Insurance Verification Specialist
Dental insurance verification before each visit, so there are no surprises.
- Checks eligibility and benefits
- Gets pre-authorizations
- Notes coverage in your software
Dental virtual assistant services for US dental practicesClean claims. Faster payments. A calmer front desk.
A dental virtual assistant helps your practice manage dental billing workflows, insurance follow-ups, claims administration, and front-desk tasks so your team can focus on patient care. We work in your software, under your practice name.
Done before lunch today
Working now- 8:10 AMChecked insurance for 28 patients on tomorrow's schedule
- 9:00 AMSent 41 claims with X-rays and notes
- 9:45 AMPosted 6 insurance payments (ERAs)
- 10:30 AMCalled 3 insurers about 12 unpaid claims
- 11:00 AMConfirmed 22 visits for tomorrow by text and call
- 11:40 AMUpdated CAQH for 1 dentist
You approve write-offs, refunds and anything big.
Trusted by
Results for our dental clients
Based on results for our dental clients. Payment times depend on each insurance company.
- 95%
- of clients stay with us
- 15 days
- average time from claim sent to paid
- 90%
- less AR over 90 days within 6 months
- 99%
- of claims paid the first time they are sent
Who we help
Busy dental offices lose money when claims sit and phones ring. Our dental virtual assistant services help three kinds of practices.
Solo dental practices
One office and a small team. Your assistant takes insurance and billing off the front desk, so your team can care for patients.
Group practices & DSOs
Many offices, one way of working. We build a team that keeps claims, payments and credentialing the same across every location.
Specialty practices
Oral surgery, ortho, TMJ and sleep. Medical and dental billing for complex cases, done by people who know the codes.
Full dental revenue cycle management, start to finish
A dental billing virtual assistant can support claims submission, insurance follow-ups, payment posting, and other agreed revenue cycle workflows, helping your team keep billing tasks organized.
- 01When patients call
Calls and scheduling
- Calls answered under your practice name
- Appointments booked
- Confirmations and reminders sent
- Missed visits and recalls followed up
- 02Before the visit
Insurance and forms
- Eligibility and benefits checked
- Pre-authorizations
- Health history forms done before the visit
- 03After the visit
Claims sent
- Clean claims with X-rays and notes
- Secondary claims
- Sent the same or next day
- 04When money comes in
Payment posting
- Insurance payments (EOBs and ERAs)
- Patient payments
- Underpayments flagged
- 05If a claim is stuck
AR and denials
- Unpaid claims chased
- Denials fixed and resent
- Appeals with your OK
- 06What the patient owes
Patient billing
- Clear patient statements
- Balance questions answered
- Payment plans you approve
All year longCredentialing & CAQHMonthly reports on collections and AR
Dental Biller / Claims Specialist
Sends clean claims fast, so you get paid sooner.
- Sends claims with X-rays and notes
- Sends secondary claims
- Fixes and resends denied claims
AR Follow-up Specialist
Dental AR follow-up that chases unpaid claims until they are paid.
- Calls insurers and checks portals
- Works the aging report every week
- Files appeals with your OK
Payment Poster
Dental payment posting that keeps your ledger right, every day.
- Posts insurance payments (EOBs and ERAs)
- Posts patient payments
- Flags underpayments
Patient Billing Specialist
Helps patients understand and pay their bills.
- Sends patient statements
- Answers balance questions
- Sets up payment plans you approve
Credentialing Specialist
Dental credentialing services that keep you in network.
- Sets up and updates CAQH
- Enrolls dentists with insurance plans
- Tracks re-attestations and license dates
Virtual Dental Receptionist
Answers calls and keeps your schedule full.
- Answers calls and books appointments
- Confirms visits and sends reminders
- Follows up on missed visits and recalls
- Gets health history forms done before the visit
RCM Manager
SeniorRuns your dental revenue cycle management from start to finish.
- Leads and checks the billing team
- Tracks collections and denials
- Sends you monthly reports
Operations Manager
SeniorRuns your whole Dental Admins team.
- Plans the team’s work and covers time off
- Tracks response times and to-dos
- Reports to you on what got done
See the work, not just the promise
Our team does the routine work. Only the judgment calls come back to you.
Tomorrow’s schedule, checked today
Every patient is checked the day before. Only the problems come to you.
