Active Support | Quick Resolution | High Accuracy
Our Dental Virtual Assistant manages the critical administrative and financial operations that make sure your practice runs efficiently. By handling tasks like insurance confirmation, claim filing, payment tracking, and patient billing inquiries, the VA guarantees a reliable revenue stream. This setup allows your team to fully concentrate on delivering high-quality patient care.
🔹 Insurance & Claims Management:
- Verify patient coverage, plan limits, co-pays, and deductibles.
- Prepare and submit claims using ADA, CPT, and ICD codes.
- Ensure timely submission to reduce delays and rejections.
- Track pending claims and follow up with insurance companies.
- Manage denials, resubmit corrected claims, and resolve issues efficiently.
🔹 Payment Posting & Reconciliation:
- Record insurance payments and patient payments accurately.
- Reconcile accounts to ensure revenue is correct and complete.
- Identify underpayments or discrepancies quickly.
- Maintain organized financial records for easy reference.
- Generate reports to track revenue, outstanding balances, and cash flow.
🔹 Patient Billing & Communication:
- Create clear and easy-to-understand patient statements.
- Send reminders for outstanding payments.
- Answer patient billing questions professionally and promptly.
- Educate patients about insurance coverage and payment options.
- Maintain friendly, consistent communication to improve patient satisfaction.
🔹 Tele-Dental & Appointment Support:
- Schedule and confirm tele-consultations efficiently.
- Share pre-visit instructions and post-visit follow-ups with patients.
- Coordinate appointment reminders and cancellations.
- Manage front-desk administrative tasks virtually to reduce workload.
- Ensure smooth scheduling across in-office and virtual visits.
🔹 Reporting & Administrative Support:
- Provide weekly or monthly revenue and claims performance reports.
- Track claim rejections and analyze patterns to prevent future errors.
- Monitor patient payment trends and workflow efficiency.
- Handle accurate data entry, documentation, and record organization.
- Streamline administrative processes and coordinate tasks to support your practice.
🔹 CAQH Profile Management:
- Complete and update your CAQH ProView profile accurately.
- Upload all required documents, including licenses, certifications, and malpractice information.
- Ensure all information is current to avoid delays with insurance credentialing.
- Follow up with insurance companies to speed up approval and in-network enrollment.
- Maintain ongoing compliance so your practice stays credentialed and claims aren’t delayed.
What You Will Get
Financial Efficiency
>Experience fewer billing mistakes and quicker payment processing/reimbursements.
>Enhanced Clinical Focus
>Dedicate more time to core clinical responsibilities and direct patient care.
>Superior Patient Experience
>Achieve higher patient satisfaction through reduced wait times and improved communication.
>Cost-Effective Operations
>Realize lower administrative expenses vs full-time in-house staff.
>Regulatory Assurance
>Maintain better billing compliance, insurance standards & accuracy.
Dental Virtual Support You Can Rely On
By allowing our virtual staff to handle the dental care for you,
you are creating a foundation of good dental business.
Insurance & Claims Management
- Verify patient coverage, co-pays & deductibles
- Submit claims with ADA/CPT/ICD codes
- Reduce delays with timely submission
- Track & follow-up pending claims
- Resolve denials & resubmit corrections
Payment Posting & Reconciliation
- Record insurance & patient payments
- Reconcile accounts to ensure accuracy
- Identify underpayments quickly
- Maintain organized finance records
- Revenue & balance reporting
Patient Billing & Communication
- Generate simple statements
- Send payment reminders
- Handle billing questions
- Educate on coverage & payment plans
- Boost patient experience
Tele-Dental & Appointment Support
- Schedule & manage tele-consults
- Pre-visit & post-care follow-ups
- Coordinate reminders & cancellations
- Virtual front desk assistance
- Smooth scheduling workflow
Reporting & Administrative Support
- Monthly revenue & KPI reports
- Track claim rejection reasons
- Monitor patient payment trends
- Accurate documentation handling
- Streamline office workflow
CAQH Profile Management
- Complete & update CAQH ProView
- Upload licenses + certifications
- Stay current to avoid delays
- Speed up approval & in-network setup
- Maintain ongoing compliance
Our Process: How We Support Your Practice
Getting to Know You
We learn your workflow, systems, and goals so support fits your practice, not the other way around.
Doing The Actual Work
We roll up our sleeves and implement what we promise—from billing to admin tasks.
Keeping Patients Happy
We handle billing questions, reminders, and tele-visit scheduling with empathy and clarity.
Tracking & Improving
We track results, fix issues, and optimize workflows so you get paid faster and smoother.
Why Choose Us
No Hidden Fees
Transparent pricing with no surprises, so you always know what you’re paying for.
Flexible Monthly Plans
Affordable flat-rate options tailored to meet the needs of your practice.
Standardized Processes
Proven, consistent procedures to ensure accuracy, efficiency, and reliable results.
Proven Expertise
Skilled team with 50+ years of experience in dental and medical billing services.
HIPAA-Compliant Agreements
Business Associate Agreements to protect sensitive patient and insurance data.
100% Quality Satisfaction
Precise, reliable, and timely work with guaranteed client satisfaction.
The Facts Don’t Lie
“Virtual Admins make our work so much easier. Their virtual staffing support keeps our HOAs running properly, be it administration or accounting, compliance, or resident relations. We trust them completely, and we’ll happily recommend them to anyone looking for reliable support. They’re truly a part of our team, and working with them feels like working with people who genuinely care about our community. We have 6 branches, and they handled it all well.”
HOA Client
Privacy Restriction“We have worked with a few more firms in California, and Virtual Admins came out to be the best. Their team is reliable, easy to work with, and always quick to understand what we need. They take a lot off our plate, which helps us focus on our core work without stress. We genuinely appreciate their support and consider them a long-term partner.”
Accounting Partner
Privacy Restriction“Managing rental properties comes with a lot of issues, like tenant questions, maintenance requests, and keeping everything organized behind the scenes, plus Florida weather makes it harsher. Virtual Admins makes it all so much easier, handling the day-to-day tasks. Their proactive approach ensures that maintenance issues are addressed before escalating and tenants' concerns are handled calmly. We would love to work with them again.”
Rental Management Client
Privacy RestrictionFrequently Asked Questions
-
What services do your Dental Billing Virtual Assistants provide?
We offer dentists complete revenue cycle optimization via VAs who manage insurance verification, claim handling, payment allocation, denial follow-up, patient financial inquiries, and essential practice reporting.
-
How can a Virtual Billing Assistant help my dental practice?
A Virtual Billing Assistant reduces billing errors, ensures timely claim submissions, speeds up reimbursements, and allows your in-office team to work on patient care.
-
How do I communicate with my Virtual Billing Assistant?
Communication is flexible via email, phone, chat, or task management platforms. Your VA integrates with your practice workflow for real-time updates.
-
How secure is patient and insurance data handled by your VAs?
We follow strict HIPAA-compliant protocols to ensure patient and insurance information is protected at every step of billing and claims management.
-
Do they have expertise in my dental software?
Yes. Professional Dental VAs are typically experts in major dental software platforms (e.g., Dentrix, Eaglesoft, Open Dental) and are proficient in current CDT coding and insurance rules, which results in cleaner claims and faster payments.