An empty chair costs a dental office money, and it usually empties because nobody had time to call. A virtual assistant makes those calls, so your front desk can focus on the patient at the counter.
Virtual Assistant gives dental offices and orthodontists a dedicated virtual assistant from $240 a month. You choose the role and the hours, and a US account manager matches you within 1 to 3 business days.
The problem a virtual assistant solves
One front desk has to greet patients, answer the phone, check insurance, collect balances and work the recall list, often all in the same ten minutes. The recall list and the unscheduled treatment plans are what get skipped, and that is the work that keeps the schedule full.
What a normal week looks like with an assistant
Each morning, tomorrow's appointments are confirmed and benefits are checked. Through the week, your assistant works the recall list, follows up on treatment plans that were never scheduled and sends balance reminders. New patients get their forms before they arrive, and review requests go out after visits.
The work to hand off first
- Appointment confirmations, reminders and recall lists
- Insurance eligibility and benefits checks before visits
- Follow-up on unscheduled treatment plans
- New-patient forms and records requests
- Online review requests and replies
- Claim status checks and patient balance reminders
Your assistant already knows or will learn your tools, including Dentrix, Eaglesoft, Open Dental, Weave, Google Business Profile. See more on our page for virtual assistants for dental offices.
Which assistant to hire
Medical Virtual Assistant
Your assistant works in your practice software on confirmations, eligibility checks and claim status, under a signed BAA.
Fewer gaps in the schedule. Reminders and quick rescheduling help keep appointments filled.
- Route clinical questions to your staff
- Handle new patient intake and forms
- Prepare prior authorization paperwork
- Answer patient billing questions
Assistants do not give medical advice. Clinical decisions stay with your staff. Medical virtual assistant packages start at $300 a month for 20 hours. Hire a medical virtual assistant for your business.
Customer Service Assistant
A customer service assistant catches overflow calls and online messages, so new patients are not sent to voicemail.
You learn what customers want. Feedback is tagged and reported every week, so you can see the problems that keep coming back.
- Answer tickets in Zendesk, Gorgias, Freshdesk or Help Scout
- Reply to social media comments and direct messages
- Confirm appointments and send reminders
- Report weekly on ticket volume and common issues
Customer service assistant packages start at $240 a month for 20 hours. Hire a customer service assistant for your business.
Bookkeeping Assistant
A bookkeeping assistant keeps payments and supplier bills current, which helps owner dentists see the numbers each month.
You always know where you stand. Current books and a monthly report show your profit, your cash and what you are owed, without waiting for tax season.
- Reconcile bank and credit card accounts
- Follow up on collections
- Keep a sales tax tracking spreadsheet
- Prepare a monthly profit and loss report
Tax returns and tax advice stay with your CPA or enrolled agent. Bookkeeping assistant packages start at $320 a month for 20 hours. Hire a bookkeeping assistant for your business.
What stays with you
Clinical questions and treatment advice stay with your dentists and hygienists. Assistants handle administrative work only.
What it costs for dental offices
You pay the same clear price wherever you are, and you see the exact total before you order. Skilled VA prices for the roles above:
- Medical Virtual Assistant: $300 for 20 hours, $570 for 40 hours or $1,080 for 80 hours a month
- Customer Service Assistant: $240 for 20 hours, $456 for 40 hours or $864 for 80 hours a month
- Bookkeeping Assistant: $320 for 20 hours, $608 for 40 hours or $1,152 for 80 hours a month
Senior Specialists, with 5+ years in the field, cost 35% more. US-Based Specialists, who live and work in the United States, cost 90% more. If you would rather not commit to a monthly package, pay-as-you-go hours start at $14.40 an hour and stay valid for 90 days.
Why hire your assistant from Virtual Assistant
Your assistant works remotely and keeps the business hours of your time zone. You get a person who learns your business, with a team behind them when something needs fixing.
- Works in your EHR: Epic, athenahealth, eClinicalWorks, DrChrono, Tebra, SimplePractice, Dentrix and more.
- Clear handoffs: When a case needs you, it arrives with a summary, so you do not have to read the whole conversation.
- Works alongside your CPA: Your CPA or enrolled agent gets exactly what they need, with the books kept ready all year.
- A US account manager: One person matches you, runs your kickoff call and stays your contact if anything needs fixing.
- Free replacement: If your assistant is not the right fit, we match you with a different one at no extra cost.
- Clear prices, no lock-in: See your exact price before you order. Month-to-month packages can be cancelled any time, and unused hours roll over within your package limit.
A virtual assistant or an in-house hire?
An in-house hire makes sense when the job needs someone physically on site. For work done on a screen or a phone, a virtual assistant usually costs far less, because you pay only for working hours, with no recruiting, desk, equipment or payroll taxes to arrange. You can also start with 20 hours a month and grow, instead of committing to a full-time salary before you know how much work there is.
How to get started this week
- Build your package: choose a role, your hours and an experience level, and see your price straight away
- Pay your itemized invoice by card or crypto
- Your US account manager matches you within 1 to 3 business days and runs your kickoff call
- Your assistant starts on a written checklist of your first tasks for your business