---
title: "A front desk that never misses a recall"
description: "A dental virtual receptionist books visits, works your recall list and calls patients back, with HIPAA-trained staff and a BAA. Ask about the hours."
url: https://assistbpo.com/services/dental-front-desk/
updated: 2026-09-21
publisher: AssistBPO (SS Support Network LLC)
language: en-US
---

# A front desk that never misses a recall

AssistBPO's dental virtual receptionist answers your practice phone, schedules and confirms patients in Dentrix or Open Dental, works the recall list and checks eligibility, in your hours, as HIPAA-trained staff under a BAA. The same person handles the clinic and medical front desk too, backed by SS Support Network, the group's healthcare desk.

- Named assistant plus backup
- Employed, screened, managed

[Book a front-desk audit](https://assistbpo.com/book-a-call/?topic=front-desk-audit) [Hear our demo receptionist](https://assistbpo.com/demo-line/) In short

- HIPAA-trained staff and a BAA, working inside your practice management system
- Scheduling, recalls, confirmations and eligibility checks from one named receptionist
- Backed by SS Support Network, the group's healthcare desk, for verification and billing questions

## What is a dental virtual receptionist?

A dental virtual receptionist is a remote front-desk person who answers a dental or medical practice's phone, schedules and confirms patients in the practice management system, works recall and reactivation lists, verifies insurance eligibility and takes messages for the clinical team. At AssistBPO the receptionist is HIPAA-trained employed staff working under a BAA, supported by SS Support Network.

Updated September 2026 · Reviewed by [Issabela Masters](https://assistbpo.com/team/issabela-masters/)

[The role behind it **Hire a remote medical scheduler** New patients, recalls, reschedules and waitlist fills inside your practice system](https://assistbpo.com/roles/medical-scheduler/)
## Who is the dental front desk for?

**General and specialty dental practices**
: Hygiene recalls filled, new-patient calls converted into booked exams, and unscheduled treatment plans followed up in Dentrix or Open Dental.

**Medical practices and clinics**
: Patient scheduling, referral intake and eligibility checks in athenahealth, eClinicalWorks, Kareo or Tebra, with the phone answered in the practice name.

**Multi-location groups and DSOs**
: A shared front-desk pod that answers for several offices, schedules across locations and reports by office each week.

**Orthodontic, pediatric and specialty offices**
: Family scheduling, consult booking and financial-arrangement calls handled with the patience those patients need.

## What does the dental front desk service include?

These 12 tasks are what AssistBPO's dental front desk handles as standard for a practice manager.

- Phone answered in your practice name during your hours
- New-patient calls converted to booked exams with intake forms sent
- Scheduling, confirmations and reschedules in Dentrix, Open Dental or your system
- Hygiene recall and reactivation lists worked every week
- Unscheduled treatment plans followed up with lawful consent
- Insurance eligibility and benefits checked before the visit
- Referral intake from other practices logged and booked
- Waitlist worked to fill same-day cancellations
- Messages for the clinical team by your minimum-necessary rules
- Patient portal and form reminders sent and chased
- End-of-day report with bookings, recalls, cancellations and open gaps
- Monthly QA scorecard on scheduling accuracy and phone manner

## Deliverables and KPIs

AssistBPO reports 6 measures on the dental front desk: what lands on your desk, what we count, and how often you see the number.

| Deliverable | KPI we report | Cadence |
| --- | --- | --- |
| Calls answered in your practice name | Answer rate, speed to answer, new-patient calls booked | Daily |
| Schedule kept full | Hygiene and provider utilization, same-day gaps refilled | Daily and weekly |
| Recalls worked | Overdue patients contacted and booked each week | Weekly |
| Eligibility checked | Verifications completed before the appointment | Daily |
| No-show and cancellation rate | By provider and appointment type | Weekly review |
| QA scorecard | Scheduling accuracy, HIPAA handling, tone | Monthly |

KPIs are what we measure and report, agreed per engagement in the weekly review. Service-level commitments are set in your agreement, not on this page.

