Virtual Assistant for Dental Practice Operations

About the Role

A reputable dental clinic in the Sydney area, specializing in orthodontics, is seeking a Virtual Assistant to bolster daily operational functions. This role involves managing patient interactions and streamlining administrative procedures within a client-oriented and energetic environment.

Primary Duties

• Manage inbound patient calls, return missed calls, and handle overflow to ensure all communications are addressed.
• Conduct outbound calls for pre-treatment outreach and to follow up on upcoming patient appointments.
• Respond swiftly and effectively to routine patient questions through phone and email channels.
• Schedule patient appointments, including confirming, booking, and rescheduling to optimize the daily calendar.
• Perform daily follow-ups on unconfirmed appointments to maintain appointment flow.
• Oversee accounts receivable, pursue overdue payments, and process patient transactions accurately.
• Maintain patient documentation by uploading records, X-rays, consent forms, and keeping the practice management system updated.
• Carry out general administrative duties such as data entry and basic reporting.
• Create and manage social media posts promoting the dental practice.

Required Qualifications and Skills

• Demonstrated experience in virtual administrative or customer service roles.
• Proven ability to manage high-volume inbound and outbound phone communications.
• Experience handling financial administration tasks including accounts receivable and payment collections.
• Excellent verbal and written English communication skills.
• Meticulous attention to detail and strong collaboration abilities.
• Self-driven, motivated, and capable of working independently in a remote setting.

Desirable Skills

• Previous exposure to medical, dental, or orthodontic administrative environments.
• Familiarity with practice management software such as Dolphin.
• Experience using communication and management tools like Ontraport, Slack, MS Teams, and rudimentary AI platforms including ChatGPT.

Employment Benefits

• Permanent remote work arrangement.
• Part-time position following Australian Eastern Standard Time day shifts.
• Health maintenance organization (HMO) coverage.
• Entitlement to annual leave.
• Receives 13th month salary.
• Government-mandated employment benefits applicable.