Bilingual Medical Virtual Assistant (Dental)

Winning Assistants, Inc.; United States; On-site; USD 8,000 - 11,000; Full time

Job summary

Santa Barbara Cottage Hospital is seeking a highly organized Bilingual Medical Virtual Assistant (Dental) to provide front-desk, scheduling, insurance, and administrative support for a busy U.S.-based dental practice. The role requires fluency in English and Spanish, strong phone communication, and the ability to manage high patient interactions remotely.

Primary duties include insurance verification, treatment plan preparation, co-payment collection, claim creation, and coordination with an

Qualifications

• Fluency in both English and Spanish required
• Excellent spoken and written communication in both languages
• Confident communicating with patients over the phone
• Able to explain scheduling, insurance, treatment and payment information clearly
• Compassionate and patient-focused communication style

Responsibilities

• Virtual reception and patient communication for a U.S.-based dental practice
• Manage appointment scheduling, confirmations, and patient follow-ups
• Verify insurance eligibility and benefits; prepare treatment cost breakdowns
• Create insurance claims and coordinate with external billing service
• Maintain patient information in Dentrix and follow customized workflows

Skills

Bilingual communication ENG/ES

Phone communication

Patient-focused communication

Scheduling proficiency

Customer service

Tools

Dentrix

Delta Dental

Weave

Job description

Description

Job Title: Bilingual Medical Virtual Assistant (Dental)

Position type: Full-Time

Work hours: 8:30 AM to 5:30 PM Pacific Daylight Time

Work days: Monday to Friday

Salary: $6 - $8 per hour, depending on experience

Workplace: Remote

Preferred Candidate Location: Philippines

About the role

We are seeking an experienced, highly organized, and patient-focused Bilingual Medical Virtual Assistant (Dental) to provide front-desk, scheduling, insurance, and administrative support for a busy U.S.-based dental practice.

This is a patient-facing role that requires fluency in both English and Spanish, excellent phone communication skills, and the ability to confidently manage a high volume of patient interactions throughout the day. You will serve as an important point of contact for patients, helping them schedule appointments, understand treatment-related costs, complete necessary follow-ups, and navigate insurance-related processes.

In addition to virtual reception responsibilities, you will support insurance verification, treatment plan preparation, co-payment collection, claim creation, and coordination with the practice's external billing company. You will also help keep the appointment schedule organized and ensure patient communications and administrative tasks are handled accurately and on time.

The ideal candidate has previous dental or healthcare administrative experience and understands the importance of balancing efficiency with compassionate patient service. Dentrix experience is highly preferred, while familiarity with Delta Dental and Weave is a significant advantage.

We are looking for someone who is reliable, proactive, detail-oriented, and eager to become a long-term member of the team. The practice values quality, accuracy, professionalism, and finding the right person for the role rather than simply filling the position quickly.

Scope of Work / Responsibilities

Virtual Reception & Patient Communication

• Answer and manage a high volume of inbound patient calls professionally
• Serve as a friendly and knowledgeable first point of contact for patients
• Respond to patient questions and route inquiries appropriately
• Manage patient communications through the Weave phone and communication platform
• Maintain a professional, compassionate, and patient-focused approach during every interaction

Appointment Scheduling & Patient Follow-Up

• Schedule, confirm, and reschedule patient appointments
• Maintain an organized and optimized appointment schedule
• Conduct patient follow-ups regarding appointments and treatment plans
• Help reduce scheduling gaps and ensure appropriate follow-up is completed
• Follow practice-specific scripts, workflows, and scheduling procedures

Insurance Verification & Treatment Coordination

• Verify patient insurance eligibility and benefits, primarily through Delta Dental
• Review relevant insurance information before appointments
• Prepare treatment plans with detailed fee and patient cost breakdowns
• Communicate treatment-related financial information clearly and professionally
• Collect patient co-payments according to practice procedures

Claims & Billing Coordination

• Create insurance claims for submission and coordination with the external billing service
• Coordinate with the practice's billing company regarding claim processing and follow-ups
• Maintain accurate insurance and billing-related documentation
• Follow up on outstanding information when necessary to keep claims moving efficiently

Administrative Support

• Maintain accurate and organized patient information within Dentrix
• Provide general front-desk and administrative support
• Complete assigned documentation and patient-related administrative tasks
• Learn and consistently follow the practice's customized workflows, scripts, policies, and procedures
• Assist the team with additional administrative responsibilities as needed

Top 3 Priorities

1. Virtual Reception & Call Management

Provide professional bilingual phone coverage, manage a high volume of inbound patient calls, address inquiries, and ensure patients receive timely and helpful assistance.

2. Patient Follow-Up & Administrative Support

Manage scheduling, appointment confirmations, treatment plan follow-ups, and day-to-day administrative responsibilities while maintaining an organized patient experience.

3. Insurance Verification & Billing Coordination

Verify insurance eligibility and benefits, prepare treatment-related cost information, create claims, collect co-payments, and coordinate effectively with the external billing team.

Requirements

Required Skills & Experience

Bilingual Communication

• Fluency in both English and Spanish is required
• Excellent spoken and written communication skills in both languages
• Confident communicating with patients over the phone
• Able to explain scheduling, insurance, treatment, and payment information clearly and professionally
• Compassionate and patient-focused communication style

Dental & Healthcare Administrative Experience

• Previous dental or healthcare administrative experience is strongly preferred
• Experience in a patient-facing dental or medical office role is highly desirable
• Experience supporting a U.S.-based dental or healthcare practice is preferred
• Familiarity with dental front-desk workflows, scheduling, treatment coordination, or insurance processes is a strong advantage

Scheduling & Patient Support

• Experience managing appointment scheduling, confirmations, rescheduling, and patient follow-ups
• Comfortable managing a high volume of calls and appointments
• Strong customer service and patient interaction skills
• Ability to stay calm, organized, and professional during busy periods

Dental Insurance & Billing Coordination

• Experience with insurance eligibility and benefits verification
• Comfortable navigating insurance portals and reviewing patient coverage
• Experience preparing or supporting treatment plans and patient cost breakdowns
• Comfortable collecting co-payments and discussing patient financial responsibility professionally
• Experience creating insurance claims and coordinating with billing teams is strongly preferred
• Comfortable working with an external billing service and following up on insurance-related tasks

Systems & Software Experience

The practice currently uses:

• Dentrix – Primary dental practice management/EHR system
• Delta Dental – Primary insurance platform for eligibility and benefits verification
• Weave – Phone and patient communication platform

Hands-on Dentrix experience is highly preferred. Familiarity with Delta Dental and Weave is also a significant advantage.

Candidates should be tech-savvy, quick to learn, and comfortable adapting to the practice's customized systems and workflows.

Ideal Candidate Profile

We are looking for someone who is:

• Bilingual in English and Spanish
• Experienced in dental or healthcare administration
• Confident handling high-volume patient calls
• Highly organized with exceptional attention to detail
• Comfortable with insurance verification and billing coordination
• Professional and compassionate when communicating with patients
• Proactive and able to anticipate administrative needs
• Reliable, dependable, and consistent
• Able to multitask effectively in a busy dental environment
• A quick learner who follows instructions and established processes carefully
• Comfortable working independently while remaining collaborative with the practice team
• Interested in a stable, long-term opportunity
• Fully committed to the required Monday through Friday work schedule

Basic Requirements

• Must be fluent in both English and Spanish
• Must have relevant dental, healthcare, or administrative work experience
• Must be able to submit an NBI Clearance and/or Local Police Clearance before onboarding (mandatory)
• Must be available for 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.

Benefits

• 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.