All of the VE’s (Virtual Employees) at Real Virtual Team are trained by Dental Office Managers with over 25 years of experience in the New York City area.
They are trained in different situations, industry-specific language, and proper mannerisms one would expect of the highest grade office staff.
Real Virtual Team Can Do It:
Our virtual employees are trained and specialized to grow with your practice.
Here are a few common office tasks every VE is trained to expertise in:
Outgoing calls
Outreach new and existing patients
Outgoing calls
Confirmation of Appointments
Covid-19 Pre screening
Update patient Information (Address, phone, email, & Insurance)
If patient wants to cancel –Make another appointment that works for the patient (reduce lost patients)
Outgoing calls
Confirmation of Appointments
Covid-19 Pre screening
Update patient Information (Address, phone, email, & Insurance)
If patient wants to cancel –Make another appointment that works for the patient (reduce lost patients)
Incoming Calls
Picking up phone calls
Incoming Calls
Answering all incoming calls
Make Appointments
Take messages for Office manager/ treatment coordinator coordinator regarding finance issues or issues with a patient for treatment needed
Covid-19 Screening
Incoming Calls
Answering all incoming calls
Make Appointments
Take messages for Office manager/ treatment coordinator re $$ or issues with a patient for TX needed
Covid-19 Screening
Insurance Verification
Get a detailed breakdown of insurance benefits for scheduled patients
Insurance Verification
Calling all insurance companies to get a VOI (verification of Insurance)
1x a year full VOI (customized as per your office)
Call insurance Every 6 months. to verify the same plan is active & amount used to date
Insurance Verification
Calling all insurance companies to get a VOI (verification of Insurance)
1x a year full VOI (customized as per your office)
Every 6 months call insurance. To verify same plan is active & amount used to date
Hygiene Recall List
Calling to reactivate patients for the hygienist
Hygiene Recall List
Retrieve a list from your Dental software to reactivate hygiene call to schedule patients that don’t have a hygiene apt made with the practice.
1st
start with PT’S that were seen most recent to make next appointment not made
2ND
Pt’s that are overdue for 6 months
3rd
PT’s That are 9, 12 18 months not seen in the practice
This process is done with 3 phone calls, then a letter will be sent scripted
Hygiene Recall List
Retrieve a list from your Dental software to reactivate HYG. call to schedule patients that don’t have a hygiene apt made with the practice.
1st start with PT’S that were seen most recent to make next appointment not made
2ND Pt’s that are overdue for 6 months
3rd PT’s That are 9, 12 18 months not seen in the practice
This process is done with 3 phone calls, then a letter will be sent scripted
Insurance Aging and insurance Pre Authorizations sent
Handle outstanding claims for insurances
Insurance Aging and insurance Pre Authorizations sent
Call on all aging claims not paid by the insurance company’s
Call on all Pre-treatment’s sent to insurance.
A list of Pre Authorizations will be sent to the insurance. Coordinator
Insurance Aging and insurance Pre Authorizations sent
Call on all aging claims not paid by the insurance company’s
Call on all Pre-treatment’s sent to insurance.
A list of Pre Authorizations will be sent to the insurance. Coordinator
Aging Report
Accounts Receivable- Retrieve payments from patients every 30 days
Aging Report
Follow up on unpaid balance in the Patients ledger:
Mail a bill (per office request)
Call Pt. to advise a bill was mailed to them (per office request)
E-email a bill to the Patient (per office request)
If there are any questions-forward info to the office manager to answer any questions they may have
Aging Report
Follow up on unpaid balance in the Patients ledger:
Mail a bill (per office request)
Call Pt. to advise a bill was mailed to them (per office request)
E-email a bill to the Patient (per office request)
If there are any questions-forward info to the office manager to answer any questions they may have
Schedule Filling
Turn treatments into appointments
Schedule Filling
Rescheduling Cancellations
Schedule new patients
Fill the schedule while maintaining COVID regulations
Schedule Filling
Rescheduling Cancellations
Schedule new patients
Fill the schedule while maintaining COVID regulations
Reactivation of Treatment Needed
Calling to reactive patients for treatments
Reactivation of Treatment Needed
Retrieve a list from your Dental software of all Patients that have treatment needed:
1st
call to call the office to discuss treatment needed the Dr. is concerned
2nd
call to state this is the 2nd call to discuss your treatment needed
3rd
and final call follow up with a letter from the practice
Reactivation of Treatment Needed
Retrieve a list from your Dental software of all Patients that have treatment needed:
1st call to call the office to discuss treatment needed the Dr. is concerned
2nd call to state this is the 2nd call to discuss your treatment needed
3rd and final call follow up with a letter from the practice
And much, much more!
Our Virtual Employees are trainable, and will adjust to the unique quirks and culture of your office!
And much, much more!
Our Virtual Employees are trainable, and will adjust to the unique quirks and culture of your office!
And much, much more!
Our Virtual Employees are trainable, and will adjust to the unique quirks and culture of your office!
Why Real Virtual Team?
1
Trained Employees
All team members of RVT are individually trained by Dental Office Managers with over 25 years of experience of Dental Office operations in Dental Offices in the New York City area
2
State of the art KPI Employee Monitoring System
With our state of the art Employee Monitoring system, you will be able to directly measure and view the productivity and outcome of your virtual team members, including web and app activity, phone call length, tasks completed, and much more!
3
Dental admin certified
Every VE from RVT is a successful graduate of Front Office Rocks, an acclaimed training module for Dental Front Office Staff.
4
One Flat Fee
We do not piecemeal for every service that we provide. Our team members can do alot, and they do it all for one fee!
5
One Month of Free Onboarding
Take a month, on us, to fully train and customize our team members to the nuances and unique qualities of your office. If you aren’t satisfied (but you will be) you will get your money back!
6
365 Day Availability
Your important work and care doesn’t rest, neither does our team. We ensure total coverage.
Outgoing calls
Incoming Calls
Insurance Verification
Hygiene Recall List
Insurance Aging and insurance Pre Authorizations sent
Aging Report
Schedule Filling
Reactivation of Treatment Needed
And much, much more!