## How does the dental front desk work?

1. ### Match
The discovery call covers your providers, operatories, appointment types and durations, your practice management system, your recall cadence and your insurance mix. Within 72 hours we propose a named, HIPAA-trained receptionist with dental or medical front-desk experience, plus a trained backup. The BAA is signed before any patient data is shared.
2. ### Onboard
We document your scheduling rules by provider and appointment type, your recall and confirmation scripts, your financial and insurance policies and your message rules for the clinical team. The receptionist gets a user in your practice system with the permissions you choose and shadows your front desk for a week. SS Support Network briefs them on your payer mix.
3. ### Daily rhythm
The receptionist opens with tomorrow's schedule, chases unconfirmed patients and runs eligibility checks, then answers the phone, books and reschedules through your hours, and works recalls and the waitlist in the gaps. The end-of-day report lists bookings, recalls contacted, cancellations refilled and anything waiting on the clinical team.
4. ### Weekly review
Twenty minutes with the team lead on hygiene utilization, new-patient conversion, recall results, no-show rate and next week's schedule gaps. Each month the team lead scores recorded calls on the QA scorecard and reviews HIPAA handling with SS Support Network's healthcare desk.

## Hours, coverage and models

AssistBPO staffs the dental front desk on 4 models. US Eastern to Pacific, UK and Australian Eastern practice hours from the group's two offices. Spanish-speaking patient calls are available on request.

- Dedicated dental receptionist, 80 or 160 hours a month, in your practice hours
- Front-desk pod for multi-location groups with a lead
- Recall and reactivation desk as a fixed weekly block
- After-hours patient line with escalation to the on-call dentist

See what is staffed in your zone on the [coverage clock](https://assistbpo.com/how-it-works/#coverage).

## Tools we work in

- [Dentrix](https://assistbpo.com/software/dentrix/)
- [Open Dental](https://assistbpo.com/software/open-dental/)
- [athenahealth](https://assistbpo.com/software/athenahealth/)
- [eClinicalWorks](https://assistbpo.com/software/eclinicalworks/)
- [Kareo Tebra](https://assistbpo.com/software/kareo-tebra/)
- [RingCentral](https://assistbpo.com/software/ringcentral/)
- [Dialpad](https://assistbpo.com/software/dialpad/)
- [Twilio](https://assistbpo.com/software/twilio/)
- [Google Workspace](https://assistbpo.com/software/google-workspace/)
- [Microsoft 365](https://assistbpo.com/software/microsoft-365/)

[See all 80 tools we work in](https://assistbpo.com/software/)

## What are the terms on the dental front desk?

The card, the contract terms and the dental front desk's own numbers, in one place.

| Specification | What you get |
| --- | --- |
| Focus, 20 hours a week | $800 a month, 80 hours |
| Dedicated, 40 hours a week | $1,600 a month, 160 hours |
| Specialist, 40 hours a week | $2,400 a month, 160 hours |
| Managed Pod, three seats or more | From $4,800 a month |
| Evening, weekend or overnight cover | Tier rate plus 20 percent |
| Desk | [Front desk & phones](https://assistbpo.com/services/desks/front-desk-phones/) |
| Standard schedule | Dedicated dental receptionist, 80 or 160 hours a month, in your practice hours |
| Coverage | US Eastern to Pacific, UK and Australian Eastern practice hours from the group's two offices. |
| Tools | 10 platforms, including Dentrix, Open Dental, athenahealth |
| KPIs reported | 6 measures: daily, weekly, monthly |
| Setup fee | None |
| Minimum term | Month to month, no lock-in |
| Notice | 30 days, to stop or to change hours |
| If the fit is wrong | Trained backup covers the desk the same day, re-match at no charge |
| Continuity | One named assistant, one named backup, one team lead |
| Who does the work | Employed by SS Support Network LLC, never freelancers or contractors |

These are rate-card starting points. What you pay depends on the hours, the desk and the coverage window, which is what the staffing plan sets. Rates improve as you add assistants. Your staffing plan states the rate for the number of seats you need. [The rate card](https://assistbpo.com/pricing/) carries the other currencies, the add-ons and the six things that move a plan off it.

## How much does a dental front desk cost?

Plans start at $400 a month for 40 hours, at $10 an hour, and rates improve as you add assistants. Get a staffing plan within 1 business day.

