Growth is always the plan for any dental practice, but the more these organizations pursue it, the heavier the administrative work gets. For most dental providers, the default solution to this dilemma is to hire additional in-person staff, which can help. However, it isn’t always practical, especially for practices working with a limited budget or office space.
By handling non-clinical yet essential tasks without the additional overhead, dental virtual assistants (VAs) offer a cost-effective alternative for this dilemma. But not all VAs are made equal. Depending on the company you hire them from, there are differences in the services they provide, the qualifications they come with, the training they have completed, and the level of support you can expect from the company.
To help you compare your options, we’ve put together five dental virtual assistant companies worth considering, including their staffing arrangements, pricing, and what sets them apart.
How We Evaluated Dental Virtual Assistant Companies
Administrative needs differ from one practice to another. A practice looking into hiring a VA for appointment scheduling may prioritize different requirements compared to one that needs support for their billing workflows.
To help you narrow down your options to the best one, we’ve identified five areas you should take into consideration when choosing a dental VA company to partner with.
- Dental Specialization
Does the VA provider have established partnerships with dental practices and leaders? How well does it understand the industry’s unique needs and challenges? - HIPAA & Data Security
What security measures does the VA provider have in place to protect your patients’ sensitive information from misuse? Does it sign BAAs when required? - Dental Training
Does the VA provider provide training for its dental VAs to make them more familiar with dental-specific workflows and practice management systems (PMS)? - Client Support
What level of assistance does the VA provider offer during onboarding and throughout the partnership? Who can clients turn to for concerns or issues that may arise after their VA starts? - Pricing & Contracts
How much does the VA provider charge for its services? Are there minimum working hours, additional fees, or long-term contractual commitments that practices should consider before hiring?
The companies featured below aren’t ranked from best to worst. Instead, this comparison highlights their respective offerings to help you determine which provider may be the most appropriate for your practice.
5 Top Dental Virtual Assistant Companies
| Dental VA Company | Notable Offering | Staffing Arrangement | Starting Price |
| My Mountain Mover | Dental-specific training, 30-day onboarding, comprehensive support | Dedicated full-time | $947.50 biweekly |
| Hello Rache | Healthcare-trained and -licensed VAs, dental scribing and documentation | Hourly billing; flexible scheduling | $9.50/hour |
| MedVA | Advanced security infrastructure, PULSE client portal | Based on staffing needs | Custom quote |
| DocVA | Candidate recommendations within 24–48 hours, flexible hiring arrangements | Dedicated VAs; flexible contracts | |
| DentVia | Dental-specific training, secure office-based VAs, bilingual support | Office-based remote staff | $11/hour (English); $14/hour (bilingual) |
1. My Mountain Mover
An award-winning virtual staffing company, My Mountain Mover (MMM) provides dedicated, full-time virtual assistants to U.S. dental practices. When you hire dental VAs from MMM, you can delegate a wide range of administrative tasks, from front-desk phone management, appointment scheduling, and insurance verification to billing and more specialized back-end support.
Since it was founded in 2020, MMM has worked with more than 1,000 healthcare practices and provided over 1,700 virtual assistants. But the company doesn’t just hire VAs and match them with a client. MMM emphasizes a selective recruitment process where only the top 1% of approximately 2,500 monthly applicants pass and make it to the pool of VAs.
MMM has also developed a dedicated dental training program in collaboration with dental practices and industry partners. Built around the actual workflows, challenges, and administrative demands of today’s dental offices, My Mountain Mover’s dental training program prepares its healthcare-experienced VAs to handle responsibilities specific to how your dental practice actually works, giving them a stronger foundation in dental operations even before they are matched with you.
To help you find qualified candidates faster, MMM uses Mover Match, its proprietary matching tool that connects you with healthcare VAs based on your required skills, experience, credentials, and compatibility preferences. With Mover Match, you can start interviewing qualified candidates within 48 hours of your first call.
- Starting Price: $947.50 biweekly for dedicated, full-time virtual assistants. MMM doesn’t offer VAs on a part-time or occasional basis, only full-time VAs, making it more suitable for practices looking for more complete and consistent administrative support throughout their workday.
- VA Qualifications and Training: MMM candidates undergo a rigorous 10-step screening process and receive training in healthcare administrative workflows. Dental VAs also complete a dedicated training program designed around the daily operations and administrative needs of dental practices.
- HIPAA Safeguards: MMM virtual assistants undergo HIPAA training and multiple refreshers annually. The company also signs a Business Associate Agreement (BAA) and maintains oversight to promote a more compliant partnership.
- Onboarding and Client Support: Clients work with a dedicated onboarding specialist during their first 30 days to help align the VA with their practice’s systems, workflows, and expectations. After that, clients work with an account manager who provides ongoing support, including assistance with VA performance concerns and evaluations. The company also organizes in-person client events featuring dental industry speakers, giving practice owners opportunities to connect with fellow practitioners and learn about relevant industry trends.