- 8:00T. NguyenCleaning · D1110 Verified
- 9:00R. OkaforExam & X-rays · D0150, D0210 Verified
- 10:30L. HarperCrown · D2740Needs your reviewFrequency limit: this tooth had a crown 4 years ago. The plan pays every 5 years. Patient may owe about $1,050.
- 1:00D. MoralesDeep cleaning · D4341 Verified
- 2:30E. WalshFilling · D2391 Verified
4 verified1 needs your review
One claim’s journey to paid
Denied claims don’t sit. We fix them and follow them all the way to payment.
Crown · D2740· sample claim$1,185
- Day 1Claim sentWith X-ray and notes attached
- Day 15DeniedReason: missing narrative
- Day 16FixedNarrative written from your notes, X-ray added
- Day 17Appeal sentCalled the insurer to confirm receipt
- Day 31Paid$1,185 posted to your ledger
You approve every appeal. We do the calls, forms and follow-up.
Sample data for illustration. Patient names are made up.
Meet the people behind your billing
Real people in a secure office, not a call center. You meet and interview your assistant before they start.
You stay in charge
We do the routine work. Write-offs, refunds, treatment and fees stay your call.
- No write-offs or refunds without your OK. Money decisions stay with you.
- No clinical decisions. Treatment, notes and codes come from your dentist.
- No changes to fees or plans. Your fee schedule and insurance contracts are your call.
Technology we know
Dental Practice Management Software We Support
Our team works confidently across the platforms your dental practice already uses.
Your patient data stays safe
Patient records are private. Here’s how we protect them, and you.
ISO 27001 certified
An outside auditor checks how we keep data safe. We are ISO 9001 certified for quality too.
HIPAA-ready
We follow HIPAA privacy and security rules to protect patient data.
Closed, locked-down office
Work happens on a closed network. USB drives and personal devices are blocked.
Strict log-ins
Every system needs multi-factor log-in. Each person sees only what their job needs.
Threats stopped early
A business firewall, safe testing for files and automatic alerts.
Vetted team, every action logged
Background-checked staff sign NDAs. We keep audit logs of who did what.
Your practice name, not ours
Your team uses your practice name and email with patients and insurers.
How to get started
- Step 1
Tell us what you need
Which tasks, how many dentists and offices, and what software you use.
- Step 2
Free billing review
We look at your aging report and show you where money is stuck.
- Step 3
Pick your option
Hire a dedicated person, or let us run your billing for a percentage.
- Step 4
We stay with you
Your account manager checks in, and you get clear reports every month.
TESTIMONIALS
What Our Dental Practice Clients Say
T
★★★★★ 4 months ago
"Virtual Admin has been an absolute game-changer for our dental practice. Their virtual assistant support is professional, reliable, and incredibly efficient. From handling appointment scheduling to managing patient follow-ups and insurance verification, they streamline tasks that used to take our in-house team hours. What really stands out is their understanding of dental workflows—something you don’t get from general admin services. Communication is smooth, tasks are completed on time, and they adapt quickly to our practice management software. Thanks to Virtual Admin, our front desk team is less overwhelmed and our patients receive faster, more organized service. Highly recommended for any dental office looking to improve productivity and patient experience."
A
★★★★★ 8 months ago
"I’m very impressed with Virtual Admins dental administration services. They are knowledgeable, efficient, and understand the unique needs of a dental office. Scheduling, patient communication, and administrative tasks were handled smoothly and professionally. Their support has made a real difference in keeping our practice organized and running efficiently. Highly recommended."
S
★★★★★ 1 year ago
"The team understands dental administration and has been a major help with insurance verification, claims and front-office support."
In-house staff or Dental Admins?
Whether it’s the front desk, insurance verification, billing or AR, an in-house hire costs more than their paycheck. Here is how the real cost compares.
