Virtual Dental Patient Coordinator (Remote – Full-Time)

Virtual Dental Patient Coordinator (Remote – Full-Time)

40 Hours per Week | Monday–Friday | US Central Time

Location: Remote
Industry: US Dental Practice
Experience: Minimum 1 year supporting a US medical or dental practice

About the Opportunity

We are a growing, technology-driven dental practice in Texas looking for an exceptional Virtual Dental Patient Coordinator to join our team.

We are not looking for someone who simply answers phones, follows scripts, and waits for instructions.

We are looking for someone who takes ownership of conversations, thinks ahead, solves problems, and knows how to turn patient inquiries into scheduled appointments.

You will often be the first person a patient speaks with, so your communication skills, professionalism, and ability to build trust are essential.

Our practice has established systems, detailed training materials, and standardized procedures. We can teach you our software and workflows. What we need you to bring is excellent English, reliability, initiative, and confidence communicating with American patients.

What You'll Be Doing

1. Patient Communication & Appointment Conversion

• Answer inbound calls and respond promptly to patient text messages.
• Build rapport with patients through natural, confident conversations.
• Help patients understand their next steps and guide them toward scheduling.
• Handle patient questions, concerns, and objections professionally.
• Follow up with interested patients who have not yet scheduled.
• Communicate clearly without sounding robotic, overly scripted, or passive.

2. Scheduling & Patient Reactivation

• Schedule hygiene appointments, consultations, and other eligible visits.
• Contact overdue patients and encourage them to return for recommended care.
• Follow up on missed appointments and outstanding scheduling opportunities.
• Identify gaps in the schedule and proactively help fill them.
• Maintain accurate patient records and appointment information.

3. Emergency Patient Coordination

• Respond confidently to urgent dental inquiries, including broken teeth, toothaches, and other dental concerns.
• Ask the appropriate questions using established emergency call protocols.
• Identify when an inquiry requires immediate clinical escalation.
• Help patients understand their scheduling options without providing medical advice.

4. Insurance, Billing & Payments

• Verify dental insurance eligibility and benefits online.
• Coordinate with the Insurance Coordinator when additional assistance is needed.
• Send virtual invoices and securely facilitate payments through Clover.
• Explain administrative billing information clearly and professionally.
• Escalate complicated financial questions when necessary.

5. Team Communication & Accountability

• Communicate promptly with the in-office and virtual teams through Google Chat.
• Participate in Google Meet video calls with your camera on when required.
• Provide proactive updates on assigned responsibilities and unresolved issues.
• Follow established SOPs and maintain accurate documentation.
• Take responsibility for completing tasks without repeated reminders.

What We're Looking For

Exceptional English Communication

You must be able to understand and comfortably converse with fast-speaking American patients, including patients who are upset, confused, or in a hurry.

We are looking for someone with a clear, professional phone presence who can communicate naturally, ask thoughtful questions, and confidently guide a conversation.

Proactive, Not Reactive

You don't wait for someone to tell you every next step. You recognize opportunities, anticipate problems, follow through, and communicate before being asked.

Confident but Friendly

You can be warm and empathetic without being timid. You are comfortable taking the lead in a conversation, providing clear direction, and helping patients make decisions.

Dependable and Responsive

Attendance, punctuality, and responsiveness are non-negotiable. Our patients and team depend on you being available and engaged throughout your scheduled shift.

Detail-Oriented and Organized

You can manage multiple conversations, maintain accurate records, and follow procedures without losing important details.

Mandatory Qualifications

• Minimum 1 year of recent experience supporting a US-based medical or dental practice.
• Excellent spoken and written English.
• Demonstrated experience handling patient calls and appointment scheduling.
• Strong ability to multitask while maintaining accuracy.
• Reliable attendance and consistent responsiveness.
• Willingness to work 40 hours weekly, Monday through Friday, during US Central Time business hours.
• Exclusive professional commitment to our practice during scheduled working hours.
• Willingness to attend video meetings with camera enabled.

Technical Requirements

• Dedicated, quiet home office.
• Intel Core i5 processor or comparable performance (Apple M2 or newer).
• Minimum 16 GB RAM.
• Stable, high-speed internet connection.
• Reliable headset and microphone suitable for professional patient calls.

Preferred Experience

Experience with any of the following is beneficial but not required:

• Open Dental
• GoHighLevel (CRM, calling, and texting)
• Clover payment processing
• Dental insurance verification
• Dental hygiene recall and patient reactivation
• Dental appointment scheduling and emergency call handling
• Google Chat and Google Meet

What Makes Someone Successful Here?

The strongest candidates are people who:

• Enjoy speaking with patients and building relationships.
• Know how to ask good questions rather than simply provide information.
• Can turn a hesitant caller into a confidently scheduled patient without pressuring them.
• Take pride in helping the practice grow.
• Communicate problems early and bring possible solutions.
• Learn quickly and appreciate structured training.
• Value accountability, professionalism, and being part of a dependable team.

This is not a passive data-entry or basic call-answering position. It is an opportunity to become an important part of a dental practice where your communication skills, judgment, and initiative directly influence the patient experience.

How to Apply

Please submit:

1. Your updated resume highlighting US medical or dental experience.
2. A 60–90 second video introduction in English explaining your previous patient communication responsibilities and why you would be successful in this position.
3. A brief description of your experience with appointment scheduling, patient reactivation, and insurance verification.
4. Your expected hourly rate in USD.
5. Confirmation that you can work full-time during US Central Time hours.

Candidates selected for the next stage will complete a live patient communication exercise and a practical skills assessment.