Dental Virtual Assistant - Front Desk & Administrative Support

Job Title: Dental Virtual Assistant – Front Desk & Administrative Support

Position Type: Full-time

Work Hours: 8:00 AM – 5:00 PM (Eastern Time)

Work Days: Monday to Friday

Salary: $5 – $6 per hour

Job Code: R-PDLP

Workplace: Remote

Preferred Candidate Location: Philippines

About the Client

The client is a pediatric dental practice based in Lakeland, Florida, providing dental care for children. The practice handles a high volume of patient calls and relies on accurate insurance verification, clear communication, and dependable front desk support to ensure smooth daily operations.

Scope of Work / Responsibilities

The Medical Virtual Assistant will serve as a Front Desk Receptionist and Administrative Assistant, acting as the first point of contact for patients and families. The ideal candidate has a strong phone presence, clear and professional patient-facing communication skills, and the ability to follow established workflows while working reliably as part of a long-term remote team.

Responsibilities are as follows:

1. Answer high-volume inbound phone calls and serve as the first point of contact for patients
2. Verify patient insurance information accurately and efficiently
3. Route calls appropriately and handle patient inquiries based on their needs
4. Communicate clearly and professionally with patients, parents, and internal team members
5. Coordinate with the internal team to ensure calls and requests are handled correctly
6. Document and manage patient information using practice management systems (Dentrix)
7. Maintain HIPAA compliance and ensure confidentiality of patient information at all times
8. Support administrative front desk tasks as needed

Experience & Background

• Strong English communication skills
• At least 1 year of relevant healthcare or dental industry experience is required; a medical or healthcare background is preferred
• Proven experience handling high-volume inbound calls in a healthcare or dental setting. Must have strong phone presence and patient facing communication skills
• Experience with insurance verification and the ability to explain insurance-related information clearly and accurately
• Experience supporting US-based healthcare practices is a plus
• Strong understanding of HIPAA compliance
• Familiarity with dental terminology is a plus
• Ability to follow structured workflows, instructions, and internal processes
• Must be comfortable with direct daily coaching and feedback

Tools & Systems

• Experience using Dentrix or similar practice management systems
• Familiarity with VoIP and phone systems (e.g., Weave)
• Comfortable using messaging and video conferencing tools

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.

• 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.