Virtual Dental Administrative Assistant & Care Coordinator

We are seeking a highly organized, articulate, and proactive Virtual Dental Administrative Assistant to act as the operational backbone of a high-end dental practice. This role is a hybrid of front-desk customer service, strategic scheduling, and high-volume database management.

Your primary mission is to keep our hygiene schedules completely full and our patient database immaculate. You will achieve this by managing our incoming call queues, executing aggressive hygiene recall campaigns, handling deep-dive insurance breakdowns, and maintaining pristine email inbox organization. You will be the first point of contact for our Southern California patient base, you must possess a warm, professional, and highly confident phone demeanor.

Core Responsibilities

Strategic Scheduling & Retention (Primary Focus)

• Hygiene Recall Optimization: Actively mine the practice database to identify, contact, and re-engage lapsed patients who are overdue for their routine hygiene cleaning and preventative care appointments.
• Appointment Book Management: Schedule new patient consultations and routine emergency exams, optimizing the daily calendar flow to maximize provider production time.
• Proactive Patient Confirmations: Execute daily outbound confirmation calls and text sequences, updating patient arrival statuses and immediately filling any last-minute cancellation gaps.
  

Insurance Breakdown & Administrative Intake

• Insurance Verification & Requesting: Contact dental insurance carriers directly to request comprehensive breakdowns of benefits, verifying maximums, deductibles, and co-pay percentages before the patient's visit.
• Chart Creation & Data Entry: Accurately build new patient profiles and digital charts within the dental software, ensuring all demographic data, medical histories, and insurance details are entered flawlessly.
• Inbox Architecture & Clean-up: Take complete ownership of the practice's primary email accounts—sorting inquiries, cleaning up spam, archiving old logs, and routing high-priority patient communications to the on-site clinical team.

Front Office Communication

• Inbound Call Mastery: Manage incoming phone queues with an exceptionally warm, professional, and welcoming voice, answering scheduling and basic billing questions fluidly.
• Patient & Clinic Liaison: Maintain clear lines of digital communication between the remote admin desk and the on-site team in Newbury Park to ensure a seamless day-of-visit patient experience.

Requirements

• Dental Administrative Expertise: Minimum 1–2+ years of direct experience working as a Virtual Dental Receptionist, Admin, or Treatment Coordinator for a U.S.-based dental practice.
• Recall & Schedule Competency: Proven track record of managing a hygiene recall pipeline and successfully pulling unscheduled patients back into the practice.
• Insurance Breakdown Literacy: Solid understanding of dental insurance verification processes, frequencies, and limitation breakdowns (PPO/HMO).
• Communication & Presence: Clear, professional verbal and written English communication skills with an articulate, welcoming phone presence.
• Remote Ecosystem: A distraction-free home office setup compliant with HIPAA privacy laws, utilizing high-speed internet and a mandatory automated time-tracker.