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How Virtual Staff can Rescue the Dental Practice Back Office

dentist virtual assistant

Let's talk about a crucial aspect of running a smooth dental practice–your back-office team. These behind-the-scenes superheroes handle all the administrative tasks, patient records, insurance processing, and appointment scheduling that keep your practice strong.

Unfortunately, the dental industry has been facing a growing challenge in recent years. Yep, you guessed it–a shortage of skilled back-office staff. This shortage has emerged as a major bottleneck, hindering the smooth functioning of dental practices nationwide. In a survey conducted by the ADA Health Policy Institute, over 70% of owner dentists expressed that the process of recruiting administrative staff was extremely or very challenging.

As patient numbers grow and paperwork piles up, your current staff might be feeling the pressure. Consequently, important tasks may be neglected or delayed, leading to an inefficient workflow that impacts your team and, even worse, your patients' experience.

Recognizing the Red Flags of Staff Shortages

The dental industry has experienced significant growth in recent years, leading to an increased demand for back-office personnel. However, the supply of skilled candidates has yet to keep pace, with about 25% of dentists actively seeking administrative staff. Is your back office in need of some care? Below are some telltale signs.


Reduced Patient Satisfaction

With fewer staff members to handle administrative tasks, patient wait times may increase, leading to dissatisfaction among patients who expect prompt and efficient service.


Administrative Errors

Overworked staff are more prone to making mistakes in documentation, billing, and appointment scheduling, which can have severe implications for the practice's reputation and finances.


Increased Stress and Burnout

A lack of manpower puts undue pressure on the existing team, resulting in stress and burnout, ultimately leading to a higher turnover rate among staff.


Decline in Productivity

The backlog of administrative tasks can hinder the productivity of dentists and dental assistants, as they may have to fill in for back-office duties, taking away valuable time from patient care.


Virtual Staffing: A Viable Solution for Your Practice

As the dental industry grapples with staffing shortages, virtual staffing emerges as a viable solution to alleviate the strain on back-office operations. Virtual staff can effectively handle various administrative tasks remotely, ensuring continuity and efficiency within the practice.


Here's how they can help:

Cost-Effective Solution

Hiring virtual staff can be more cost-effective than hiring full-time, on-site employees, as it eliminates office space, equipment, and benefits expenses.


Flexibility and Scalability

Depending on their needs, dental practices can engage virtual staff on a part-time or full-time basis, allowing for greater flexibility and scalability.


Streamlined Administrative Tasks

Virtual staff can efficiently manage appointment scheduling, patient records, billing, insurance claims, and other administrative duties, reducing the burden on the in-house team.


Enhanced Patient Experience

Virtual staff handling administrative tasks promptly and accurately reduces patient wait times, leading to increased satisfaction and improved patient experience.


Focus on Core Services

By delegating administrative responsibilities to virtual staff, dentists and dental assistants can concentrate more on providing high-quality patient care and expanding their services.


Back-office staffing shortages can hinder the smooth operation of your dental practice. The consequences of this shortage affect patient satisfaction, staff morale, and overall practice efficiency. By tapping into virtual staff as a cost-effective and flexible solution, dental practices can overcome the bottleneck of staffing shortages and ensure a prosperous and thriving future.



Physicians Angels is the industry's first Virtual Scribe company, providing real-time documentation directly into the physician's EMR, along with our Staffing Angels back-office support services. Our services improve patient throughput, practice financial performance and contribute to a better work/life balance for the physician and office staff. To learn more, visit or contact us.

About the author

Physicians Angels

More time for physicians to see more patients, provide better care, and live their lives. Physicians Angels provides one-of-a-kind EMR data management services to healthcare providers through our real time Virtual Scribe service.