01
Front-desk coverage that never calls out.
Inbound calls, new-patient scheduling, insurance verification, balance questions, and emergency triage. Multilingual VAs, empathetic communication training, and documented escalation rules.
Dentists
Smarter patient support for dental practices.
HelpSquad Health helps dental practices, group practices, and DSOs run front desk, insurance verification, treatment coordinator follow-up, and billing without burning out the office. HIPAA-compliant, trained on Dentrix, Eaglesoft, Open Dental, and more.
Recognized by Clutch
Top 2025 awards for Customer Support, Virtual Assistants, and E-commerce Call Centers
Why HelpSquad for dental practices
Keep dentists at the chair. Let us run the front.
Four pressure points we hear in every dental discovery call. A HelpSquad engagement starts by mapping the work that's keeping your team out of the operatory.
01
More time for chair-side dentistry.
Scheduling, insurance verification, and recall eat the morning huddle and the afternoon break. Our HIPAA-compliant VAs run the admin loop so your hygienists and dentists stay at the chair.
02
Seamless patient communication.
24/7 call center and live chat handles appointment requests, pre-op questions, and emergency inquiries. Treatment-plan follow-ups and financial-discussion scripting keep acceptance rates high and patients moving forward.
03
Cost-effective practice management.
Skilled administrative support without W-2 overhead. Managed Virtual Medical Assistants from $11-12/hr patient-facing and $8-10/hr back-office - no seat license, no benefits, no HR drag.
04
Stronger recall & retention.
Six-month recall campaigns, lapsed-patient reactivation, whitening and implant outreach. We run the workflows that keep the hygiene schedule full and treatment plans moving.
HIPAA-compliant, patient-centered
HIPAA is the operating model. Not a checkbox.
Dental practices handle sensitive PHI every day - treatment plans, medications, insurance info, family relationships. HIPAA compliance is built into how our team works before they touch a record.
- BAA signed at the company level - real accountability, real legal recourse.
- Encrypted channels on every call, message, and data-entry step.
- Role-based access, single-user authenticated logins, continuous training.
- No copy, paste, or download of PHI - secure virtual desktop for every PMS session.
Dental PMS integration
Trained on your dental PMS.
Dental practices run on specialised software. Our VAs work directly inside your existing PMS - no swap, no rebuild, no staff retraining. Documented onboarding captures your scheduling rules, recall flows, and insurance conventions so the handoff is seamless.
- Appointment scheduling & recall - six-month hygiene recall, specialty recall, and lapsed-patient reactivation.
- PMS updates & data entry - accurate, HIPAA-compliant records, clean notes for billing.
- Insurance verification & pre-auth - eligibility 24-48 hours ahead; crowns, perio, endo, ortho pre-auths submitted cleanly.
DentrixDentrix AscendEaglesoftOpen DentalCurve DentalCarestreamDenticonPractice-WebClearDentSoftDent + custom PMS
How we support dental practices
Six ways we show up.
Six concrete lanes of support. Start with one; we'll expand as the engagement earns its keep.
02
Insurance verification & pre-authorization.
Eligibility confirmed 24-48 hours before every appointment. Crown, perio, endo, and ortho pre-auths submitted cleanly so the treatment coordinator is not fighting insurance on the day of care.
03
Treatment coordinator support.
Case presentation follow-ups, financial-discussion scripting, and financing coordination (CareCredit, Sunbit, Proceed Finance). Higher case acceptance, faster production.
04
Recall, reactivation & new-patient outreach.
Six-month recall reminders, two-year lapsed-patient reactivation, whitening/implant consult campaigns, and new-patient welcome flows. SMS, email, and voice - all compliant, all personal.
05
Billing, claims & aging A/R.
Claims submission, EOB posting, secondary insurance follow-up, and patient statements. 87% first-appeal success rate on denied claims and a sustained push on aging A/R.
06
Google reviews & local SEO.
Dental practices live and die by Google. We manage review requests, respond to every review, and run local SEO so your practice shows up for the searches that matter in your ZIP code.
10-Year HelpSquad Client
HelpSquad feels like part of our practice - not an outsourced team.
Dr. Maria Rhode, DMD
Owner · Imagine Advanced Dental Arts
Lawrenceville, NJ
Client since 2016
Lawrenceville, NJ
Client since 2016
Services at a glance
Everything a dental practice actually needs.
Six service categories. Mix and match the ones that fit your practice today. Scale into the rest as you grow.
01
Virtual Dental Assistants
Pre-qualified, HIPAA-trained VAs dedicated to your dental practice. Trained on dental PMS workflows, insurance verification, treatment coordination, and recall.
02
Dental Call Center Teams
24/7 coverage for patient calls, new-patient scheduling, emergency triage, and treatment-coordinator overflow. Multi-language, HIPAA-compliant, with real-time reporting.
03
Managed Dental BPO
Fully managed back-office and front-desk operations for single practices, group practices, and DSOs. Scalable, cost-effective, HIPAA-compliant from day one.
04
Dental Billing & Insurance
CDT coding, claims submission, pre-authorizations, EOB posting, secondary insurance chase, and denials follow-up. Integrated with your PMS and clearinghouse.
