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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

Requirements

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

Benefits