Virtual Assistant (Dental Practice)

Virtual Staff 365; United States; Remote; USD 24,000 - 33,000; Part time

Benefits offered by this job

Permanent work-from-home set-up

Dayshift (AEST)

Annual leave

13-month pay

Government mandated benefits

HMO (STAFF only)

Job summary

Virtual Staff 365 is seeking a Virtual Assistant for a well-established dental practice in the Sydney region. The role focuses on patient communications, appointment management, accounts receivable, and administrative support in a remote, part-time setup.

Ideal candidates have proven virtual admin or customer service experience, strong English skills, and the ability to work independently with high attention to detail in a fast-paced environment.

Qualifications

• Proven experience in virtual administrative or customer service roles.
• Strong English communication skills, written and verbal.
• High attention to detail and ability to work independently remotely.

Responsibilities

• Handle inbound patient phone calls, return missed calls and manage overflow.
• Perform outbound pre-treatment and follow-up calls for appointments.
• Respond to routine patient inquiries via phone and email.
• Confirm, book and reschedule patient appointments promptly.
• Manage accounts receivable and follow up on overdue payments.
• Process patient payments and maintain financial records.
• Upload patient records, X-rays, consent forms and documentation.
• Maintain patient records and update the practice management system.
• Create and schedule social media posts for the practice.

Skills

Virtual administration experience

Customer service

English communication

Attention to detail

Team collaboration

Self-motivated remote worker

Tools

Dolphin or similar practice management system

Ontraport

Slack

MS Teams

ChatGPT / AI platforms

Job description

Our client is a well-established specialist dental practice operating in the Sydney region. They deliver high-quality orthodontic care to a diverse community through a client-focused, dynamic, and fast-paced environment.

They are now seeking to hire a Virtual Assistant to support their daily practice operations, manage patient communications, and maintain administrative workflows.

Job ResponsibilitiesPatient Communication & Call Handling

• Handle inbound patient phone calls, return missed calls, and manage call overflow

• Perform outbound pre-treatment and follow-up calls for patients needing future appointments

• Respond promptly to routine patient enquiries via phone and email
  Appointment & Schedule Management

• Confirm, book, and reschedule patient appointments in a timely manner

• Follow up unconfirmed appointments daily to ensure smooth schedule flow
  Accounts & Financial Administration

• Manage accounts receivable and follow up on outstanding or overdue payments

• Contact patients regarding overdue accounts and collect missed payments

• Process patient payments efficiently and maintain accurate financial records
  Administrative & Social Media Support

• Upload patient records, X-rays, consent forms, and other documentation

• Maintain patient records and update the practice management system

• Perform general administrative tasks, data entry, and basic reporting

• Create and schedule social media posts for the practice

• Proven experience in virtual administrative or customer service roles

• Previous experience handling both inbound and outbound high-volume telephone calls

• Background in managing accounts, accounts receivable, and payment follow-ups

• Strong English communication skills, both written and verbal

• High attention to detail with excellent team collaboration abilities

• Dedicated, self-motivated, and able to work independently in a remote environment
  Nice-to-Have Skills

• Experience in medical, dental, or orthodontic administration

• Experience using Dolphin or similar practice management systems

• Familiarity with tools like Ontraport, Slack, MS Teams, and basic AI platforms like ChatGPT

• Permanent work-from-home set-up

• Dayshift (Australian Eastern Standard Time business hours)

• Part-time job

• HMO (STAFF only)

• Annual leave

• 13-month pay

• With Government mandated benefits