Orthodontic Virtual Assistant for Orthodontists and Oral Surgeons
Orthodontic practices run on two pipelines: new patients becoming starts, and patients in treatment staying on schedule. Both depend on admin. Calls must be returned, benefits verified, contracts and payment plans set up, claims sent and missed appointments rebooked.
An orthodontic virtual assistant is a dedicated remote team member who does that work in your practice software, on your hours. We sign business associate agreements with US practices, and your VA works in your systems with the access you choose.
What your VA takes on
- New patient calls: returning calls and web enquiries, booking new patient exams and sending forms before the visit.
- Orthodontic insurance verification: checking ortho benefits before the exam: lifetime maximum, age limit, coverage percentage, waiting periods and how the plan pays over treatment.
- Treatment coordinator admin: preparing contracts and payment plans from your fee schedule, sending them for signature and tracking down payments.
- Claims: sending the initial claim and the ongoing claims each plan needs, and following up on unpaid ones.
- Scheduling: rebooking missed appointments and running observation and retainer recall lists.
- Referral relationships: thank-you letters and progress updates to referring dentists, from your templates.
- Reviews: review requests at milestones such as debond, with replies drafted for your approval.
A typical week
- Daily: new patient calls, verification for tomorrow's exams, missed appointments rebooked.
- Monday: claims due and unpaid claims followed up.
- Wednesday: pending starts followed up: patients who had an exam but haven't started.
- Friday: referral letters and a weekly report of exams, starts and pending.
Tools they work in
- Practice management: Dolphin Management, Ortho2 Edge, OrthoTrac, Cloud 9, topsOrtho
- Financing and insurance: OrthoFi and your payment processor
- Patient messaging: Weave, Podium, Swell or your phone system
- Oral surgery: WinOMS, DSN or OMSVision
The bright line
Your VA doesn't make clinical or treatment decisions, discuss treatment options with patients or set fees. Contracts come from your fee schedule, and anything unusual goes to your treatment coordinator. We sign business associate agreements with US practices, and your VA works in your systems with the access you choose.
Oral surgery practices
Oral and maxillofacial surgery offices carry a different load: referrals from general dentists, medical and dental insurance checks for the same procedure, pre-authorizations, surgery and sedation scheduling, and pre-op instructions. Your VA tracks each referral from the day it arrives to the update sent back to the referring dentist, prepares pre-authorization paperwork for your team and sends pre-op instructions from your templates.
| Pipeline | What your VA watches |
|---|---|
| New patients | Calls returned, exams booked, benefits verified before the visit |
| Pending starts | Follow-up with patients who had an exam but haven't started |
| In treatment | Missed appointments rebooked, claims sent on schedule |
| After treatment | Retainer checks booked, review requests, referral thank-yous |
Compare it with a local hire using our free virtual assistant cost calculator.
Signs it is time
- New patient calls go to voicemail.
- Benefits are checked on the day of the exam.
- Patients who had an exam never start.
- Missed appointments aren't rebooked.
- Referral letters are weeks behind.
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.
Most single-location practices start on Executive at $1,599 a month, which covers the whole working day. Practices that want new patient follow-up and reminders automated choose AI Manager at $2,599.
Your first 30 days
- Week one: system access, your verification checklist, call scripts and escalation rules.
- Week two: new patient calls and insurance verification.
- Week three: contracts, payment plans and claims.
- Week four: recall, missed appointments, referral letters and the weekly report.
Related
- Dental virtual assistant
- Dental virtual receptionist
- Medical billing virtual assistant
- Healthcare virtual assistant
- All industries we support
FAQ
What does an orthodontic virtual assistant do? New patient calls, ortho insurance verification, contracts and payment plans, claims, scheduling, recall and referral letters, in your practice software.
Can a VA verify orthodontic insurance benefits? Yes. They check the lifetime maximum, age limit, coverage percentage, waiting periods and payment schedule before the exam.
Will you sign a business associate agreement? Yes. We sign business associate agreements with US practices before your VA starts.
Do you work with oral surgery practices? Yes: referrals, insurance and pre-authorization paperwork, surgery scheduling and pre-op instructions.
Can one VA support more than one location? Yes, if the locations share a system. Larger groups often give each VA one function, such as verification or claims.
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.