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5 Reasons to Outsource to Dental Virtual Assistants

Articles, Editors Pick, Practice Life

By Christina Vee, Director of Operations at GetVWire

 

For dental practices, efficient operations are key to providing an outstanding patient experience while maximizing revenue and growth. However, an overloaded front office staff can quickly become a bottleneck, with critical tasks like insurance verifications, billing, and scheduling falling through the cracks. This not only hurts the patient experience but can directly impact the practice’s bottom line through missed revenue opportunities.

The solution? Outsourcing non-clinical dental office tasks to a team of specialized virtual assistants. By leveraging an outsourced team, practices can gain access to expertise specifically geared towards the nuances of the dental industry—without the overhead costs and operational constraints of hiring additional in-house staff.

But that’s only the tip of the iceberg. Without further adieu, here are five reasons why dental practices should consider outsourcing to virtual assistants.

1. Optimize your time & productivity.

In our fast-paced, attention-stretched world, your time is an extremely valuable commodity; there’s no need to spend it doing things that you’d rather not do or just aren’t great at doing. If you think about it, we already outsource various personal tasks like housekeeping, childcare, and even grocery shopping to professional services that can complete these jobs more efficiently. The same philosophy applies to streamlining operations for a dental practice.

By delegating routine administrative responsibilities like insurance verification, billing, and scheduling to a team of virtual assistants, front office personnel can reallocate their time to higher-value activities. These include providing exceptional customer service, consulting with patients on treatments, and ensuring a smooth in-office experience. 

This division of labor allows the practice to operate much more productively and efficiently—but it also just makes for a more welcoming practice. We want the in-house staff to be able to focus on enhancing that patient experience, after all. Having a cheerful, likable person at the front desk who can give their full attention to guests is so important for setting the right tone.

2. Contain operational costs.

Maintaining a full-time front office staff comes with considerable costs beyond just salaries. There are payroll taxes, health insurance, retirement contributions, paid vacation time, and other benefits that can amount to 25-40% of base compensation in overhead costs. Outsourcing helps to minimize this expenditure.

Additionally, turnover can be extremely disruptive and costly for a practice. When an employee leaves, that represents a sunk cost for the hiring and training invested in that individual. With an outsourced team, the service provider handles any turnover seamlessly.

By partnering with a reputable virtual assistant company, practices can also reallocate the cost spent on front office staffing to core services that drive revenue and growth. This reduces operational bloat while maintaining high-quality administrative support.

3. Leverage specialized expertise.

The dental industry has a vast number of unique nuances—whether it’s insurance verification protocols, coding requirements, patient privacy regulations, or accounts receivable management. Failing to properly comply with any of these areas can directly impact revenue through missed filings, claim denials, and potential penalties.

Virtual assistant companies that specialize in serving dental practices—like GetVWire—invest heavily in developing this specialized expertise. Their teams undergo extensive training to ensure an in-depth understanding of areas like procedure coding, patient eligibility verification requirements, and more.

By tapping into this knowledge base, practices can operate with far more compliance confidence while improving efficiency in areas like claims-processing and appeals. An expert virtual assistant team essentially acts as an extension of the practice, supporting operations with industry-specific skills that an average front office employee may lack.

4. Scalability to match practice needs.

Demand for dental services can fluctuate considerably based on seasonality, local population growth, or economic conditions. Trying to continuously realign front office staffing with these volume shifts can be operationally unwieldy and costly.  

With an outsourced virtual assistant model, practices can fluidly scale administrative support up or down in sync with their capacity needs. Need extra insurance verification bandwidth ahead of high season? The virtual team can accommodate that without the practice needing to worry about onboarding and training those short-term hires themselves.

This ability to seamlessly right size operational resources is a major competitive advantage. It allows practices to agilely control costs by maintaining a lean in-office staff footprint while still being able to surge or ease administrative support as volumes dictate.  

5. Boost operational efficiency. 

When a practice’s front office staff is overburdened and stretched across disparate administrative tasks, inefficiency is the natural byproduct. Ad-hoc juggling of responsibilities like patient onboarding, scheduling, insurance verifications, billing, and more can lead to errors, rework, and delays across all of those workflows.

Partnering with a specialized virtual assistant team allows a practice to segment those administrative processes across different dedicated teams. So, instead of having a couple of front office staff members attempt to triage between phones, scheduling, billing, and verification requests, each of those workstreams can be managed by assistants focused specifically on that functional area of expertise.

The result is streamlined throughput, faster turnaround times, and increased productivity. Practice management systems stay updated in a timely manner. The billing and appeals process is optimized. Schedules are filled more efficiently. And front office staff is able to provide more attentive, higher-quality service to patients.

How do you choose the right outsourcing partner?

It’s important to find a partner who takes the time to truly understand your practice’s culture, processes, and unique requirements. The most effective outsourcing relationships are those where the virtual assistant team aims to be an extension of the practice by adapting to existing systems and workflows, not disrupting them. They shouldn’t come in with the mindset of overhauling how things are currently done, but rather seamlessly integrating as new additions to complement the existing staff and operations.

At GetVWire—where I serve as the Director of Operations—we exemplify this approach. With a team of veterans from the dental industry, we prioritize immersing ourselves in each client’s specific needs and standard operating procedures. Our virtual assistants undergo extensive training to essentially become part of the practice’s culture, blending in seamlessly with established processes.

Additionally, you’ll want to ensure the outsourcing partner has incentives properly aligned with your practice’s success. That’s why we structure our compensation model to be contingent on tangible metrics like maximizing insurance reimbursements and revenue for clients. That way, our motivations are fully vested in our clients’ interests and optimizing profitability—not just completing minimum tasks.

Dental practices should vet potential outsourcing partners through this collaborative, consultative lens. Seek out teams like ours that prioritize a cohesive approach to integration rather than disruptive overhauls. If you’re interested in exploring how GetVWire’s virtual assistant services can help elevate your practice’s operational efficiency and profitability, I invite you to visit our website at https://getvwire.com/. Schedule a complimentary consultation with our team to discuss your unique needs and learn more about how we can support your success.

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