Dental Virtual Assistants for Your Front Desk and Back Office
DentalCareWorks places a dedicated dental virtual assistant with your practice to answer patients, keep the schedule full, verify insurance, work claims, chart and handle the paperwork that piles up between appointments. Your assistant works remotely, inside your own practice software, during your office hours, for $10 an hour.
- $10 an hour
- No long term contract
- No setup fees
- HIPAA trained
Your assistant's list today
Working
- Benefits verified for tomorrow's patientsBreakdowns saved to each chart
- Unconfirmed appointments calledOpenings offered to the ASAP list
- Overdue hygiene patients contactedRecall visits booked
- Rejected claim corrected and resentNarrative and X-rays attached
- Crown case due back ThursdayDue date confirmed with the lab
Services
What a dental virtual assistant handles for you
Pick one role or combine several. Your assistant takes the work that keeps your team on the phone and behind a screen, so the people in your office can stay with the patients in the chair.
Front desk and patient communication
Calls answered, appointments booked and confirmed, and recall lists worked every week.
Clinical documentation and charting
Treatment notes and charting entered as you work, dictations transcribed, records kept current.
Back office and insurance
Eligibility and benefits checked before visits, claims followed through, referrals and lab cases tracked.
Why practices do it
Keep your team with patients, not on hold
Most dental offices ask a few people at the front desk to do three jobs at once: greet patients, answer the phone and sit on hold with insurance companies. Something always slips. Usually it is the call that never got returned or the claim that sat in a queue for weeks.
A virtual assistant takes the work that does not need someone physically in the office. Your in office team keeps the patient experience. Your assistant keeps the lists moving.
- One dedicated person who learns your schedule rules, fee schedules and payers
- Works in your practice management software through access you grant and can remove
- Covers the hours you choose, full time or part time
What a front desk hour costs
Receptionists in U.S. dental offices earned a mean of $20.41 an hour in May 2023, before payroll taxes and benefits. Small employers paid about 35 cents in benefits for every dollar of wages in June 2026.
| Full time, 40 hours a week | In office hire | DentalCareWorks |
|---|---|---|
| Hourly rate | $20.41 | $10.00 |
| Payroll taxes and benefits | About $7.14 | Not paid by you |
| Per year | About $57,300 | $20,800 |
Sources: BLS wage estimates for offices of dentists and BLS employer costs by establishment size. Run your own numbers in the VA cost calculator.
How it works
From first call to a working assistant
You tell us what is falling behind. We match an assistant to that work and your hours, then you stay in charge of every login and every task.
Discovery call
We map the tasks you want covered, your software, your payers and the hours you need.
You choose your assistant
Interview candidates matched to your roles and schedule at no cost, and pick the one you want.
Access you control
Your team sets up logins for your practice software, phones and payer portals.
Work starts
Your assistant follows your workflows. Change hours as you grow, or cancel anytime.
Specialties
Virtual assistants for every kind of dental practice
General dentistry and specialty offices run on different calendars and different paperwork. Your assistant is set up around the way your practice works.
Orthodontic practices
New patient consults, adjustment visits on a steady cycle and payment plan questions.
Orthodontics
Pediatric dentistry
Parents scheduling around school, Medicaid and CHIP eligibility, and six month recall.
Pediatric
Oral surgery
Referrals in, predeterminations out, and follow up calls after every procedure.
Oral surgery
Periodontics and endodontics
Referral driven offices that live on fast intake and clear reports back to the dentist.
Perio and endo
DSOs and group practices
One standard for verification, claims and scheduling across every location.
Groups
Your practice software
Dentrix, Eaglesoft, Open Dental, Curve Dental, Denticon and the portals you already use.
SoftwareHIPAA
Patient data stays in your systems
Every DentalCareWorks assistant is HIPAA trained and background checked before working with a practice. Your assistant works inside the systems you already secure, through user accounts your team creates, so your audit trail stays complete and access ends the moment you remove it.
- HIPAA trained and background checked
- A named user account for your assistant, never a shared login
- Access limited to what each task needs
- A business associate agreement, signed by your assistant, before any patient data is touched
Free tools
Put numbers on the work
Three calculators built for dental offices. Enter your own figures and see where the hours and the money go.
Insurance verification cost
Hours your team spends checking eligibility and benefits each week, and what they cost.
Open calculator
No show cost
Production lost to empty chairs, and what steady confirmation calls can win back.
Open calculator
Virtual assistant cost
An in office hire next to a virtual assistant, with wages, taxes and benefits included.
Open calculatorGuides
Guides for dental front desks and billing teams
Practical answers on insurance breakdowns, claims, recall and running a remote team, written for the people who do the work.
Dental insurance verification checklist
Every field to capture on a benefits breakdown, and the questions that prevent surprises at checkout.
Read the guideHow to write dental claim narratives
What payers look for in a narrative, which attachments go with which procedures, and examples.
Read the guideWhat a dental virtual assistant does
The tasks a remote assistant can own, the ones that should stay in the office, and how to split them.
Read the guideDental virtual assistant questions
What is a dental virtual assistant?
A dental virtual assistant is a trained remote team member who handles front desk, insurance, billing, charting or administrative work for a dental practice. They work in your practice management software, phones and payer portals over a secure connection, during the hours you set.
How much does a dental virtual assistant cost?
DentalCareWorks charges one flat rate of $10 an hour. There is no long term contract, no setup fee, and you can cancel anytime. See pricing for the details.
Which tasks can a dental virtual assistant take on?
Scheduling, appointment confirmations, patient calls and hygiene recall; charting and dental transcription; records management; insurance verification; predeterminations, claim rejections and appeals; specialist referrals; and lab case and prescription coordination. Most practices start with one or two of these and add more once the assistant knows the office.
Will the assistant work in our practice management software?
Yes. Your assistant works inside the system you already run, such as Dentrix, Eaglesoft, Open Dental, Curve Dental or Denticon, through a user account your team creates, either directly or through a remote desktop connection to a computer in your office. Nothing moves to an outside system.
Is a dental virtual assistant HIPAA compliant?
HIPAA compliance depends on how the work is set up, not only on the person. Our assistants are HIPAA trained and background checked, sign a business associate agreement with your practice, and use named accounts with only the access each task needs. Read more on our HIPAA page.
Can we change hours or cancel?
Yes. There is no minimum number of hours, hours can go up or down as your practice changes, and there is no long term contract to cancel. You are billed weekly for the hours your assistant works.
Talk with us about your front desk and back office
A short discovery call to map the work your team wants off its plate, and how a dental virtual assistant would handle it.