Virtual Dental Office Assistant (VDOA)& Reception

Sherritt Services Inc. is introducing Virtual Dental Office Administration Assistant and Reception services, aimed at helping businesses manage their daily tasks to aid in productivity and efficiency to maintain seamless operations.

Sherritt Virtual Dental Office Administration Assistant Services

Duties and tasks include but are not limited to:

Sherritt’s Virtual Dental Office Assistant (VDOA) and Reception Services include any Dental Office Assistant, Dental Hygienist or Reception tasks that can be done remotely, on any Dental Software or associated software, as requested by your office, including but not limited to:

Virtual Reception using VOIP for busier times of the day or week. Utilize Sherritt on a scheduled basis to ensure phone lines are managed and in-house staff are free to assist dentists, hygienists and patients. Also cover phone lines for staff meetings. Sherritt’s VDOAs can do many of the tasks listed below when the phones are quiet.
General Administrative Duties: Monitor voicemail, emails, fax reconciliation (re-fax and follow-up on failed fax transmissions) and tasks assigned in your Dental Management System.
Temporary Staff Coverage; partial FTE: Coverage for leave of absence, maternity leave, sick days, vacation.
Schedule Management - Keep the Appointment Schedule Full
- Book patients: Reschedule cancellations; fill openings and schedule changes.
- Recall Schedule: Make appointments as recommended by your Recall software.
Hygiene Co-Ordination
- Verify up-to-date patient records, including radiographs, perio charts, and medical histories.
- Review past clinical notes and recommend treatment for the next visit based on RDH input.
- Update records with completed treatments and insurance acknowledgments.
Develop Treatment Plans for Insurance Pre-Authorizations / Pre-Determinations Develop Treatment plans; pass along to A/R.
Accounts Recievable
- Apply Payments: Post receipts to patient accounts.
- Insurance Pre-Authorization Handling
  - Treatment Plans: send to insurance company; confirm receipt of Authorizations.
  - Payment Options: Contact Patient to:
    - Confirm what their Insurance will cover; ensure patient understands and accepts their portion of the cost.
    - Confirm that patient can pay their portion; make plans as needed with patient re payment - explain payment options:
      - Pay by cheque or with credit card on day of treatment, perhaps with deposit at time of booking.
      - 2 or 3 step Payment Plan: Partial payment on day of treatment, plus 1 to 3 post-dated cheques or credit card authorizations.
      - Finance It: Introduce patient to the 3rd party finance company that partners with the Practice.
- Audit Cancellations: Sometimes patients cancel because they can’t afford the treatment plan; if that’s the case, go back to the ‘Insurance Pre-Authorization Handling’ step - contact the patient and make new arrangements.
- Collections – create payment plans with patients; as last resort, send to your partner collection agency.

On site staff spend between 2-20 hours per week on tasks that could be offloaded to a Virtual DOA. That could make your Employee Dental Office Assitants more effective managing hands-on tasks that will make the business more productive.

Sherritt Benefits:

With no recruitment cost, you can have a fully trained and experienced VDOA, as needed, to fill gaps.
No payroll overhead costs (no CPP, EI, WCB, vacation time, sick time, benefits). Also, no floor space used, no equipment required, no supplies consumed.
Backfill your staff. If your staff has a backlog, hire Sherritt by the hour for catchup. If a DOA quits, utilize Sherritt until a replacement is hired. If you routinely need an additional fraction of a DOA, hire Sherritt rather than a full-time employee.

General Terms of Service:

Per hour charge in 15-minute increments, plus GST. 10-hour monthly minimum charge.
Simple 12 month Contract, with option to terminate upon 30 days written notice.
Client must provide User Id access to any software to be utilized by Sherritt, plus a User ‘seat’ on your VoIP phone system if you use Virtual Reception.

Virtual Dental Office Assistant (VDOA)& Reception

Sherritt Virtual Dental Office Administration Assistant Services

Duties and tasks include but are not limited to:

Sherritt Benefits:

General Terms of Service:

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