Dental Patient Coordinator – Virtual Receptionist

This is a fully remote position, open to applicants in Brazil, +5 more countries.

📋 Description

• Professionally, courteously, and efficiently manage and respond to incoming patient calls.

• Address calls that the in-office team cannot handle during regular practice hours.

• Provide phone coverage when the physical office is closed, including designated practice closure days.

• Act as the remote contact point for appointments, insurance inquiries, and general practice questions.

• Record patient communications, messages, requests, and any necessary follow-up actions.

• Prioritize urgent inquiries and escalate concerns as necessary.

• Confirm patient dental insurance details, eligibility, benefits, and coverage.

• Communicate with U.S. insurance companies to verify coverage and address any questions.

• Document verification outcomes, communications with payers, and any outstanding insurance issues.

• Schedule, confirm, reschedule, and oversee patient appointments.

• Verify patient information while maintaining accurate scheduling records.

• Prevent scheduling conflicts and facilitate efficient patient flow.

• Provide general administrative support and virtual front-desk assistance.

• Maintain patient records, call logs, insurance information, and scheduling data.

• Liaise with the dentist and in-office staff regarding patient inquiries and outstanding tasks.

• Utilize Archy and Slack to keep records and coordinate daily activities.

• Adhere to confidentiality standards, HIPAA regulations, and established practice protocols.

• Deliver timely updates on completed tasks and those pending.

⛳️ Requirements

• Prior professional experience in a U.S. dental practice or healthcare environment.

• Knowledge of dental practice operations, patient-facing administrative workflows, and relevant terminology.

• Proven experience with U.S. healthcare or dental insurance verification procedures.

• Capability to understand and verify insurance eligibility, benefits, and coverage information.

• Experience interacting with insurance representatives.

• Understanding of patient confidentiality, HIPAA regulations, and professional healthcare communication standards.

• Exceptional verbal and written communication skills in English.

• Demonstrable experience managing inbound patient calls in a dental or healthcare setting.

• Ability to accurately document phone conversations.

• Familiarity with patient scheduling, appointment confirmations, rescheduling, and record verification.

• Strong attention to detail, organizational skills, time management, and multitasking abilities.

• Capacity to work independently with minimal supervision.

• Proven reliability, dependability, and accountability.

• Ability to collaborate with a remote team and adhere to established procedures.

• Candidates must submit an NBI Clearance and/or Local Police Clearance, or applicable local police clearance, before onboarding.

• Availability for video meetings with camera on as required.

• Full-time availability Monday through Friday, from 8:00 AM to 5:00 PM Pacific Time.

• Possession of a reliable laptop or desktop computer.

• Stable high-speed internet connection of at least 25 Mbps.

• Noise-canceling headset.

• Functional webcam.

• A quiet and professional work environment.

• Spanish-English bilingual proficiency is highly preferred but not mandatory.

• Experience with Archy or similar dental practice management software is preferred.

• Familiarity with Slack or similar team communication platforms is preferred.

🏝️ Benefits

• Dedicated HR & Contractor Support Team.

• Optional Premium VPN Access.

• HIPAA & Cybersecurity Training + Certification (Provided).

• Top 1% VA Performance Training.

• Client-Approved U.S. Holidays.

• Client-Approved Paid or Unpaid Time Off.

• Access to Tools & Resources.

• Optional Performance-Based Incentives.

• Support for reliable laptop or desktop computer, stable high-speed internet connection, noise-canceling headset, working webcam, and quiet professional workspace requirements.