Dental Virtual Assistant (Appointment Setting, Reactivation & Collections)

Winning Assistants, Inc.; United States; Remote; USD 8,300 - 9,600; Part time

Benefits offered by this job

HR & Contractor Support Team

Premium VPN Access

HIPAA Training & Certification

Top VA Performance Training

US Holidays Off

Job summary

Winning Assistants, Inc. is seeking a Dental Virtual Assistant to support patient communication, scheduling, and billing tasks. The role emphasizes outbound calls, patient follow-ups, and improving appointment conversions and collections for a dental practice.

Ideal candidates have 1+ year in dental/healthcare settings, HIPAA awareness, and experience with Dentrix or Mango. Remote, part-time position with flexible MST-aligned hours and strong customer service expectations.

Qualifications

• 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.

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.

Skills

English communication

Outbound calling

Dental/healthcare experience

Dentrix familiarity

Mango VoIP

HIPAA compliance

Tools

Dentrix

Mango

Job description

Dental Virtual Assistant (Appointment Setting, Reactivation & Collections)

Remote Full-time $12k – $14k

Daily Drop — Subscriber Perk

Things break, Tend pays you.

15% off home protection — things break, we pay

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):

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

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 Requirements

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

• Video: Webcam for virtual meetings.

• Workspace: Quiet, professional 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, trainings, or allowances listed are optional contractor perks and not employee benefits.

We like the way you work it · no gig iddy · Gotta bag it up · no gig iddy ·

We like the way you work it · no gig iddy · Gotta bag it up · no gig iddy ·