05
Live Chat Support
24/7 HIPAA-compliant chat for new-patient inquiries, scheduling, and financial questions. Integrated with your PMS, patient portal, and online scheduling tools.
06
Marketing & Patient Engagement
Local SEO, Google Business Profile management, review responses, recall campaigns, and social media support. Built specifically for dental practice growth.
Transparent pricing
Simple rates. Nothing to hide.
We publish our rates because we're proud of them. No hidden fees. No surprise minimums. No bait-and-switch. You only pay for hours worked.
$8-$12/hour.
That's it. That's the whole range.
That's it. That's the whole range.
$0
Upfront cost
$0
Implementation fees
$0
Replacement costs
Back Office
$ 8-10
per hour · billing, claims, data entry
- Insurance verification
- Medical billing & AR
- Claims processing & appeals
- Pre-qualified candidates
- HIPAA BAA included
Most popular
Patient Facing
$ 11-12
per hour · scheduling, calls, intake
- Front desk & scheduling
- Clinical / specialty experience
- Candidate interviews included
- EHR-specific recruiting
- Virtual desktop + BAA
Managed Team
Custom
team lead + multiple VAs + QA
- Full managed service
- Workforce management & QA
- Monthly analytics reporting
- Ideal for 3+ seats or 24/7
- US-based operations lead
Ready to enhance your practice?
More chair time. Fewer admin headaches.
Dentistry runs on chair time, clean insurance workflows, and strong patient relationships. HelpSquad Health streamlines the administrative pipeline so your dentists and hygienists can focus on the work that only they can do.
Book a consultation and we'll scope a squad for the parts of your practice that are costing the most production time today.
In their words
What clients say about working with us.
H.E.R. Accessories
Having a real person is what we were looking for. HelpSquad has provided a good business model and support over the past 3 years.
Mason Bottle
The price is excellent for the quality of the service. Agents and coaches learn quickly and give customers an authentic experience with our brand.
VELLO
Within the first 3 months we expanded our hours of active guest communication by about 25% and delivered approximately 33% labor cost savings.
MultiSoft Corporation
They handle all of our live support 24x7x365. Awesome customer service.
Kofile Technologies
Professionals who have always proven themselves trustworthy and beneficial to our support staff.
N.J. Hair Center
It's like having someone there 24/7 to answer questions.
Simple Agency
Agents learn how to answer the top questions prospects ask, custom to YOUR business.
Spark Orthodontics
Good communication between company and customer.
Frequently asked
Answers before you ask.
What does a dental practice typically outsource first?
Insurance verification and front-desk overflow. Both are high-volume, high-friction, and directly tied to production. Billing, aging A/R, and recall campaigns usually follow within a quarter.
How quickly can you staff a dental VA?
About two weeks end-to-end: discovery call → role design → 85+ pre-qualification → your interview round → HIPAA onboarding → go live. Urgent coverage gaps can turn in under a week.
Are your VAs HIPAA-compliant?
Yes. HIPAA is the operating model - BAA at the company level (not with an offshore agent directly), secure virtual desktop for every PMS session, no copy / paste / download of PHI, and continuous training.
Which dental PMS systems do you support?
Dentrix, Dentrix Ascend, Eaglesoft, Open Dental, Curve Dental, Carestream, Denticon, Practice-Web, ClearDent, and SoftDent. If you use something more specialised, we train agents on it during onboarding.
How much does a dental VA cost?
$11-12/hour for patient-facing roles (front desk, scheduling, treatment coordinator support) and $8-10/hour for back-office work (billing, claims, verification). No setup fees, no replacement costs. See full pricing →
Can VAs handle treatment-plan follow-up and case acceptance?
Yes. Treatment coordinator support is one of the highest-leverage use cases. VAs follow up on presented cases, handle financing conversations (CareCredit, Sunbit), and nudge patients back to schedule. Higher acceptance, faster production.
What about recall and lapsed-patient reactivation?
We run six-month recall campaigns, two-year reactivation flows, and specialty outreach (whitening, implants, ortho). Typical practice sees measurable recall improvement within 60 days.
Can you handle dental billing and insurance claims?
Yes. CDT coding, claims submission, pre-auths, EOB posting, secondary insurance chase, and denial appeals. 87% first-appeal success rate on denied claims. See billing pricing →
Do you support DSOs and group practices?
Yes. Multi-location scheduling, cross-office insurance workflows, and consolidated reporting are all in scope. We also run support-center overflow for DSOs that have an internal contact center.
What if my practice is new or still credentialing?
We can hold a VA slot for up to 30 days while your credentialing wraps. Multiple startup practices have used this pattern to go live the same week their payer contracts activated.
Verified client reviews
What clients say on Clutch.
Unfiltered, third-party-verified reviews pulled live from our Clutch profile.
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Ready to enhance your practice?
Let's build the squad your dental practice needs.
A 30-minute call. We'll listen to the work, scope the role, and tell you honestly if we are a fit.
877-775-3667 · info@helpsquad.com · Hatboro, PA