Remote Executive Assistant with Dental Background (Part-Time ? Full-Time Potential)

Location: Remote (must be able to work 3:00–7:00 PM EST, Mon–Fri)
Practice: La Luxe Dental – Washington, DC (boutique, spa-like general & sedation practice)

About the Role

I am Dr. Ashley Fagan, owner of La Luxe Dental in Washington, DC. I’m looking for a highly reliable, detail-obsessed Remote Executive Assistant with solid dental experience to be my right hand.

This is not a basic VA job. This role touches:

My calendar and priorities
Our AR and follow-up systems
Lab case + schedule alignment
KPI reporting and SOP upkeep

If you are organized, proactive, and comfortable owning systems (not just taking orders), keep reading.

Core Responsibilities

You will own four main areas:
Daily Communication & Reporting
Clock in/out and communicate clearly at the start and end of each shift.
Send a structured end-of-day report every shift (what was completed, links, metrics, time log, priorities).
Maintain organized Google Docs/Sheets for trackers and SOP references.
AR Execution & Patient Follow-Up
Review overdue accounts and AR reports in OpenDental / Elevate.
Distinguish between pending claims and true patient balances.
Contact patients (phone/text) for:
30-day pending claims (inform + ask them to contact insurance), and
Overdue balances (payment or card-on-file payment plan discussions).
Document all actions in CommLogs and task lists with clear next steps.
Lab & Schedule Checks
Daily review of upcoming doctor schedule (next 3–5 business days) to ensure:
All appointments needing lab work have lab cases created and sent.
Lab delivery dates align with appointment dates.
Follow up with labs on pending cases and update the lab tracker.
Flag mismatches and send tasks to the appropriate team members.
Light Executive Assistant Support
Maintain a monthly KPI tracker
Prepare a Monday agenda with my top priorities and key follow-ups.
Assist with research and coordination tasks (e.g., vendors like Unifi Protect, associate pay benchmarks, training documentation).

Requirements

You are a strong fit if you:
Are a dentist or previous dental VA for a US practice.
Are fluent and confident in spoken and written English (you will be talking to US patients about money and insurance).
Are obsessively reliable — you understand that disappearing or missing reports is not compatible with this role.
Are tech-savvy and comfortable with:
OpenDental (or similar PMS)
Google Workspace (Docs, Sheets, Drive)
Communication tools (Slack, Teams, Mango / VoIP, Flex or similar)
Can work consistently during 3:00–7:00 PM EST, Monday–Friday.
Can follow existing systems and improve them when you see a better way.
Are comfortable asking questions, but not expecting everything to be spoon-fed.

Nice to have (but not required):
Experience with AR/collections and insurance follow-up.
Experience with remote dental billing or coordination (e.g., Elevate, outsourced billing).
Experience building or updating SOPs/training docs.

What This Role is Not
This is not casual, “log in when you feel like it” VA work.
This is not purely creative/social media work.
This is not for someone who struggles to stay organized across multiple systems.
I need someone who sees themselves as a partner in operations, not just a task-taker.

Schedule & Growth
Starting as part-time: 20 hours/week (3–7 PM EST, Mon–Fri)
Potential to grow into full-time as we scale and as you prove reliability and impact.

How to Apply
Send an email or application that includes:
Subject line: Remote EA – [Your Name]
A short intro paragraph about your dental background and what kind of work you’ve done (front office, AR, billing, chairside, etc.).
1–2 examples of AR or billing problems you’ve handled in the past (real or anonymized):
What the situation was
What you did
The outcome
A short Loom or audio recording (2–3 minutes) explaining:
Why you’re interested in supporting a small, growing dental practice
How you keep yourself organized working remotely
Your internet speed test and the specs of your computer.

If you are serious about reliability, systems, and supporting a doctor so she can stay out of the weeds and focus on patients and growth, I’d love to hear from you.