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Dental Virtual Receptionist

When the front desk is checking in a patient, the phone rings out, and a new patient may call the next practice on the list. Recall lists and cancellations then wait until someone has a spare moment.

A dental virtual receptionist is one dedicated person who answers overflow calls and keeps your schedule full. They work alongside your front desk, so the patients in the room get full attention. Privacy obligations are agreed with you before any access is given.

What your VA takes on

Calls: answering live or overflow calls, using your script.
Booking: scheduling, rescheduling and confirming patients.
Cancellations: working the short-notice list to fill gaps.
Recalls: contacting overdue hygiene patients.
New patients: sending forms and collecting insurance details.
Messages: replying to website enquiries, texts and voicemail.

A typical week

Daily: calls, confirmations and next-day checks.
Monday: open chair time review.
Tuesday and Thursday: recall calls.
Friday: next week's confirmations and a no-show report.

Tools they work in

Practice software: Dentrix, Eaglesoft, Open Dental, Curve, Dentally
Calls: your cloud phone system
Patient messaging: Weave, Solutionreach, RevenueWell

The bright line

Your VA gives no clinical advice. Emergencies follow your written protocol and go to your clinical team. Calls must be handled by your practice's privacy rules, including HIPAA in the US.

Compare it with a local hire using our free virtual assistant cost calculator.

Signs it is time

Calls go to voicemail at busy times.
Empty chairs go unfilled.
Recall lists are months behind.
Your front desk can't leave the phone.

What it costs

Flat monthly plans, one dedicated VA: Essentials $899/mo (20 hours a week), Executive $1,599/mo (full-time) and AI Manager $2,599/mo (full-time, AI-fluent). Worked out per hour from those published prices, that is about $10/hr, $9/hr and $15/hr all-in. Every plan includes a free shortlist of 2–3 vetted VAs in 72 hours, a $0 recruitment fee, payment only once your VA starts, month-to-month terms and a 30-day replacement. See pricing.

Overflow and recalls suit Essentials at $899 a month. Full-day phone cover suits the Executive plan at $1,599 a month.

Your first 30 days

Week one: script, software role and protocols.
Week two: confirmations and recalls.
Week three: overflow calls.
Week four: full phone routine.

FAQ

Is this an answering service? No. It's one dedicated person who learns your practice and works in your schedule.

Can they do insurance verification? Yes, as admin work. See our dental virtual assistant page.

Will patients know they're remote? Decide how to handle this with your team. Don't mislead patients.

Can you cover my opening hours? Check the overlap with our time zone calculator.

What if the fit isn't right? Tell us within 30 days and we replace your VA at no cost, carrying the documented context over so you do not start from zero.

Get a free VA shortlist in 72 hours.

Tell us what you need. We send 2–3 hand-picked, vetted VAs to interview. $0 recruitment fee, and you pay nothing until your VA starts. Essentials $899/mo, Executive $1,599/mo, AI Manager $2,599/mo, month-to-month.