: Required. Candidates must have previous experience supporting dental practice operations and be comfortable working independently with minimal supervision.

Performance Expectations

The ideal candidate should help support:

• Accurate and timely dental insurance verification before patient appointments.
• Independent completion of morning insurance verification tasks starting at 8:00 AM Pacific Time.
• Accurate pre-appointment chart reviews and identification of incomplete records.
• Strategic scheduling according to the practice's surgical dental workflows and SOPs.
• Reduced scheduling errors, gaps, and administrative delays.
• Confident, professional patient communication through text and phone.
• Efficient coordination with the practice's existing treatment planner and patient coordinator.

Basic Requirements

• Must speak and write English clearly and professionally.
• Must have relevant work experience.
• Must be able to provide an NBI Clearance and/or Local Police Clearance before onboarding (mandatory).
• Must be available to attend video meetings with camera on when required.

Technical Requirements

• Computer: Reliable laptop or desktop computer.
• Internet: Stable high-speed internet connection (minimum 25 Mbps).
• Audio: Noise-canceling headset.
• Video: Working webcam for virtual meetings.
• Workspace: Quiet and professional work environment.

• 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, training, or allowances listed are optional contractor perks and not employee benefits.