### What moves the plan

1. Hours a week and whether the desk is dedicated or shared
2. Phones: live answering needs a receptionist profile and a backup
3. Coverage zone: business hours, after-hours, weekends or 24/7
4. Tools and access to set up
5. One person or a pod with a lead

### What the market publishes

Other providers' published ranges, by market, so you have something to hold this against. These are not AssistBPO prices.

| Market | Published range | Source |
| --- | --- | --- |
| United States | In-house receptionist median pay $38,010 a year before benefits; managed remote staff $640 to $2,400 a month full time | BLS Occupational Outlook, May 2025 data; Wishup and Cherry Assistant, 2026 |
| United States | Human answering plans for practices from about $235 a month for 50 minutes to $1,095 for 500 minutes, with $2.95 to $4.70 a minute overage | OnceHub, AIRA and NextPhone pricing roundups, September 2026 |
| United Kingdom | UK-based practice manager support and PA rates £25 to £45 an hour; offshore full-time staff £900 to £2,000 a month | SVA surveys and UK agency pricing pages, 2026 |
| Australia | Onshore assistants A$39.90 to A$65 an hour; offshore managed staff A$8 to A$35 | Virtual Coworker, DotVA and Smart Staffing published rates, 2026 |

[Book a front-desk audit](https://assistbpo.com/book-a-call/?topic=front-desk-audit) [How we build a plan](https://assistbpo.com/pricing/)

Proof

## Case study

One engagement on this desk, anonymized. Numbers appear only once the owner has verified them.

[All case studies](https://assistbpo.com/case-studies/) Recalls booked the same week

Case study
### [Dental Practice Recovers Missed Recalls](https://assistbpo.com/case-studies/dental-front-desk-recalls/)

A multi-dentist practice in the US South had a front desk that answered every call but never reached the bottom of the recall list. Hygiene recalls, unscheduled treatment and insurance eligibility checks sat in the practice management system while the on-site team handled the lobby, the phones and checkout at the same time. The practice added a HIPAA-trained scheduler on a dedicated AssistBPO desk, working the practice's own hours inside their practice management software, with a trained backup and a team lead. The scheduler took the recall list, the unscheduled treatment report and next week's eligibility checks off the front desk completely. The on-site team kept the lobby and the chairside work. Recalls now go out every morning rather than in whatever quiet hour appears, and tomorrow's schedule is checked for gaps the day before.

Dental practice Hear it for yourself

Call our demo receptionist and hear a real greeting, a booking and a warm transfer, live.

[+1-657-777-0006](tel:+16577770006)
## Dental front desk for your industry

- [Medical & dental practices](https://assistbpo.com/industries/medical-practices/)
- [Home care & NEMT agencies](https://assistbpo.com/industries/home-care-nemt/)
- [Fitness, salons & spas](https://assistbpo.com/industries/fitness-salons/)
- [Nonprofits & churches](https://assistbpo.com/industries/nonprofits/)
- [All industries](https://assistbpo.com/industries/)

## Security and compliance

1. HIPAA-trained staff and a BAA signed before any patient data is shared
2. Minimum-necessary access: a named user in your practice system with only the roles the job needs
3. Employed, background-checked receptionists under NDA on managed devices with MFA and no local storage
4. No patient lists, schedules or insurance details exported, printed or sent by personal email
5. Card payments and financial arrangements taken through your patient portal or link only

Full control list on the [security page](https://assistbpo.com/security/) and country rules for calls, texts and email on the [compliance page](https://assistbpo.com/compliance/). Certifications are listed only when held.

## Country rules for this service

AssistBPO staffs this desk with HIPAA-trained staff under a BAA, on minimum-necessary access. No body certifies a company for HIPAA, so we make no such claim; certifications are listed only when held. [Country rules](https://assistbpo.com/compliance/).

- US: HIPAA Privacy and Security Rules under a BAA; minimum-necessary access and disclosures; TCPA consent for recall calls and texts
- UK: UK GDPR special-category rules for health data with a data processing agreement
- Australia: Privacy Act 1988 and APP 8 cross-border disclosure notice for patient data

## Frequently asked questions

### How much does a dental virtual receptionist cost?

Plans depend on hours, desks and coverage. Get a staffing plan within 1 business day. For orientation, an in-house receptionist earns a median $38,010 a year before benefits (BLS, May 2025 data), and per-minute answering plans for practices run from about $235 a month for 50 minutes to $1,095 for 500 (OnceHub and NextPhone, September 2026). AssistBPO prices a HIPAA-trained receptionist for a block of hours, and the same person works recalls and eligibility between calls.

