Virtual Assistant (Dental Practice)

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, dynamic, and fast-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