Virtual Business Manager

1. Patient Chart Audits & Compliance
? Review each patient chart to ensure it meets compliance standards:

Clinical Documentation: Check that notes are complete and properly recorded.
Health History: Ensure it's updated in the system.
X-rays & Perio Charting: Confirm they are in the document center and match the ledger.
Driver’s License: Verify it's scanned into the system.
Balance Check: Identify any outstanding balance, investigate the source, and coordinate in-office collection.
? Follow-up & Scheduling

Ensure every patient has a follow-up visit scheduled before they leave.
Send a post-care text asking for feedback and offering reassurance if issues arise.
Reschedule patients based on their treatment needs.
Make sure family members are also scheduled for their visits.
If a patient is coming in and a family member is due, ask if they can stay for their visit (as permitted by the schedule).
? Insurance & Financial Verification

Confirm insurance verification is done correctly by the remote team in India.
Ensure correct scheduling based on insurance eligibility.
Verify signed treatment plans and obtain consent forms before treatment.
Send treatment plans & consents to patients ahead of time.
Track and ensure claims are sent out timely with the goal of receiving payment within 30 days.
2. Scheduling & Production Goals
? Proactively manage the schedule to meet goals:

Look ahead at the schedule daily and weekly to ensure production targets are met.
Identify opportunities to fill gaps, and call, text, or email patients to schedule.
Ensure a 98% patient and insurance collection rate and 80% patient retention rate.
? Post-Care Calls & Retention

Make post-care calls to check on patients and document feedback.
Ensure every patient is scheduled for their 6-month follow-up—if the team forgot, inform them that it had to be done for them.
3. Team Management & Accountability
? Leadership & Accountability

Oversee team compliance with processes and hold them accountable for tasks.
Train, coach, and correct team performance.
Document and write up employees when necessary.
Manage hiring and firing based on office performance and needs.
? System Management & Process Improvement

Learn, manage, and improve office systems to ensure efficiency.
Keep track of insurance payments, patient balances, and collections.
Oversee remote team coordination for insurance verification and claims processing.
4. Communication & Marketing
? Phone & Patient Communication

Handle new patient inquiries and emergency calls.
Manage daily incoming calls to ensure smooth patient service.
? Social Media & Web Presence Management

Maintain social media engagement for the practice.
Oversee website updates, reviews, and online patient communication.
5. Additional Responsibilities
???? Daily Tasks:

Check and update patient records for compliance.
Follow up on outstanding balances and insurance claims.
Ensure the team is meeting their responsibilities.
Manage calls, emails, and texts for scheduling.
???? Weekly Tasks:

Analyze production schedule and adjust to meet goals.
Follow up on unpaid claims and track payments.
Provide team feedback and implement necessary corrections.
Ensure marketing efforts are consistent and social media is active.
???? Monthly Goals:

Maintain 98% payment collection and 80% patient retention.
Ensure insurance claims are paid within 30 days.
Review team performance and implement any needed coaching, hiring, or terminations.
Success Metrics for the VA Role
?? All charts are compliant before treatment.
?? Every patient is scheduled for their follow-up.
?? Insurance claims are submitted & paid within 30 days.
?? 98% collection rate for patient & insurance payments.
?? 80% patient retention through proactive scheduling & follow-ups.
?? Social media & web presence maintained to attract new patients.
?? Team is trained, held accountable, and performing efficiently.