Lead Engagement Specialist

Remote | Dental Practice/Sleep Therapy | 30 Hours per Week | $6 per Hour

About the Role

We are looking for an energetic and highly personable Virtual Medical Assistant, Lead Engagement Specialist to support a specialized, non-traditional dental practice focused on sleep therapy and orthodontic airway expansion.

This is not a traditional dental assistant position. The role combines proactive lead follow-up, patient engagement, customer service, intake screening, insurance verification, and administrative pipeline management.

You will serve as one of the first points of contact for prospective patients. Your goal is to make every patient feel heard, supported, and confident about taking the next step toward care.

About the Practice

The clinic specializes in sleep-related treatments, including:

• Clear aligners used for orthodontic airway expansion

• Mandibular advancement devices, which may serve as custom alternatives to CPAP machines

• Patient education and consultations related to sleep symptoms and airway health

The practice is patient-centered, professional, energetic, and committed to creating a welcoming experience from the patient's first interaction.

Key Responsibilities

Rapid Lead Follow-Up

• Monitor a shared lead spreadsheet throughout your scheduled shift.

• Contact new prospective patients as quickly as possible, ideally within five minutes of receiving their inquiry.

• Prioritize new leads while consistently following up with older or pending leads.

• Create a positive and welcoming first impression of the practice.

Patient Intake and Screening

• Review questionnaires submitted by prospective patients regarding their sleep-related concerns.

• Contact patients using a provided script or intake form.

• Ask thoughtful follow-up questions to better understand the patient's symptoms and concerns.

• Gather and document complete, accurate, and detailed information.

• Communicate naturally and empathetically instead of sounding as though you are simply reading from a script.

Lead Pipeline Management

• Enter complete telephone notes into the shared spreadsheet.

• Update each prospective patient's status accurately.

• Move leads into the appropriate pipeline stage, such as:

  • Needs to Be Called

  • Called and Needs Follow-Up

  • Paperwork Sent

  • Awaiting Patient Response

• Review pending leads and determine the next required follow-up action.

• Keep the lead tracker accurate, organized, and up to date.

Patient Paperwork

• Send new-patient forms and digital paperwork links to prospective patients.

• Clearly explain the next steps after the forms are sent.

• Confirm that the patient understands what information must be completed.

• Document all paperwork-related communication in the lead tracker.

Insurance Verification

• Verify patient insurance coverage and eligibility.

• Review available benefits related to the patient's potential treatment.

• Document verification results accurately.

• Help ensure patients receive clear information about their available benefits and possible financial responsibilities.

Reporting and Administrative Support

• Maintain and update clinic percentage tables and operational reports.

• Ensure spreadsheet information is complete and accurate.

• Send an End-of-Day report summarizing:

  • Leads contacted

  • Follow-ups completed

  • Paperwork sent

  • Insurance verifications completed

  • Pending items

  • Priorities for the next working day

Required Qualifications

• Exceptionally clear and easily understood spoken English

• Strong verbal communication and active-listening skills

• Warm, enthusiastic, and professional telephone presence

• Ability to build rapport quickly with prospective patients

• Strong customer service or sales-oriented communication skills

• Comfortable making proactive outbound calls

• Excellent attention to detail and documentation skills

• Comfortable using Google Sheets and shared spreadsheets

• Ability to monitor incoming leads and respond with urgency

• Comfortable working independently in a remote environment

• Willingness to use the GoLean Productivity Tool during paid working hours

• Reliable computer, internet connection, headset, and backup work arrangements

Preferred Experience

Candidates with experience in any of the following areas are strongly encouraged to apply:

• Lead generation or lead follow-up

• Appointment setting

• Patient intake

• Healthcare or dental administration

• Insurance eligibility verification

• Customer service, Sales

• Premium hospitality

• High-end retail

• Restaurant hosting or greeting

• Other high-touch, public-facing roles

Previous dental experience is helpful but is not the primary requirement. The clinic places greater importance on communication, responsiveness, warmth, and the ability to create an excellent patient experience.

Work Schedule

This is a 30-hour-per-week position operating in the Central Time Zone.

• Monday: 9:00 AM to 5:00 PM, 8 hours

• Tuesday: 9:00 AM to 12:00 PM, 3 hours

• Wednesday: 3:00 PM to 6:00 PM, 3 hours

• Thursday: 9:00 AM to 12:00 PM, 3 hours

• Friday: 9:00 AM to 5:00 PM, 8 hours

• Saturday: 12:00 PM to 5:00 PM, 5 hours

Candidates must be available for the entire schedule, including Saturdays.