2. Hello Rache
Founded by a family physician in 2017, Hello Rache is a VA provider based in Arizona that caters to more than just dental. The company also provides virtual assistants to practices within medical, veterinary, and optometry industries. But as far as dental is concerned, the company’s Dental Healthcare Virtual Assistants (DHVAs) can help with a number of patient-facing administrative tasks, including patient calls, appointment scheduling and management, insurance verification, among others.
According to Hello Rache’s published materials, one of the company’s distinguishing qualities is its emphasis on only hiring candidates coming from healthcare backgrounds, such as registered nurses, therapists, and medical technologists from the Philippines. In addition, the company’s DHVAs also undergo training on dental terminology, charting, and admin workflows before they are matched with a client, making Hello Rache worth your consideration if you are looking for a VA to delegate documentation-related tasks to.
Another important thing to consider is how the company approaches HIPAA compliance. Unlike other VA companies that sign BAAs directly with their clients, Hello Rache states that practices sign BAAs with their individual VAs. This isn’t necessarily a red flag. However, if you prefer to establish contractual safeguards with the company that provides the VA you’ll work with, you may find this arrangement less straightforward.
- Starting Price: Hello Rache charges $9.50 per hour without any setup fees or long-term contracts.
- VA Qualifications and Training: Hello Rache hires Filipino virtual professionals who not only come from a healthcare background or have a healthcare license but have also passed the company’s background checks, skills assessments, and relevant training.
- HIPAA Safeguards: Hello Rache requires its VAs to complete HIPAA training and background checks. Because the company itself does not access sensitive patient information, BAAs are signed directly between you and the VA, not with the company.
- Onboarding and Client Support: Hello Rache facilitates candidate selection, technical setup, and onboarding. However, how extensive their onboarding program is remains unclear. Clients and VAs also have separate account managers who can assist with concerns throughout the partnership. Practices are responsible for establishing their own workflows and ensuring their assigned VA understands their specific procedures.
3. MedVA
Another prominent healthcare-focused virtual staffing company, MedVA provides virtual support to practices in various areas of specialization, including dental. Just like other companies in this list, VAs from MedVA can handle non-clinical tasks, such as communicating with patients, scheduling and managing their appointments, verifying insurance, handling their billing, and other administrative responsibilities.
What makes MedVA unique, though, is its approach to making remote work more secure. Apart from the usual virtual assistants who work securely from home, the company offers an option for VAs who work in an established facility, particularly an on-site location approved by Epic Systems. MedVA also provides clients with access to PULSE, the company’s exclusive client portal that lets you monitor your VA’s activities, review their productivity, and communicate with your assigned account manager. These additional offerings may sound appealing if your practice requires a stricter approach to HIPAA compliance.
Its focus on multiple healthcare specializations is also another thing you should consider. While MedVA does provide dental administrative training to its dental VAs, you still need to establish how much hands-on experience their VA candidates have with workflows unique to dental practices. Doing so becomes more critical if the role you’re looking to fill involves processing insurance and/or coordinating treatment with multiple providers.
- Starting Price: MedVA only provides custom quotes based on the role you’re looking for and your security requirements. But once a price is established, the company uses a flat monthly pricing model for full-time VAs.
- VA Qualifications and Training: MedVA hires VAs who come from healthcare backgrounds and/or have administrative experience. Moreover, the company also evaluates candidates through a series of specialized competency assessments where they must achieve a > 90% score to make it to the pool.
- HIPAA Safeguards: MedVA partners with Compliancy Group in providing HIPAA and cybersecurity training for its VAs. To promote security, the company offers device-level controls, monitored work environments, and a client portal. But with regard to BAAs, you still need to confirm the applicable BAA arrangements.
- Onboarding and Client Support: Before placement, MedVA conducts technical checks on the equipment of its VAs to make sure it meets your requirements. During the company’s onboarding phase, a dedicated client success account manager will provide check-ins, coaching, and assistance to help you and your VA adjust to the new working relationship.
4. DocVA
A newcomer in the virtual assistant space, DocVA provides remote support for administrative tasks to medical and dental practices across the U.S. Its virtual assistants can take over the same routine front-desk tasks that other companies in this list also cover. However, DocVA also specifies support with hygiene recalls and patient follow-ups, tasks that other VA companies may also cover but don’t specify in their published materials.
When it comes to the company’s candidate selection process, clients can review shortlisted candidates, which they can get within 24 to 48 hours after discussing their staffing requirements, before making a hiring decision. These candidates have healthcare experience and credentials, such as licensed nurses and pharmacists.
For dental practices, DocVA advertises familiarity with leading PMS options such as Dentrix, Eaglesoft, Open Dental, and EasyDent. But you still need to confirm their level of competence with your practice’s choice of PMS because that may vary from one candidate to another.
