Pediatric Dental Virtual Assistant for Parents, Schedules and Coverage
A pediatric dental virtual assistant from DentalCareWorks handles the calls, scheduling and coverage checks that keep a children's practice running. Your assistant talks with parents and guardians, fits visits around school and work, checks Medicaid, CHIP and commercial eligibility before each visit, and keeps six month recall moving, all from inside your own practice software.
- $10 an hour
- Works in your software
- Cancel anytime
Today in the kids' office
Working
- Eligibility checked for tomorrowMedicaid and commercial plans
- Parent voicemails returnedVisits moved to after school
- Siblings booked togetherBack to back chairs held
- Recall list for this monthFamilies called and texted
- New patient formsSent to guardians before the visit
What they handle
What a pediatric dental virtual assistant does
In a children's practice, every call is with a parent or guardian, every schedule competes with school, and coverage rules vary by plan. Your assistant is set up for exactly that.
Calls with parents
Questions about visits, forms and what to expect answered in your practice's voice, and anything clinical passed to your team with a clear note.
Scheduling around school
Popular after school and early morning slots shared fairly, siblings booked together, and visits moved without losing the family's place in recall.
Medicaid and CHIP eligibility
Coverage checked before every visit through your state portals and plan websites, because plan assignment, frequency limits and service rules vary even when eligibility is continuous.
Six month recall
Due and overdue patients contacted every week by the channels your families answer, with each outcome written into the record.
New patient intake
Guardian contact details, custody notes your office keeps and insurance information collected at booking, with forms sent ahead of the visit.
Referrals out
Referrals to orthodontists and oral surgeons prepared and tracked, so no family falls between two offices.
Medicaid and CHIP
Why eligibility checks matter more in pediatric dentistry
Pediatric practices often care for children covered by Medicaid or CHIP. Under Medicaid's EPSDT benefit for children, dental services must at a minimum include relief of pain and infections, restoration of teeth and maintenance of dental health, and they may not be limited to emergency services. Each state sets its own dental periodicity schedule and its own rules for how often services are covered.
That makes a check before every visit worth the time. Your assistant confirms active coverage, notes the plan or managed care organization the child is assigned to, and flags frequency limits before the visit, not after the claim comes back.
Source: Medicaid.gov, Early and Periodic Screening, Diagnostic, and Treatment.
Families first, paperwork second
Parents call between meetings and school pickups. A dedicated assistant who returns those calls quickly and books visits on the first try keeps families with your practice.
See how much empty chairs cost with the dental no show cost calculator, or read our guide to a dental hygiene recall system.
Pricing
One rate for your pediatric dental 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 add hours during busy school breaks and pull back when things settle.
Many pediatric offices start with phones and eligibility checks, then add scheduling and recall or billing and claims as the assistant learns the office.
One flat rate
- No long term contract
- No setup fees
- Cancel anytime
- A dedicated assistant, in your own systems
Pediatric dental virtual assistant questions
What does a pediatric dental virtual assistant do?
A pediatric dental virtual assistant takes calls from parents, schedules visits around school, checks Medicaid, CHIP and commercial eligibility before appointments, runs six month recall and prepares referrals, working remotely in your practice software.
Can a virtual assistant verify Medicaid dental eligibility?
Yes, using the state Medicaid portal or the managed care plan's website your office already uses. Your team gives the assistant a login of their own for each portal.
How often should we check a child's Medicaid eligibility?
Before every visit. Since January 1, 2024, children in Medicaid and CHIP generally keep 12 months of continuous eligibility, but plan or managed care assignment, frequency limits and service rules still vary, so a check close to the appointment is the safest habit. See Medicaid.gov on continuous eligibility.
Will the assistant talk with parents about treatment?
They answer scheduling, form and account questions. Questions about diagnosis or treatment go to your dentist or clinical team.
How much does a pediatric dental virtual assistant cost?
A pediatric dental virtual assistant from DentalCareWorks is $10 an hour, with no setup fee and no long term contract; parent calls, Medicaid checks and recall all bill at the same hourly 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.