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.

From $8/hr·HIPAA + BAA at company level·Trained on Dentrix, Eaglesoft, Open Dental·Live in ~2 weeks

What clients say on Clutch.

Unfiltered, third-party-verified reviews pulled live from our Clutch profile.

5.0

Client Reviews:

1. "The entire team communicates promptly and with great attention to detail." - Managing Partner, Vello Property Management
2. "The distinction here is their personalized level of service and broad technical depth for the cost." - Product Management Executive, National University
3. "I had such a good experience working with them." - Manager of Customer Success, LiveHelpNow LLC
4. "We're impressed with their attention to detail. They've also never done the same mistake twice." - Executive, Imagine Advanced Dental Arts
5. "I don't have any complaints at all." - CEO, ReVerb

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 $10-13/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 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.

Practice operations, handled.

If your clinicians are doing it, your front desk is drowning in it, or your last vendor dropped the ball on it - we staff for it.

Services:

• Appointment Scheduling: Phones answered, calendars filled, no-shows reduced. 24/7 if you need it.
• Patient Intake: New-patient forms, eligibility, insurance capture - clean before the visit.
• Insurance Verification: VOBs, eligibility, benefit breakdowns. Done before the appointment.
• Prior Authorization: Documentation, payer follow-up, and approvals on the first try.
• Medical Billing & Claims: Posting, EOBs, AR, appeals, collections - the full revenue cycle.
• Denial Management: Root-cause review, appeals, resubmissions. Recovered revenue, faster.
• After-Hours Coverage: Evenings, weekends, holidays. Your team off-call.
• Telehealth Coordination: Setup, reminders, tech-issue triage, no-show recovery.
• Medical Scribing: Real-time and async charting. Clinicians out of the EHR after hours.

Six ways we show up.

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.

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 rise or fall on 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.

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.

1. Virtual Dental Assistants → Vetted, HIPAA-trained VAs dedicated to your dental practice. Trained on dental PMS workflows, insurance verification, treatment coordination, and recall.
2. 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.
3. 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.
4. Dental Billing & Insurance → CDT coding, claims submission, pre-authorizations, EOB posting, secondary insurance chase, and denials follow-up. Integrated with your PMS and clearinghouse.
5. 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.
6. Marketing & Patient Engagement → Local SEO, Google Business Profile management, review responses, recall campaigns, and social media support. Built specifically for dental practice growth.

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.

$100K+ in 60 days. And a back-office that scales.

A New Jersey cosmetic dental practice with three dedicated VAs that recovered six figures of aged A/R, plus a Tennessee in-home care practice with 25+ providers that cut costs nearly 50% with the same managed-team model.

Simple rates. Nothing to hide.

We publish our rates because we're proud of them. No hidden fees, no bait-and-switch. Engagements typically start at 20 hours per week, and every rate includes our HIPAA-compliant technology and the backing of a US-based company.

$8-$13/hour for staffing.

Frequently asked

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.

How quickly can you staff a dental VA?

About two weeks end-to-end.

Are your VAs HIPAA-compliant?

Yes. HIPAA is the operating model.

Which dental PMS systems do you support?

Dentrix, Dentrix Ascend, Eaglesoft, Open Dental, Curve Dental, Carestream, Denticon, Practice-Web, ClearDent, and SoftDent.

How much does a dental VA cost?

$10-13/hour for patient-facing roles and $8-10/hour for back-office work. No setup fees.

Can VAs handle treatment-plan follow-up and case acceptance?

Yes. VAs follow up on presented cases, handle financing conversations, and nudge patients back to schedule.