Dental Virtual Assistant (Appointment Setting, Reactivation & Collections) at Winning Assistants

, , Philippines -

Full Time

Start Date

Immediate

Expiry Date

30 Jun, 26

Salary

7.0

Posted On

01 Apr, 26

Experience

0 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Strong Spoken English, Outbound Calling, Patient Reactivation, Collections, Customer Service, Sales Support, Appointment Scheduling, HIPAA Compliance, Data Security, CRM Systems, Communication, Organization, Follow-Up, Goal-Oriented, Technical Skills, VoIP Systems

Industry

Staffing and Recruiting

Description

Job Title: Dental Virtual Assistant (Appointment Setting, Reactivation & Collections) Job Type: Part-Time Work Setup: Remote Salary: $6 – $7 per hour Job Code: TT-T Work Schedule (MST – Mountain Standard Time): Tuesday – Thursday: 4:00 PM – 7:00 PM (3 hours/day) Friday: 8:00 AM – 12:00 PM (4 hours) Saturday: 8:00 AM – 1:00 PM (5 hours) Sunday: 8:00 AM – 10:00 AM (2 hours) Company Overview: The company provides general, implant, and family dentistry services. Role Overview: We are looking for a Dental Virtual Assistant to support patient communication, scheduling, and billing-related tasks. This role focuses heavily on outbound calls, patient follow-ups, and improving appointment conversions and collections. The team prioritizes consistent communication, efficient scheduling, and proactive patient outreach to support practice growth. Key Responsibilities: Conduct patient reactivation calls to re-engage inactive patients and bring them back on the schedule (multi‑touch cadence until marked cold) Perform post-visit follow-up calls/ post‑visit outreach to encourage treatment plan acceptance and gather feedback Handle collections and aging accounts follow-ups to reduce outstanding balances Manage appointment scheduling and send reminders Provide professional customer service Provide inside sales support (such as collecting payments) Support daily administrative and patient coordination tasks Manage inbound & outbound communications and patient inquiries Perform billing support tasks Ensure consistent outreach using structured follow-up cadences Performance Expectations: From a list of 200 patients, book 10 appointments (5% baseline) within the first phase 90-day target: Scale from 10 to 30 appointments (30% conversion rate) Reactivation rate: Increase the practice's current 60% reappointment rate toward 90% Collections follow-up: Consistent aging account outreach (frequency/completion rate) Post-treatment feedback: Gather insights from patients who didn't complete treatment plans Core Skills & Experience: Strong spoken English with a neutral or North American-sounding accent At least 1 year experience in outbound calling, follow-ups, or appointment setting At least 1 year experience in patient reactivation and collection At least 1 year of relevant experience in a dental or healthcare setting Familiarity with Dentrix or similar dental/medical systems Experience using phone/VoIP systems such as Mango Understanding of HIPAA compliance and data security practices Technical & Functional Requirements: Ability to manage patient records and scheduling systems Comfortable using CRM, messaging apps (Slack, WhatsApp, etc.), email, and phone systems Ability to track tasks, follow structured processes, and meet performance targets Soft Skills & Work Ethic: Strong communication and phone presence Patient, persistent, and resilient (especially in outbound calling scenarios) Empathetic and customer-service oriented Highly organized and disciplined with follow-ups Goal-oriented and comfortable with targets (appointments, collections) Flexible with evening and weekend work schedules (aligned with MST) Deal Breakers: Poor phone communication skills Lack of consistency or follow-through No experience or ability in sales/conversion or collections Non-compliance with HIPAA/security standards Inability to work with Dentrix or Mango systems 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.

Responsibilities

The Dental Virtual Assistant will support patient communication, scheduling, and billing-related tasks, focusing on outbound calls and patient follow-ups. The role aims to improve appointment conversions and collections through proactive outreach.