Virtual Front Desk Coordinator

Virtual Front Desk Coordinator (Dental) – Remote
About the Role

NovaCare Dentistry is not looking for a typical virtual receptionist. This role is for a high-level remote coordinator who can think critically, manage patient flow, and protect production in a fast-paced private practice.

You will act as the control center of the schedule and patient communication, ensuring the doctor maintains a productive day (target: TBD/day adjusted production) while delivering a smooth, professional patient experience.

This is a performance-driven role where accuracy, initiative, and ownership directly impact the success of the practice.

Who You Are

A Critical Thinker
You anticipate problems before they happen. You can resolve scheduling gaps, insurance questions, and patient concerns independently.

Detail Obsessed
You aim for zero-error execution in scheduling, insurance communication, and documentation.

Highly Organized & Efficient
You can manage multiple conversations (calls, texts, software) without losing accuracy or focus.

Assertive but Professional
You are comfortable discussing finances, collecting payments, and setting clear expectations with patients.

Coachable & Adaptable
You implement feedback quickly and adjust to refined systems without resistance.

Growth Minded
You want long-term growth and take pride in contributing to a high-performing practice.

Key Responsibilities

Patient Communication (Primary Role)

Answer inbound calls and texts promptly and professionally
Schedule new and existing patients efficiently
Confirm appointments and reduce no-shows
Handle patient questions using structured communication protocols

Schedule & Production Management

Maintain a full and productive schedule daily
Fill cancellations quickly and proactively
Prioritize high-value treatment and optimize provider time
Coordinate treatment sequencing and timing

Financial Coordination

Clearly communicate treatment costs, expectations, copays and outstanding balances before appointments
Support payment arrangements according to office policy

Insurance & Administrative Support

Communicate with insurance team to resolve insurance questions (as needed)
Ensure accurate and complete patient notes
Support accounts receivable follow-up workflows
Tools & Work Setup
Reliable high-speed internet (non-negotiable)
Quiet, professional work environment
Comfortable using dental software (or able to learn quickly)
Experience with VoIP systems, scheduling platforms, and messaging tools preferred
Qualifications
Preferred: 1+ year in dental front desk, virtual dental support, or similar role
Strong English communication skills (phone and written)
High attention to detail and accuracy
Ability to multitask in a fast-paced environment

Preferred:

Experience with dental insurance and treatment coordination
Familiarity with practice management software
Spanish-speaking is a plus