How to Hire a Dental Virtual Assistant With DentalCareWorks
Hiring a dental virtual assistant through DentalCareWorks takes four steps: a discovery call, interviews with the candidates we match to your needs, access your team sets up, and work that follows your own written workflows. You stay in charge of every login, every task and the hours, and there is no long term contract.
The process
Four steps from first call to a working assistant
Each step has a clear owner, so you always know what is waiting on you and what is waiting on us.
Discovery call
We talk through the work that is falling behind, the roles you want covered, your practice software, phone system and payers, and the hours you need. You leave the call knowing exactly how an assistant would fit in.
You choose your assistant
We send you profiles of assistants who fit the roles and schedule you described. You interview them at no cost and choose the one you want, so you know who will be answering your phones or working your claims.
You set up access
Your team creates a named user account in your practice management software and adds the assistant to your phone system and the payer portals they need, with only the permissions each task calls for.
Work starts on your workflows
Your assistant follows the scripts, checklists and priorities your office already uses. Start with one role, then add more once the assistant knows the practice.
Before the first day
What to have ready
A little preparation makes the first weeks smooth. None of it needs to be perfect; your assistant will help you write down what lives only in people's heads today.
- A user account in your practice software, with permissions for the assigned work
- Access to your phone system, if the role includes calls
- Logins for the payer portals your office uses, if the role includes insurance or claims
- Your scheduling rules, scripts and any checklists you already use
- One person on your team the assistant can ask questions during the first weeks
A guide for the first 30 days
Our guide to onboarding a dental virtual assistant walks through access, written workflows and the check ins that help a new remote team member settle in quickly.
For the security side, read how to give a remote assistant safe access to your dental software.
Your assistant
Who you will be working with
Every DentalCareWorks assistant is trained for dental office work before being matched with a practice.
Dedicated to your practice
The same person every day, learning your providers, your schedule and your patients.
HIPAA trained
Trained on handling protected health information before working with any practice.
Background checked
Every assistant is background checked before being placed with a practice.
After the start
Staying in charge as you go
Your assistant works the hours you set and the priorities you give. If your needs change, the hours change with them: more time during busy seasons, less when things are quiet, or a new role added when the first one is running well.
Time tracking software records every working hour, your practice gets a login to see it, and you are billed weekly for the hours worked. There is no long term contract and no minimum, so if it is not working, you can stop at any time.
Who decides what
Your practice decides which systems the assistant can open, which tasks they own and which questions go to your team. Clinical decisions, diagnoses and signatures always stay with your providers.
Hiring questions
How do we hire a dental virtual assistant?
Book a discovery call, tell us the work and hours you need, interview the candidates we match and choose your assistant, then set up their access to your systems. Work starts on your own workflows.
Do we interview the assistant?
Yes. You review candidate profiles, interview them at no cost and choose the assistant you want before anyone starts.
Who sets up access to our systems?
Your team does. You create the user accounts and choose the permissions, so you can see and change what the assistant can reach at any time.
What if the assistant is not the right fit?
Tell us. There is no long term contract, and you can cancel anytime.
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.