One consideration is that DocVA is a relatively new company, founded in 2024, giving it a shorter track record than more established VA providers. Its onboarding model also requires practices to introduce their VAs to their specific systems and workflows, so it’s worth considering how much time your team can dedicate to the initial training process.
- Starting Price: DocVA follows a custom-pricing model that is based on the role you want to hire and the qualifications you require. However, they offer flexible arrangements without any long-term contracts or commitments.
- VA Qualifications and Training: Virtual assistants from DocVA go through multiple interviews, assessments, and background checks before becoming eligible for client endorsement. Its hiring process also looks at each candidate’s previous healthcare experience and adaptability to different working environments.
- HIPAA Safeguards: DocVA requires all of its VAs to complete HIPAA training, obtain a clearance from the National Bureau of Investigation (NBI) in the Philippines, and have updated antivirus and security software on their work computer/laptop. When it comes to BAAs, DocVA recommends that you sign BAAs directly with your assigned VA and establish appropriate access controls for systems containing patient information.
- Onboarding and Client Support: DocVA shortlists candidates, conducts initial interviews, facilitates technical setup, and helps with onboarding. Once you choose a VA, you remain responsible for introducing them to your systems and workflows. However, you do get assigned a dedicated success manager who can help resolve any concerns related to your VA and their performance.
5. DentVia
What makes DentVia unique is that it specializes exclusively in providing admin support for dental practices. Its services cover common front-desk responsibilities, including making and responding to patient calls, verifying insurance eligibility, confirming appointments, and following up with patients who are overdue for a hygiene visit or other unscheduled but recurring treatments.
As a company specializing in dental, the company offers a dental-specific training program which, according to DentVia, is four weeks long and covers the daily responsibilities of a dental administrative team member. Once the VA candidate passes the company’s training program, they are first placed with a partner practice to gain actual working experience before they are endorsed and assigned to a client, much like an internship.
DentVia offers bilingual English-Spanish VAs. But another offering that makes the company unique is that its VAs are office-based. Instead of offering VAs who work securely from their own homes, DentVia requires them to work within company-managed facilities that are fitted with security checkpoints and monitored workstations, making it a compelling VA provider to partner with if you are very particular about HIPAA compliance and security.
But while DentVia is more explicit about its training and recruitment process, the same couldn’t be said about its ongoing support structure. Therefore, you still need to confirm the company’s level of performance monitoring, post-onboarding support, and account management support before committing fully to a partnership.
- Starting Price: DentVia VA rates are $11 per hour for English-speaking VAs and $14 per hour for bilingual VAs. The company offers month-to-month agreements without long-term commitments, along with flexible scheduling and after-hours coverage.
- VA Qualifications and Training: DentVia VAs are required to complete a four-week dental training program and gain experience through a partner practice before becoming eligible for client endorsement and placement.
- HIPAA Safeguards: DentVia’s VAs work from secure office facilities managed by the company itself. Its workstations and networks are also monitored by on-site IT personnel. However, the company’s VAs still undergo HIPAA training and certification before being matched with a client.
- Onboarding and Client Support: DentVia states that practices can typically begin onboarding within a week of hiring. The company also handles recruitment, training, and human resources responsibilities. However, practices should confirm the level of ongoing support they can get with every hire, such as regular performance reviews or additional assistance with practice-specific workflows.
Finding the Right Dental VA for Your Practice
Choosing the right dental VA company depends on your practice’s needs, budget, and the level of support you’re looking for. Is your front desk struggling with compounding unreturned calls? Is verifying insurance taking more time than necessary? Is your list of overdue hygiene appointments and unscheduled treatments growing but nobody has the capacity to catch up on it?
Hello Rache, for example, is worth considering if you are looking for a VA who can help with dental charting and documentation but prefer an hourly-based payment arrangement. MedVA, meanwhile, offers additional security infrastructure for practices with stricter IT requirements, while DentVia, on the other hand, specializes exclusively in dental staffing, with dental-specific training for office-based VAs.
But if your practice needs consistent, full-time administrative support, My Mountain Mover is worth considering. With dental-specific training, a rigorous 10-step screening process, Mover Match, and a structured 30-day onboarding program, MMM helps practices find qualified VAs who can become long-term members of their teams. The company also provides ongoing support through its client support team, IT experts, HR and payroll teams, and an in-house HIPAA compliance officer.
However, MMM’s full-time staffing model may not be the most practical option for practices that only need support for a few hours each week. But for dental practices that need to delegate more of their administrative workload to long-term virtual team members, My Mountain Mover is our top overall choice.
Book a 10-minute discovery call to learn how My Mountain Mover can help you find the right dental VA for your practice.
Frequently Asked Questions
Are dental virtual assistants HIPAA-compliant?
They can be, provided they receive appropriate training and follow the same patient information security requirements that apply to your in-person staff.
How long does it take to onboard a dental virtual assistant?
It depends on the company you’re hiring from; for instance, My Mountain Mover has a 30-day onboarding program to help new VAs adjust to their assigned practices.
