Hire a Virtual Dental Receptionist
Keep your phones answered, your schedule full, and your patients taken care of, without adding headcount to your front desk.
Free
Consultations
Direct Hire
3-Day Placement, No Middleman
6-Month
Replacement Guarantee
Rated
on
Why Dental Practices Hire a Virtual Receptionist
Your front desk is the first impression every patient has of your practice. When calls go unanswered, holds run long, and scheduling feels disorganized, patients notice and some don’t come back. A virtual dental receptionist gives your practice a consistent, professional front desk presence without the cost or complexity of another in-office hire.
- Keep every inbound call answered during business hours
- Reduce no-shows with consistent appointment reminders
- Handle new patient intake without pulling your team away from the floor
- Manage scheduling, reschedules, and cancellations in real time
- Improve patient experience from the very first phone call
- Free your in-office team to focus on patients in the chair
What a Virtual Dental Receptionist Can Do
Inbound Lead Response
When calls go unanswered, patients call somewhere else. Your virtual receptionist answers every inbound call professionally, gathers patient information, routes urgent matters to the right person, and ensures no new inquiry falls through the cracks, during business hours, lunch breaks, or high-volume periods when your in-office team is stretched thin.
- Inbound call answering and routing
- Voicemail monitoring and callback follow-up
- Urgent call triage and escalation
- Message taking and team notification
- After-hours call documentation for next-day follow-up
- Works inside Weave, RingCentral, Podium, and your existing phone platform
Appointment Scheduling
An empty slot is lost revenue. Your virtual receptionist manages your schedule in real time, booking new patients, coordinating follow-up appointments, filling cancellations from the waitlist, and keeping your calendar as productive as possible every single day.
- New patient appointment booking
- Follow-up and recall scheduling
- Cancellation and reschedule management
- Waitlist coordination to fill open slots
- Scheduling conflict resolution
- Works inside Dentrix, Eaglesoft, Open Dental, and Curve Dental
New Patient Intake
First impressions start before the patient walks in the door. Your virtual receptionist handles the full new patient intake process, collecting demographics, insurance information, and medical history, entering it into your PMS, and sending new patient paperwork so everything is ready before the appointment.
- New patient information collection
- Insurance details intake and documentation
- Medical history form coordination
- New patient paperwork and digital forms
- Chart creation in your PMS
- Pre-appointment confirmation and welcome communication
Appointment Reminders & Confirmations
No-shows cost your practice thousands every month. Your virtual receptionist runs a consistent reminder workflow, confirming appointments by phone, text, or email, updating your schedule based on responses, and working the waitlist to fill any last-minute openings before the day is lost.
- Appointment confirmation calls and texts
- Reminder sequences via phone, email, or patient platform
- No-show and cancellation follow-up
- Waitlist outreach to fill open appointments
- Schedule updates based on confirmation status
- Works inside Lighthouse 360, NexHealth, Solutionreach, and Weave
Patient Follow-Up & Re-Engagement
Patients who go quiet don’t come back on their own. Your virtual receptionist follows up with patients who missed appointments, haven’t scheduled their next visit, or have open treatment plans, keeping your active patient base engaged and your recall list working the way it should.
- Missed appointment re-engagement calls
- Overdue recall and hygiene outreach
- Post-visit satisfaction follow-up
- Review request outreach after positive experiences
- Lapsed patient reactivation campaigns
- Tracking and reporting on follow-up activity
Administrative & Front Desk Support
Beyond the phones, your virtual receptionist handles the day-to-day administrative work that keeps your front desk running. From updating patient records to managing correspondence and supporting your team with documentation, they keep the back end of your front desk organized so nothing slips.
- Patient record updates and demographic management
- Insurance information updates
- Referral and correspondence coordination
- Form and document management
- Daily schedule preparation and review
- Internal team communication and task follow-up
Use our Salary Calculator to instantly compare total annual costs and see how much you can save by hiring top LATAM talent through Virtual Wizards.
Our Placement Process
How quickly can I hire a Virtual Dental Receptionist?
Within 3 business days, we’ll deliver a shortlist of 2–3 pre-vetted LATAM candidates.
We make hiring simple. No guesswork, no wasted time, just a clear path to the right candidate for your practice.
- We align on your practice needs, call volume, scheduling software, hours of coverage, and patient communication style
- We source and vet candidates with dental receptionist and front desk experience
- You interview the finalists and select the one who fits your practice
- We support onboarding and stay engaged for long-term success
Do I get to choose the candidate?
Yes. You’ll interview and select the candidate who best fits your team and workflow.
How do you vet Marketing talent?
