Job Description

We are seeking an experienced Bilingual Dental Front Desk & Patient Coordinator to serve as the practice's primary remote front-desk representative.

This is not a general virtual assistant position The ideal candidate must already understand how a dental office operates, including handling incoming patient calls, communicating professionally with patients, scheduling dental appointments, managing emergency calls, and coordinating hygiene/recall appointments.

Because the practice regularly serves Spanish-speaking patients, fluent English and Spanish is required

Key Responsibilities

1. Answer Incoming Patient Calls

• Serve as the primary remote front-desk point of contact for patients.
• Answer incoming calls professionally and warmly.
• Understand patient needs and provide appropriate assistance.
• Communicate clearly with both English- and Spanish-speaking patients.
• Handle calls efficiently while maintaining a positive patient experience.

2. Schedule Dental Appointments

• Schedule patients directly into the practice's schedule using Dentrix.
• Apply strong knowledge of dental scheduling workflows.
• Properly prioritize and schedule emergency dental patients.
• Be especially attentive to emergency scheduling needs during weekends.
• Maximize opportunities to place appropriate emergency callers on the schedule.

3. Recall & Hygiene Scheduling

• Make recall calls and follow up with existing patients.
• Conduct hygiene-related outreach.
• Schedule and reschedule hygiene appointments.
• Follow up with patients to help maintain a full hygiene schedule.
• Identify opportunities to re-engage patients who are due for care.

Additional Responsibilities

• Monitor and manage the practice's marketing and lead-tracking portal.
• Properly enter and assign a status to every incoming call.
• Track the source of incoming calls to help the practice measure marketing ROI.
• Monitor the remote patient check-in system and assist patients when needed.
• Support patients completing paperwork/check-in through the practice's iPads.
• Complete additional front-office and administrative tasks during slower periods.
• Assist with insurance verification and checks as needed.
• Support prior authorization tasks as responsibilities expand.
• Assist with additional scheduling, outbound calls, and administrative duties.
• Potentially support marketing-related activities through the practice's marketing portal.
• As the practice grows, potentially support the full-arch program, including appointment scheduling and initial patient communication.

Requirements

Required Qualifications

• Previous dental office experience is required.
• Experience working in a dental front-desk or reception role.
• Strong dental scheduling experience.
• Experience handling high-volume incoming dental calls.
• Experience handling or triaging emergency dental calls.
• Experience with dental recall and hygiene scheduling.
• Fluent English and Spanish.
• Excellent verbal and written communication skills.
• Warm, friendly, and patient-focused personality.
• Strong attention to detail and organizational skills.
• Ability to work independently in a remote environment.
• Reliable and committed to a long-term position.
• Comfortable working weekends and holidays when the practice is open.

Preferred Qualifications

• Experience with Dentrix
• Experience with marketing, lead-tracking, or call-source platforms.
• Previous experience working remotely for a dental practice.
• Experience with insurance verification or prior authorizations.

Important: Dental Experience Is Essential

The practice is specifically looking for someone who already understands the fundamentals of working in a dental office

Candidates should be comfortable with:

• Receiving and handling dental patient calls.
• Communicating with patients about their needs.
• Scheduling dental appointments appropriately.
• Understanding the difference between routine and emergency dental needs.
• Managing recall and hygiene scheduling.

Generic medical experience or general VA experience alone will not be sufficient for this position.

Benefits

Schedule

40 hours per week | Thursday–Monday

• Thursday
• Friday
• Saturday
• Sunday
• Monday

Saturday and Sunday availability is required.

The practice provides emergency coverage on weekends and may also operate on holidays. The selected candidate should be prepared to work weekends and holidays when the practice is open.

As the practice grows, additional support may eventually be needed for the full-arch program and expanded operating hours.

Please note that this is a full-time contractor position with a negotiable pay rate depending on skillset and experience.