Virtual Phone Support and Solutions for Today’s Dental Practice

February 10, 2010

Filed under: Uncategorized — Dental Support Specialties @ 2:39 pm

Is your practice looking for ways to save money and time, while increasing production and streamlining your operations? Read on….

With your permission I would like to take a moment of your time to supply you with our Dental Virtual Assisting information and experience, and what we can do for your office.

My name is Mary Beth Bajornas and I founded Superior Assisting and Solutions almost 2 years ago. We have the first virtual assistance support and services center passionately dedicated to dental professionals. We have extensive administrative, office management and dental office management experience.

Let me explain exactly what a virtual assistant is. We are considered “off-site” employees who offer administrative and office support services “virtually”; meaning through use of the Internet and email, phone, and fax. We are considered self employed contractors therefore there are no payroll taxes to pay, no vacations or sick time to worry about and no internal conflicts to work around. You are truly getting your money’s worth as a virtual assistant is paid by special project, or retained for a specific number of hours to complete a specific task. (Retainer fees usually offer you some type of financial break) Overall a virtual assistant saves you time and money.

And here’s the great news. We are passionately dedicated to dental practices and take our role as an extension of your practice seriously. We provide you with unmatched patient service and personal support, always keeping in mind that your schedule is the TOP priority!

Dental Virtual Assistants (DVA’s) offer a wide range of administrative support and services aimed directly at increasing your production and collections and take a sincere interest in helping you grow your business.

Our position would be to act as a direct extension of your office; make your job easier and therefore make your life better. Allow you to go to work with a sense of confidence that someone has everything covered. Allow you to go in and do what you do best…. Your dentistry. Sounds good doesn’t it?
Our talents and experience can be used in many areas of your office:

Recall – How is yours looking? Do you have more than 100 patients registered as past due on recall? We can make these important contacts with your patients and get them back in your schedule. We can clean up the unscheduled list, past due recall list and provide you with up to date patient information. We can also have Deb step in (our RDH guru) and do a systems check of your current hygiene program – see what’s working, if additional support is needed and show you real numbers!

Undone treatment list – How much is sitting in your bucket? Let us help move this to your production schedule. Letters, phone calls and emails to patients. Improving your patient contact on many levels. One of our current clients utilize our services to do reminder calls, report clean up and insurance follow through to allow their front desk person to focus their attention on scheduling treatment from the undone treatment list.

Confirmation calls – Are yours done in a timely manner beginning at least 2, but desired 3, days prior to the patient’s appointment? Do you have a short call list to fill in for last minute cancels or no-shows?

Insurance submission and follow-up – If you have anything past 30 days in your reports something needs to change. We can provide daily insurance support to get claims processed and paid promptly.

Collections – We can help collect on past due accounts.

New Patient Packages and Input – Do your new patient packages go out the day the patient scheduled? Do you even have a well designed new patient package? We can input new patient information, obtain and input insurance information prior to patient’s appointment to get the most benefit from first appointment, order previous records, obtain pertinent medical information such as premedication, and send out the new patient packages for immediate results.

Newsletters and direct mail campaigns – Does your office offer patient education in the form of newsletters? Newsletters are a fantastic, economical way to keep in touch with your patients, and advise them of new techniques and products available in your office. Direct mail campaigns can do the same and new patients can be targeted as well.

Does your office miss potentially productive phone calls during off hours or vacation? We can cover your office phones, schedule appointments during your time away or lunch hours, and make your “office” available to your patients 40 hours a week.

There are many more ways to utilize a DVA but this gives you a general idea. There are many things to consider for your office:

What does my payroll look like? It is between the 22-27% industry standard?

Do you really need another full time front desk person, or could you hire a DVA to accomplish the “behind the scenes” tasks in a more efficient, cost saving way?

What does your front desk look like? Are you satisfied with the way your schedule looks on a daily basis? Are you scheduling to goal? How about collections? Recall? We are here to support YOU and your team!

Make a list of what you would like to have a DVA be responsible for that would include expectations and goals.

Try one on for size! If you are unsure of how this whole process works, yet you are intrigued, try just one task as a sample with me to see how the whole process works. You’ll be glad you did!

Please feel free to contact us directly at 330-324-3865 for more information on how our services could be of great benefit to your practice!

You can also visit our website at


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