Rebecca Herring
Email: rebecca@rocketstation.com
Website: Rocket Station
Contact: 970-840-808
Running a dental practice is no small feat. Between managing patient care, handling administrative duties, and keeping up with ever-evolving industry demands, it’s easy to feel overwhelmed. That’s why I was thrilled to sit down with my good friend and dental industry expert, Rebecca Herring, at the Chicago Midwinter Dental Meeting to discuss a game-changing solution: hiring a virtual team member. With over 25 years of hands-on experience in the dental industry, Rebecca’s journey began in her youth, accompanying her father, a dentist, on humanitarian trips to Guadalajara. Her passion for dentistry and team efficiency has since evolved into helping practices streamline operations and build their dream teams.
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Why Consider a Virtual Team Member?
Staffing shortages are a persistent challenge in the dental industry. I know firsthand how frustrating it is to lose a great team member and scramble to redistribute their workload. Too often, dental teams absorb extra responsibilities, leading to burnout, resentment, and ultimately, more turnover. Hiring a virtual team member with could be the perfect solution to avoid this cycle of exhaustion and inefficiency.
Virtual assistants aren’t meant to replace in-office employees but rather to enhance your existing team’s productivity. By offloading tasks such as insurance verification, unpaid claims follow-ups, and patient scheduling so your in-office team can focus on patient interactions and higher-value responsibilities. The best part? A well-integrated virtual assistant can help increase production, reduce stress, and boost revenue.
When is the Right Time to Hire a Virtual Assistant?
One of the most common questions Rebecca hears is, “How do I know when it’s time to bring on a virtual team member?” The answer is simple: if your practice is overwhelmed with administrative tasks and struggling to keep up with patient communication, it’s time to consider a VA.
Here’s a simple exercise: write down the top three to five tasks you or your team members do daily that take up unnecessary time. Think about:
- Checking insurance eligibility and verification
- Sorting through email
- Following up on unpaid insurance claims
- Sending billing statements and balancing day sheets
- Managing patient reminders and confirmations
If these tasks are pulling you or your team away from patient care, hiring a virtual team member can make a significant impact. In fact, Rebecca shared a success story of a practice that implemented virtual assistants and saw an 80% reduction in open chair time and a major decrease in accounts receivable aging.
Onboarding and Training for Virtual Team Members
One of the biggest misconceptions about hiring virtual assistants is that they require minimal onboarding. Just like in-office hires, virtual team members need training to align with your practice’s culture, systems, and expectations. This is where Rocket Station comes in. Hiring a virtual team member with them means working with a company that values structured onboarding and training.
At Rocket Station, virtual assistants undergo process mapping, essentially a customized Standard Operating Procedure (SOP) for each dental practice. Before a VA starts, they receive training on dental terminology, software systems like Dentrix or Open Dental, and practice-specific workflows. This ensures they are ready to hit the ground running on day one.
Addressing Common Concerns About Virtual Assistants
It’s natural for dental professionals to feel hesitant about bringing in a virtual assistant. A few common concerns include:
- Do they speak English fluently? Yes! Rocket Station ensures that all VAs are proficient in English and can communicate effectively with patients and staff.
- Will patients feel disconnected? Not at all. Many offices integrate virtual assistants into their morning huddles, team meetings, and even display their video presence in the office, creating a seamless team dynamic.
- Can they handle complex tasks? Absolutely. Virtual assistants can be trained for specialized roles, such as billing coordinators, treatment coordinators, and insurance specialists, reducing the workload for in-house team members.
The ROI of Hiring a Virtual Assistant
Let’s talk numbers. Hiring a full-time in-office team member comes with significant overhead—salary, benefits, PTO, and the unpredictability of turnover. In contrast, virtual assistants provide a cost-effective solution without sacrificing quality. They show up on time, rarely call in sick, and are deeply committed to their roles because they value stable employment.
Rebecca shared that many of the virtual assistants she has placed are still with their original practices years later. Their dedication translates into lower turnover rates, improved efficiency, and ultimately, increased profitability for dental practices.
Is It Time to Explore Virtual Assistance?
If you’re a practice owner or office manager struggling with administrative overload, Rebecca Herring could be the solution you need. Virtual assistants offer a scalable, cost-effective way to reduce stress, improve efficiency, and boost revenue.
Start by identifying the tasks that are consuming your time, then reach out to Rebecca at Rocket Station to explore how a virtual assistant can fit seamlessly into your practice. Think outside the box—your team, your patients, and your bottom line will thank you!
