Virtual Assistant (Orthodontics)

The Virtual Assistant (Orthodontics) will play a key role in supporting our client's practice by handling insurance processing, patient coordination, aligner monitoring, and light marketing and administrative tasks. 

This position is perfect for someone who excels in a dynamic orthodontic environment and enjoys creative, digital responsibilities such as managing social media or updating the website.

Job Responsibilities

Orthodontic insurance management

• Accurately and promptly verify orthodontic insurance benefits
• Submit and monitor insurance claims to ensure timely payment and proper documentation
• Follow up on unpaid or denied claims, addressing and resolving any discrepancies
• Record insurance payments and reconcile financial ledgers as necessary

Patient Communication and Customer Service

• Respond to patient inquiries via email, text, or phone with professionalism and warmth

• Assist with appointment scheduling, reminders, and general administrative tasks

• Keep patients informed with clear updates and maintain effective communication with the in-office team

• Support virtual front desk operations while handling all sensitive information with discretion and confidentiality

Remote Aligner Monitoring

• Review photos submitted by aligner patients through platforms like DentalMonitoring or similar systems

• Identify and flag potential treatment concerns, coordinating with the clinical team when necessary

• Monitor patient compliance, send courteous follow-ups, and maintain accurate progress reports

Light Marketing, Website, and Google Profile Management

• Help manage our Google Business Profile by posting updates, responding to reviews, and keeping business information up to date

• Assist with social media scheduling and engagement across platforms such as Instagram and Facebook

• Make basic website updates like adjusting team details, promotions, or office hours, using WordPress or a similar CMS

• Contribute to digital reputation management by monitoring online messages, comments, and mentions

• Experience in orthodontic or dental insurance processing

Preferred

• Familiarity with aligner treatment processes and digital patient tracking systems.
• Strong command of English, both written and verbal
• Highly organized, dependable, and capable of managing multiple administrative and creative tasks
• Maintains a positive attitude, professional presence, and genuine concern for patient care

Minimum Technical and Work Environment Requirements:

• Internet Connection:
• Primary internet connection with a minimum speed of 15 Mbps.
• Backup internet connection with at least 10 Mbps.
• Backup connection must be capable of supporting work during a power outage.

• Primary Device:
• Desktop or laptop equipped with at least:
• Intel Core i5 (8th generation or newer), Intel Core i3 (10th generation or newer), AMD Ryzen 5, or an equivalent processor.
• A minimum of 8 GB RAM.

• Backup Device:
• Must meet or exceed the performance of an Intel Core i3 processor.
• Must be functional during power interruptions.

• Peripherals and Workspace:
• A functioning webcam.
• A noise-canceling USB headset.
• A quiet, dedicated home office space.
• A smartphone for communication and verification purposes.