Virtual Assistant (Dental Practice)

Our client is a well-established specialist dental practice operating in the Sydney region. They deliver high-quality orthodontic care to a diverse community through a client-focused, dynamic, and fast-paced environment.

They are now seeking to hire a Virtual Assistant to support their daily practice operations, manage patient communications, and maintain administrative workflows.

Job Responsibilities

Patient Communication & Call Handling

• Handle inbound patient phone calls, return missed calls, and manage call overflow
• Perform outbound pre-treatment and follow-up calls for patients needing future appointments
• Respond promptly to routine patient enquiries via phone and email

Appointment & Schedule Management

• Confirm, book, and reschedule patient appointments in a timely manner
• Follow up unconfirmed appointments daily to ensure smooth schedule flow

Accounts & Financial Administration

• Manage accounts receivable and follow up on outstanding or overdue payments
• Contact patients regarding overdue accounts and collect missed payments
• Process patient payments efficiently and maintain accurate financial records

Administrative & Social Media Support

• Upload patient records, X-rays, consent forms, and other documentation
• Maintain patient records and update the practice management system
• Perform general administrative tasks, data entry, and basic reporting
• Create and schedule social media posts for the practice

Requirements

• Proven experience in virtual administrative or customer service roles
• Previous experience handling both inbound and outbound high-volume telephone calls
• Background in managing accounts, accounts receivable, and payment follow-ups
• Strong English communication skills, both written and verbal
• High attention to detail with excellent team collaboration abilities
• Dedicated, self-motivated, and able to work independently in a remote environment

Nice-to-Have Skills

• Experience in medical, dental, or orthodontic administration
• Experience using Dolphin or similar practice management systems
• Familiarity with tools like Ontraport, Slack, MS Teams, and basic AI platforms like ChatGPT

Benefits

• Permanent work-from-home set-up
• Dayshift (Australian Eastern Standard Time business hours)
• Full-time job
• HMO (STAFF only)
• Annual leave
• 13-month pay
• With Government mandated benefits