A front office that keeps up with the chair.
Dedicated, HIPAA-trained administrative assistants for dental insurance verification, recall, claims follow-up and patient communications — under a signed BAA, strictly non-clinical.
Dental front desks juggle too many phones at once.
A dental front office runs the schedule, greets patients, collects payments and answers phones, while also verifying benefits for tomorrow's patients and chasing claims from last month. The verification and claims work is detailed, portal-heavy and easily postponed — which is how aging receivables grow.
An ExecWing assistant takes the portal and paperwork work remotely. They verify eligibility and benefits ahead of appointments, enter breakdowns into your practice-management system, work recall lists, follow up on outstanding claims and prepare narratives and attachments for clinical review.
Everything happens under a signed Business Associate Agreement and inside your systems. Assistants never provide clinical advice, diagnose or make treatment recommendations; they support your team's administrative workflow.
Tasks your assistant owns
Insurance
- Eligibility and benefits verification before visits
- Enter benefit breakdowns into the PMS
- Submit claims and track status
- Work denials and aging reports
Patient access
- Recall and reactivation outreach
- Appointment confirmations through approved tools
- Online booking and inquiry follow-up
- Treatment-plan follow-up calls with approved scripts
Office operations
- Payment posting and statement prep
- Supply ordering coordination
- Credentialing paperwork tracking
- Daily huddle report preparation
Tools
Your assistant works in your accounts, under your access policies.
Roles that fit
- Insurance verification coordinator
- Dental billing and claims assistant
- Patient coordinator for recall and scheduling
- Office manager's administrative assistant
Compliance notes
A signed Business Associate Agreement is required before any access to protected health information, consistent with the HIPAA Privacy and Security Rules.
Assistants are non-clinical: no diagnosis, clinical advice or treatment recommendations.
Patient communications use your approved, secure tools and scripts.
How this maps to our plans
One dedicated, full-time assistant. Month-to-month, 30-day cancellation, $3,000 buyout if you want to hire them directly.
| Plan | Price | When it fits |
|---|---|---|
| Growth | $2,300/mo | Insurance verification, recall and claims support with HIPAA training and BAA. |
| Executive | $2,700/mo | Senior assistant with prior US dental admin experience. |
Full plan details on the pricing page. Founding clients: 50% off the first month (first 5 clients).
A realistic first 30 days
How a typical Dental Practices engagement ramps. Your plan is set on the fit call and adjusted to your SOPs.
| When | What happens |
|---|---|
| Week 1 | Access, tools and shadowing Your assistant gets accounts in Dentrix, Eaglesoft, Open Dental and shadows the current process for insurance. You share SOPs or record short walkthroughs; they turn them into written checklists. |
| Week 2 | First owned workflows They take ownership of eligibility and benefits verification before visits and enter benefit breakdowns into the PMS, with your review on every item. ExecWing QA reviews output against the checklist. |
| Weeks 3–4 | Expand scope Add patient access work such as recall and reactivation outreach. Review shifts from every item to daily spot checks. |
| Day 30+ | Steady state Office operations joins the routine. You get a weekly scorecard and a monthly review of what to delegate next. |
Dental Practices: common questions
Do you sign a BAA?
Yes. A signed BAA is required before any PHI access.
Can the assistant answer clinical questions from patients?
No. Clinical questions are routed to your clinical team.
Which PMS do you support?
Common systems include Dentrix, Eaglesoft, Open Dental and Curve Dental.
What does it cost?
Medical and dental admin roles start on the Growth plan at $2,300/mo; Executive is $2,700/mo.
Get your evenings back.
Book a 20-minute fit call. We'll map the work you want off your plate and tell you honestly whether a dedicated assistant is the right move.