### Are your receptionists trained for HIPAA?

They are HIPAA-trained staff working under a Business Associate Agreement with your practice, with minimum-necessary access to your system and an annual refresher. There is no official certification for HIPAA, so we do not claim one for our people or for the company. What we do is sign the BAA, train the people, limit and log the access, and let your compliance officer review the setup. SS Support Network has run healthcare desks on this basis for years.

### Which practice management systems do you work in?

Dentrix, Open Dental, Eaglesoft and Curve for dental; athenahealth, eClinicalWorks, Kareo, Tebra and similar for medical practices. The receptionist works in a user account you create with the roles you choose, follows your appointment types, block schedules and provider rules, and never changes clinical records. Phone systems include RingCentral, Dialpad and most VoIP platforms, connected by softphone to your existing practice number.

### How do you handle recalls and reactivation?

Each week the receptionist pulls the overdue hygiene and recall list from your system, contacts patients by call and text with lawful consent and do-not-call scrubbing, books them and records the outcome. Patients who have not visited in over a year get a reactivation call with the script you approve. Unscheduled treatment plans are followed up the same way. The weekly review shows recalls contacted, booked and the gaps still open.

### Can the receptionist check insurance eligibility?

Yes. Eligibility and benefits are verified before the visit through payer portals or your clearinghouse, with the result recorded in the patient's record so the clinical team and your financial coordinator see it. Deeper verification, breakdowns of benefits and prior authorizations can be handled by SS Support Network's healthcare desk, which sits behind the receptionist and specializes in that work. Billing itself stays with your office or LedgerBPO.

### What does the receptionist say to a patient in pain?

Patients describing pain, swelling or trauma are booked into the emergency slots you set aside, or escalated to the clinical team by your rule, and told what to do while they wait. The receptionist never gives clinical advice, never suggests medication and never guesses at a diagnosis. Anything that sounds life-threatening is directed to emergency services first. The script for these calls is approved by your dentist or clinical lead.

### Will patients know the receptionist is remote?

Patients hear your practice name, your greeting and a calm person who knows your providers and your schedule. The receptionist works from a quiet office with a headset, not from home, and callers are not told anything about location unless you want them to be. During the 72-hour match we listen to your existing calls and propose someone whose manner fits your practice, and you hear test calls before go-live.

### Can one receptionist cover several offices?

For small groups, yes: one person answers for two or three offices with a greeting that identifies each, books into each location's schedule and reports by office. Larger groups and DSOs run a front-desk pod with a lead so call volume never outruns the team. The discovery call sizes it from your call counts per office, and offices can be added as the group grows.

### Is this the same as SS Support Network?

SS Support Network is the group's healthcare division, which runs medical billing, verification and back-office work for practices. AssistBPO runs the front desk: phones, scheduling, recalls and patient communication. On a dental or medical engagement the two work together, so the receptionist can pass a benefits question to a verification specialist without the patient being transferred out of the practice. You contract with one group and get one team.

Still deciding

A 20-minute call with someone who runs dental front desk every day. No sales script, and you keep the notes.

[Book a 20-minute call](https://assistbpo.com/book-a-call/) [Book a front-desk audit](https://assistbpo.com/book-a-call/?topic=front-desk-audit) Next step

## Your desk, staffed. Wherever you are.

Tell us what is overloaded. A named person replies within 1 business day with a staffing plan, and we propose your assistant within 72 hours.

[Book a front-desk audit](https://assistbpo.com/book-a-call/?topic=front-desk-audit) [Book a 20-minute call](https://assistbpo.com/book-a-call/) Or call [+1-657-777-0006](tel:+16577770006) during US, UK or Australian business hours, or [hear our demo receptionist](https://assistbpo.com/demo-line/).

- A named assistant proposed within 72 hours
- Employed, screened and managed staff, never freelancers
- Your hours, your tools, your data

---

Source: https://assistbpo.com/services/dental-front-desk/ · Contact: https://assistbpo.com/contact/ · Full site map for agents: https://assistbpo.com/llms.txt