Virtual Assistant

About this role

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

• Permanent work-from-home set-up

• Dayshift (Australian Eastern Standard Time business hours)

• Part-time job

• HMO (STAFF only)

• Annual leave

• 13-month pay

• With Government mandated benefits