Swipe sideways to see all three options →
| In-house hire receptionist, insurance coordinator, biller | Dental Admins: dedicated person any role, from verification to RCM manager | Dental Admins: we run your billing claims, posting, AR and denials | |
|---|---|---|---|
| Monthly cost | About $4,200 $18/hour plus taxes and benefits | $1,730–$2,080 | 2.5–3% of insurance collections $500 minimum |
| Finding and hiring | You do it | We do it. You interview and pick. | We do it |
| Sick days and vacations | Insurance checks and claims wait | Backup is included | Our team covers it |
| When someone quits | You start over | We find a replacement | No gap |
| Computer, software seat, desk | You pay | Included | Included |
| Data security | Your office | ISO 27001 certified | ISO 27001 certified |
| Who manages the work | You | Our manager, with you | Our RCM manager |
In-house cost is an estimate: an insurance coordinator at about $18.26 an hour, plus about 30% for payroll taxes and benefits (source: Dental ClaimSupport). Your local wages may be higher or lower.
Two simple ways to pay
Hire your own dedicated person, or choose dental billing outsourcing: we run your insurance billing for a small share of what we collect.
Option 1
Hire a dedicated person
Any role on this page, working only for your practice.
$10–$12* / hour
Specialists. Senior managers are $13–$15* an hour.
- Full-time, 40 hours a week, during your office hours
- You interview and pick the person
- Covers their manager, equipment and a replacement if needed
About $1,730–$2,080 a month for a specialist.
Option 2
Outsource your dental billing
We run your dental insurance billing from start to finish.
2.5–3% of insurance collections
You only pay on money that actually comes in. Minimum $500 a month.
- Primary and secondary claims, with X-rays and notes
- Insurance payment posting (EOBs and ERAs)
- Denials, appeals and AR follow-up
- Monthly collection reports
Not included: front desk and scheduling, insurance verification, patient billing and credentialing. Add a dedicated person for those.
STARTUP PRACTICE SPECIAL
Opening a new practice? Get help with every role for one flat price.
A dedicated full-time assistant, backed by our Operations Manager, gives you 40 hours a week of coverage: phones and scheduling, insurance checks, claims, payment posting and AR follow-up. For practices opened in the last 12 months.
$1,600 / month, flat
Claim the startup special*Price depends on experience. Practices with many Medicaid patients get a custom quote.
Dental virtual assistant FAQs
A virtual dental billing assistant can help with billing administration, claims follow-ups, insurance verification, and payment posting, depending on the agreed role.
What does a dental virtual assistant do?
They handle your full revenue cycle: checking insurance, sending claims, posting payments, following up on unpaid claims and patient billing. They also handle credentialing and answer phones. They work in your software, and your team makes the big decisions.
How much do dental billing services cost?
You can pick one of two options. Hire a dedicated person for $10 to $12 an hour (senior managers $13 to $15). Or let us run your insurance billing for 2.5% to 3% of insurance collections, with a $500 monthly minimum.
Do you have special pricing for new dental practices?
Yes. If your practice opened in the last 12 months, you get a dedicated full-time assistant for $1,600 a month, flat. They cover every role, from phones and scheduling to insurance, claims and AR, 40 hours a week. Our Operations Manager backs them up.
What does the percentage cover?
Claims, insurance payment posting, denials, appeals and AR follow-up, plus monthly reports. Front desk and scheduling, insurance verification, patient billing and credentialing are not included. You can add a dedicated person for any of those.
Is your dental billing HIPAA compliant?
We follow HIPAA privacy and security rules, and we are ISO 27001 certified for information security. Work happens on a closed, locked-down network.
What is CAQH, and can you handle credentialing?
CAQH is the database most insurance plans use to check a dentist’s details. We set it up, keep it current, do re-attestations, track license dates and enroll dentists with insurance plans.
Can your team answer our phones and schedule patients?
Yes. Your virtual dental receptionist answers calls, handles dental appointment scheduling, confirms visits, sends reminders, follows up on missed visits and recalls, and makes sure health history forms are done before the visit.
Do your assistants have dental experience?
Yes. We recruit people who already know dental billing, insurance and dental software. You interview them before they start.
Will patients know you’re a separate company?
Not unless you tell them. Your team uses your practice name and email.
Do I have to sign a long contract?
No. There is no minimum contract length. If you want to stop, just give us 2 to 3 weeks’ notice.
What if my assistant isn’t a good fit?
Tell your account manager. We help fix it or find you a replacement.
Coming soon
Get early access →An AI receptionist that answers calls 24/7
It books appointments, answers simple questions and hands off to your team.
Virtual Admins also helps
You create smiles. We handle the operations.
Book a free 20-minute call. We’ll look at where your claims are stuck and show you who can help.
