Orthodontic Virtual Assistant for Consults, Visits and Benefits
An orthodontic virtual assistant from DentalCareWorks keeps the business side of treatment moving: new patient consults booked fast, adjustment visits kept on schedule, payment plan questions answered from your records, and orthodontic benefits checked before the contract is signed. Your assistant works remotely in your own practice software, so your treatment coordinator can stay with families in the office.
- $10 an hour
- Works in your software
- Cancel anytime
Today in the ortho office
Working
- Consult requests from the websiteFamilies called back and booked
- Ortho benefits checkedLifetime maximum and age limit noted
- Missed adjustment visitsPatients called and rebooked
- Payment plan question answeredBalance confirmed from the ledger
- Observation recalls dueCalling parents this afternoon
What they handle
What an orthodontic virtual assistant does
Orthodontic care runs for months or years, so small scheduling and billing gaps add up. Your assistant keeps the lists that hold treatment together.
New patient consults
Consult requests from calls, voicemail and web forms answered quickly, booked into the right slot, with intake details collected before the visit.
Adjustment visit scheduling
Recurring visits booked on the interval your doctor sets, after school openings shared fairly, and the next visit set before the patient leaves the schedule.
Missed appointment follow up
Patients who missed a visit are called promptly and rebooked, so treatment time does not quietly stretch out.
Orthodontic benefits
Coverage checked before the contract: whether the plan covers orthodontics, the lifetime maximum, any age limit, what has already been used, and how the plan pays.
Contracts and payment plans
Questions about down payments, monthly amounts and remaining balances answered from your ledger, and anything that needs a decision passed to your team.
Observation recalls
Younger patients on observation called back on schedule, so families who are not ready yet stay in touch with your office.
Orthodontic insurance
Getting ortho benefits right before treatment starts
Orthodontic coverage works differently from the rest of a dental plan. Many plans set a separate lifetime maximum for orthodontics rather than an annual one, many limit coverage by age, and many pay the benefit in installments over the course of treatment instead of all at once. A plan may also count orthodontic treatment another office started.
Your assistant records each of these on the benefits breakdown before the contract is presented, so the estimate your coordinator shows a family matches what the plan will actually pay. Our dental insurance verification checklist lists the fields to capture.
- Orthodontic coverage confirmed for this patient
- Lifetime maximum and the amount already used
- Age limit, waiting period and how payments are made
Work that stays in your office
Your doctor and treatment coordinator still lead every consult, present treatment and sign contracts with families. The assistant handles what happens around those moments: getting the family in the door, keeping visits on schedule and answering account questions from your records.
Want to see what missed visits cost your practice? Try the dental no show cost calculator.
Pricing
One rate for your orthodontic virtual assistant
You pay $10 an hour for a dedicated assistant, full time or part time. There is no setup fee and no long term contract, so you can change hours as your patient count changes or stop at any time.
Many ortho offices start with consult calls and scheduling, then add insurance verification or billing and claims once the assistant knows the practice.
One flat rate
- No long term contract
- No setup fees
- Cancel anytime
- A dedicated assistant, in your own systems
Orthodontic virtual assistant questions
What does an orthodontic virtual assistant do?
An orthodontic virtual assistant answers and returns calls, books consults and adjustment visits, follows up on missed appointments, checks orthodontic benefits, and answers payment plan questions from your records, working remotely in your practice software.
Can a virtual assistant check orthodontic insurance benefits?
Yes. Your assistant confirms whether the plan covers orthodontics and records the lifetime maximum, the amount already used, any age limit and how the plan pays the benefit, using your payer portals or a call to the plan.
Does the assistant present treatment or sign contracts?
No. Your doctor and treatment coordinator present treatment and sign contracts. The assistant books consults, prepares benefit details and answers account questions from your records.
How does the assistant handle missed adjustment visits?
They work a missed visit list every day, call the family, rebook the visit and note the outcome in the patient record, following the rules your practice sets.
How much does an orthodontic virtual assistant cost?
A orthodontic virtual assistant from DentalCareWorks is $10 an hour, with no setup fee and no long term contract; consult booking, benefits checks and payment plan questions all bill at that rate.
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.