Our client is a well-established specialist dental practice operating in the Sydney region. They deliver high-quality orthodontic care to a diverse community through a client-focused, energetic, and quick-paced environment.
They are now seeking to hire a Virtual Assistant to support their daily practice operations, manage patient communications, and maintain administrative workflows.
Job Responsibilities
Patient Communication & Call Handling
- Handle inbound patient phone calls, return missed calls, and manage call overflow
- Perform outbound pre-treatment and follow-up calls for patients needing future appointments
- Respond promptly to routine patient enquiries via phone and email
Appointment & Schedule Management
- Confirm, book, and reschedule patient appointments in a timely manner
- Follow up unconfirmed appointments daily to ensure smooth schedule flow
Accounts & Financial Administration
- Manage accounts receivable and follow up on outstanding or overdue payments
- Contact patients regarding overdue accounts and collect missed payments
- Process patient payments efficiently and maintain accurate financial records
Administrative & Social Media Support
- Upload patient records, X-rays, consent forms, and other documentation
- Maintain patient records and update the practice management system
- Perform general administrative tasks, data entry, and basic reporting
- Create and schedule social media posts for the practice
- Proven experience in virtual administrative or customer service roles
- Previous experience handling both inbound and outbound high-volume telephone calls
- Background in managing accounts, accounts receivable, and payment follow-ups
- Strong English communication skills, both written and verbal
- High attention to detail with excellent team collaboration abilities
- Dedicated, self-motivated, and able to work independently in a remote environment
Nice-to-Have Skills
- Experience in medical, dental, or orthodontic administration
- Experience using Dolphin or similar practice management systems
- Familiarity with tools like Ontraport, Slack, MS Teams, and basic AI platforms like ChatGPT
- Permanent work-from-home set-up
- Dayshift (Australian Eastern Standard Time business hours)
- Full-time job
- HMO (STAFF only)
- Annual leave
- 13-month pay
- With Government mandated benefits