At Virtual Wizards, we vet marketing talent by focusing on real execution, not just resumes. Candidates are screened for hands-on experience supporting U.S.-based companies, evaluated on the actual tools and workflows they’ll use (email platforms, CRMs, Canva, task managers), and assessed for clear written and verbal English. We prioritize reliability, attention to detail, and follow-through, and ensure all candidates can work U.S. business hours, so the marketing assistants you review are remote-ready and capable of executing from day one.
What Makes Virtual Wizards Different?
Why work with with Virtual Wizards?
Virtual Wizards helps you hire dedicated, full-time LATAM professionals who work directly inside your tools, processes, and culture. Our goal is to help you build long-term team capacity, not temporary outsourced support.
Are there ongoing fees or monthly markups?
No.
Virtual Wizards charges a one-time placement fee. After that, you pay the associate directly. There are no subscriptions, monthly percentages, or hidden costs.
You can use our Salary Calculator to view estimated fees based on the role and experience level you’re looking to hire.
What makes Virtual Wizards different?
We follow a direct placement model.
This means:
- You hire the associate directly
- There is no middleman after placement
- The associate keeps more of what they earn
We believe this creates stronger working relationships, better performance, and long-term retention for both sides.
Do I own the relationship with the associate?
Yes. From day one, the working relationship is entirely yours.
The associate works exclusively with your company, integrates into your team, and aligns with your goals – without being managed by a third party.
How does this help with retention?
When associates are paid fairly and feel connected to the company they work for, they tend to stay longer and perform better.
Because there’s no ongoing agency layer, the relationship feels more stable and long-term which benefits everyone involved.
What if the hire doesn’t work out?
We offer a free replacement guarantee for up to 3 months. If the candidate isn’t the right fit during the guarantee period, we’ll replace them at no additional cost.
How do I pay the associate?
You pay the associate directly using tools such as:
- Wise
- Remitly
- Gusto
- Rippling
We’ll support you by collecting all required banking details after the agreement is signed to make payments simple and seamless.
Is there a middleman involved after hiring?
No. Once the hire is complete, there’s no agency layer between you and the associate.
This allows:
- Clear communication
- Greater trust
- More money going directly to the person doing the work
Why do companies choose Virtual Wizards?
Because they want:
- Transparent pricing
- Direct relationships
- Fair compensation for talent
- Long-term, stable team members
Our model is simple, ethical, and designed to work for both companies and professionals.
Hire the Best Dental Receptionist Customer-Success Associate from LATAM
1
Discovery Call
A quick consultation to understand your goals, role needs, and budget.
2
Candidate Matching
Within 3 business days, you’ll receive 2-3 pre-vetted candidates from our LATAM talent pool.
3
Your Selection
Interview, choose your match, and we’ll support a smooth onboarding.
Find the Perfect fit for your Business
Top LATAM professionals, vetted and ready to join your team.
Why appointment setters from LATAM?
Top Talent
We accept only the top 1% of applicants to ensure you work with the very best professionals in Latin America. Over 95% of our assistants hold college degrees and bring proven experience in their fields.
Cost-effective
Hiring a Virtual Assistant through Virtual Wizards is significantly more cost-effective than hiring in the U.S. or Canada. By nearshoring, you can save up to 70% on payroll costs while maintaining high-quality performance.
English Tested and Bilingual
Every applicant must pass a rigorous English proficiency assessment. Our VAs are fully bilingual in English and Spanish (and in some cases English and Portuguese), ensuring clear communication with your team and customers.
Continuous Support
You manage your VA directly, while we provide ongoing guidance to ensure success. For clients using our full workforce management, our client success managers step in to provide coaching and oversight for a seamless partnership.
Tax Advantages
Since our VAs are not W-2 employees, you don’t need to pay payroll taxes, healthcare benefits, or retirement contributions. You get the talent you need without the overhead of traditional employment.
Get Your Time Back
Proper delegation allows you to focus on strategy, growth, and the work that truly moves your business forward, while your VA takes care of the rest.
Schedule a Discovery Call
Tell us your hiring needs and we will provide you with the best talent that will align to both to your company and team
In 30 Minutes You Will…
Learn How Your Business will Benefit from hiring a Virtual Assistant
No memorized scripts. No generic sales pitches. Your call is yours. We’ll provide you with a tailor recruitment strategy to hire the best talent. Remember you won’t pay a cent until after we find the employee that you want to hire.
Understand your business Strategy and Goals
First, we will assess your specific needs and determine the tasks and responsibilities that you want your VA to handle. This will help us identify the skills and experience necessary for the role.
Create a Strategy tailored to your business
Next, we will create a detailed job listing or job description that outlines the requirements and expectations for the position and start interviewing.
