Virtual Assistant (Dental Practice)
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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
- 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
Skills
As published by workable · 28 questions · 5 written answers
Basics
First name, Last name, Email, Headline, Phone, Address, Summary, Resume, Cover letter
Short answers (5)
- Please provide a link to your LinkedIn profile account.
- Please upload a 1-2 minute VIDEO recording summarising your work experiences. You can use any platform you prefer. Once recorded, upload your video to your preferred drive and share the link here. Ensure the link is accessible to anyone with the link. Record in your working area, ensure a quiet environment and maintain a professional appearance. Note that this is MANDATORY, and we cannot proceed with your application without it.
- Do you currently have any full-time, part-time, or side commitments? If yes, how much notice do you need to render, and how soon would you be able to start and fully commit to this role?
- Will you require maternity/paternity leave within the next 12 months? If not, then do you have any prior planned leaves? Please specify.
- What is your current internet service provider, and what alternative or back-up internet connection do you have in place?
Pick from a list (15)
- We’re seeking someone who can dedicate themselves fully to the role. Please apply only if you are not currently employed in another full-time position or can transition out of it before starting. Can you confirm that you’ll be available to start this role without any conflicting commitments, including part-time, full-time, or freelance work?
- Please note that as a requirement, we will implement a Time Tracker system. Its purpose is to ensure transparency for our clients, indicating our active involvement in our tasks, and to maintain an accurate record of daily working hours. Could you please confirm your willingness to use this system?
- If you are hired by us, you will be engaged under a Philippines Employment Model contract, which means your government-mandated benefits will be fully covered and seamlessly managed on your behalf. Would you be comfortable with this arrangement?
- Are you comfortable starting in a part-time role (30 hrs/week) with the possibility of going full-time later, and can you commit to this setup long term?
- Do you have experience working as a Virtual Assistant or Administrative Assistant?
- Do you have experience working in the healthcare, medical, or dental industry?
- Do you have experience making 25 to 30 outbound calls daily?
- Do you have experience managing accounts receivable and chasing overdue payments?
- Do you have experience handling appointment scheduling and calendar management?
- Do you have experience updating patient or customer records in CRM software?
- Do you have experience managing routine email and phone enquiries?
- How many monitor/s do you have available?
- I hereby authorise VirtualStaff365 to contact my previous employers, supervisors, and references for the purpose of verifying my employment history and qualifications. I consent to the collection and processing of my personal data in accordance with the Philippines’ Data Privacy Act of 2012 (Republic Act No. 10173).
- Please note that an active NBI clearance is required before we can process your application. Candidates without an active NBI clearance will not be considered until they obtain one. Do you understand and agree to this requirement?
- Do you currently have an active NBI clearance?
Written answers (5)
- If you are shortlisted, we would like to contact you on Google Chat or MS Teams. Please provide your email ID ("MS Teams - sample@email.com")
- In 100 words, please tell us about those experiences you had that is related to this role.
- What motivates you to seek a new opportunity and move on from your current/previous role?
- Please provide two direct report reference contacts (Name and Mobile No./Email add)
- If Only Applicable: If you selected "HIT", please briefly state the reason for the HIT (if known), and how many working days you were advised it would take to process. Write N/A if not applicable.
Attachments (3)
- Please attach a screenshot of your PC/Laptop specs.
- Please upload a screenshot of your internet speed test result using this link: https://fiber.google.com/speedtest/. STEPS: (1) Use Google Chrome browser (2) go to https://fiber.google.com/speedtest/ (3) Change the server to any Melbourne/Sydney provider (4) run the speed test (5) take a screenshot.
- Please upload a digital copy of your valid NBI Clearance. We also accept a screenshot of your NBI appointment or a valid Police Clearance as an alternative.