Bilingual Medical Virtual Assistant (Dental)

Job Title: Bilingual Medical Virtual Assistant (Dental)

Position type: Full-Time

Work hours: 8:30 AM to 5:30 PM Pacific Daylight Time

Work days: Monday to Friday

Salary: $6 - $8 per hour, depending on experience

Workplace: Remote

About the role

We are seeking an experienced, highly organized, and patient-focused Bilingual Medical Virtual Assistant (Dental) to provide front-desk, scheduling, insurance, and administrative support for a busy U.S.-based dental practice.

This is a patient-facing role that requires fluency in both English and Spanish , excellent phone communication skills, and the ability to confidently manage a high volume of patient interactions throughout the day. You will serve as an important point of contact for patients, helping them schedule appointments, understand treatment-related costs, complete necessary follow-ups, and navigate insurance-related processes.

In addition to virtual reception responsibilities, you will support insurance verification, treatment plan preparation, co-payment collection, claim creation, and coordination with the practice's external billing company. You will also help keep the appointment schedule organized and ensure patient communications and administrative tasks are handled accurately and on time.

The ideal candidate has previous dental or healthcare administrative experience and understands the importance of balancing efficiency with compassionate patient service. Dentrix experience is highly preferred , while familiarity with Delta Dental and Weave is a significant advantage.

We are looking for someone who is reliable, proactive, detail-oriented, and eager to become a long-term member of the team. The practice values quality, accuracy, professionalism, and finding the right person for the role rather than simply filling the position quickly.

Scope of Work / Responsibilities

Virtual Reception & Patient Communication

Answer and manage a high volume of inbound patient calls professionally

Serve as a friendly and knowledgeable first point of contact for patients

Respond to patient questions and route inquiries appropriately

Manage patient communications through the Weave phone and communication platform

Maintain a professional, compassionate, and patient-focused approach during every interaction

Appointment Scheduling & Patient Follow-Up

Schedule, confirm, and reschedule patient appointments

Maintain an organized and optimized appointment schedule

Conduct patient follow-ups regarding appointments and treatment plans

Help reduce scheduling gaps and ensure appropriate follow-up is completed

Follow practice-specific scripts, workflows, and scheduling procedures

Insurance Verification & Treatment Coordination

Verify patient insurance eligibility and benefits, primarily through Delta Dental

Review relevant insurance information before appointments

Prepare treatment plans with detailed fee and patient cost breakdowns

Communicate treatment-related financial information clearly and professionally

Collect patient co-payments according to practice procedures

Claims & Billing Coordination

Create insurance claims for submission and coordination with the external billing service

Coordinate with the practice's billing company regarding claim processing and follow-ups

Maintain accurate insurance and billing-related documentation

Follow up on outstanding information when necessary to keep claims moving efficiently

Administrative Support

Maintain accurate and organized patient information within Dentrix

Provide general front-desk and administrative support

Complete assigned documentation and patient-related administrative tasks

Learn and consistently follow the practice's customized workflows, scripts, policies, and procedures

Assist the team with additional administrative responsibilities as needed

Top 3 Priorities

1. Virtual Reception & Call Management

Provide professional bilingual phone coverage, manage a high volume of inbound patient calls, address inquiries, and ensure patients receive timely and helpful assistance.

2. Patient Follow-Up & Administrative Support

Manage scheduling, appointment confirmations, treatment plan follow-ups, and day-to-day administrative responsibilities while maintaining an organized patient experience.

3. Insurance Verification & Billing Coordination

Verify insurance eligibility and benefits, prepare treatment-related cost information, create claims, collect co-payments, and coordinate effectively with the external billing team.

Required Skills & Experience

Bilingual Communication

Fluency in both English and Spanish is required

Excellent spoken and written communication skills in both languages

Confident communicating with patients over the phone

Able to explain scheduling, insurance, treatment, and payment information clearly and professionally

Compassionate and patient-focused communication style

Dental & Healthcare Administrative Experience

Previous dental or healthcare administrative experience is strongly preferred

Experience in a patient-facing dental or medical office role is highly desirable

Experience supporting a U.S.-based dental or healthcare practice is preferred

Familiarity with dental front-desk workflows, scheduling, treatment coordination, or insurance processes is a strong advantage

Scheduling & Patient Support

Experience managing appointment scheduling, confirmations, rescheduling, and patient follow-ups

Comfortable managing a high volume of calls and appointments

Strong customer service and patient interaction skills

Ability to stay calm, organized, and professional during busy periods

Dental Insurance & Billing Coordination

Experience with insurance eligibility and benefits verification

Comfortable navigating insurance portals and reviewing patient coverage

Experience preparing or supporting treatment plans and patient cost breakdowns

Comfortable collecting co-payments and discussing patient financial responsibility professionally

Experience creating insurance claims and coordinating with billing teams is strongly preferred

Comfortable working with an external billing service and following up on insurance-related tasks

Systems & Software Experience

The practice currently uses

Dentrix – Primary dental practice management/EHR system

Delta Dental – Primary insurance platform for eligibility and benefits verification

Weave – Phone and patient communication platform

Hands-on Dentrix experience is highly preferred . Familiarity with Delta Dental and Weave is also a significant advantage.

Candidates should be tech-savvy, quick to learn, and comfortable adapting to the practice's customized systems and workflows.

Ideal Candidate Profile

We are looking for someone who is

Bilingual in English and Spanish

Experienced in dental or healthcare administration

Confident handling high-volume patient calls

Highly organized with exceptional attention to detail

Comfortable with insurance verification and billing coordination

Professional and compassionate when communicating with patients

Proactive and able to anticipate administrative needs

Reliable, dependable, and consistent

Able to multitask effectively in a busy dental environment

A quick learner who follows instructions and established processes carefully

Comfortable working independently while remaining collaborative with the practice team

Interested in a stable, long-term opportunity