01
Front-desk coverage without call-out risk.
Inbound calls, new-patient scheduling, insurance verification, appointment confirmations, and emergency triage. Trained for parent-facing conversations and teen appointment logistics.
Orthodontists
Smarter patient support for orthodontic practices.
HelpSquad Health helps orthodontic practices, groups, and ortho DSOs run front desk, treatment coordinator follow-up, insurance verification, and billing - so your team stays focused on treatment. HIPAA-compliant, trained on Dolphin, Cloud 9, OrthoTrac, and more.
Recognized by Clutch
Top 2025 awards for Customer Support, Virtual Assistants, and E-commerce Call Centers
Why HelpSquad for orthodontic practices
More chairs filled. Less admin load.
Four pressure points we hear in every ortho discovery call. A HelpSquad engagement starts by mapping the work that's costing your team chair time today.
01
More time for chair-side care.
New-patient consults, insurance verification, and appointment management take the clinical team out of the chair. Our HIPAA-compliant VAs run the admin loop so your orthodontists and assistants can focus on treatment.
02
Consult-to-start communication.
24/7 phone and chat handles new-patient inquiries, consult bookings, and financial-discussion follow-up. Higher consult-to-start conversion and cleaner treatment-coordinator handoffs.
03
Cost-effective practice management.
Skilled administrative support without W-2 overhead. Managed Virtual Medical Assistants from $11-12/hr patient-facing and $8-10/hr back-office - scale coverage up or down without HR drag.
04
Proactive retention & referral flow.
Appointment reminders, retention programs, and referral-campaign outreach. Parents kept informed, start dates kept on calendar, and referrals tracked back to the source.
HIPAA-compliant, patient-centered
HIPAA is the operating model. Not a checkbox.
Orthodontic practices handle treatment records, minor patient PHI, insurance info, and financial contracts. HIPAA compliance is built into how our team works before they ever 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 and single-user authenticated logins for every PMS session.
- No copy, paste, or download of PHI - continuous HIPAA training on every VA.
Ortho PMS integration
Trained on your ortho PMS.
Ortho practices run on specialised software. Our VAs work directly inside your existing PMS - documented onboarding captures your scheduling rules, treatment phases, and insurance conventions.
- Appointment scheduling & phases - consult, records, start, adjustments, retention - all tracked.
- PMS updates & data entry - accurate, HIPAA-compliant records, clean notes for billing.
- Insurance verification & pre-auth - ortho benefits confirmed before start; contracts accurate from day one.
Dolphin ManagementCloud 9 OrthoOrtho2 Edge CloudOrthoTractopsOrthoDentrix AscendOrthoPulseIOrtho+OrthoFiGaidge + custom PMS
How we support ortho practices
Six ways we show up.
Six concrete lanes of support. Start with one; we'll expand as the engagement earns its keep.
02
Treatment coordinator follow-up.
Post-consult follow-ups, financial conversations, financing coordination (CareCredit, OrthoFi), and contract signing. Higher start rate, faster production.
03
Insurance verification & pre-authorization.
Ortho benefits confirmed 24-48 hours ahead of every case start. Pre-authorizations submitted cleanly so the financial conversation is accurate from day one.
04
Appointment adjustments & retention.
Wire adjustments, aligner checks, and retention-phase monitoring - all booked, reminded, and rebooked when patients reschedule. Keep the schedule full without front-desk burnout.
05
Billing, claims & patient ledgers.
CDT ortho coding, claim submission, payment plans, AutoPay management, and aging A/R follow-up. 87% first-appeal success rate on denied claims.
06
Google reviews & local SEO.
Review-request campaigns after every completed case, proactive review response, and local SEO built for parents searching "orthodontist near me."
10-Year HelpSquad Client
HelpSquad feels like part of our practice - not an outsourced team.
Dr. Maria Rhode, DMD
Owner · Imagine Advanced Dental Arts
Lawrenceville, NJ
Client since 2016
Lawrenceville, NJ
Client since 2016
Services at a glance
Everything an ortho practice actually needs.
Six service categories. Mix and match. Scale into the rest as you grow.
01
Virtual Orthodontic Assistants
Pre-qualified, HIPAA-trained VAs dedicated to your practice. Trained on ortho PMS workflows, insurance verification, treatment coordinator support, and retention.
02
Orthodontic Call Center Teams
24/7 coverage for patient calls, new-consult scheduling, emergency bracket issues, and treatment coordinator overflow. Multi-language, HIPAA-compliant.
03
Managed Orthodontic BPO
Fully managed back-office and front-desk operations for single practices, multi-location groups, and ortho DSOs. Scalable and HIPAA-compliant from day one.
04
Ortho Billing & Insurance
CDT ortho coding, claims, pre-auths, payment-plan management, and denials follow-up. Integrated with your PMS and clearinghouse.
05
Live Chat Support
24/7 HIPAA-compliant chat for new-consult inquiries, scheduling, and financial questions. Integrated with your PMS and online scheduling tools.
06
Marketing & Patient Engagement
Local SEO, Google Business Profile management, review campaigns, and social media support. Built specifically for orthodontic practice growth.
Transparent pricing
Simple rates. Nothing to hide.
We publish our rates because we're proud of them. No hidden fees. No surprise minimums. No bait-and-switch. You only pay for hours worked.
$8-$12/hour.
That's it. That's the whole range.
That's it. That's the whole range.
$0
Upfront cost
$0
Implementation fees
$0
Replacement costs
Back Office
$ 8-10
per hour · billing, claims, data entry
- Insurance verification
- Medical billing & AR
- Claims processing & appeals
- Pre-qualified candidates
- HIPAA BAA included
Most popular
Patient Facing
$ 11-12
per hour · scheduling, calls, intake
- Front desk & scheduling
- Clinical / specialty experience
- Candidate interviews included
- EHR-specific recruiting
- Virtual desktop + BAA
Managed Team
Custom
team lead + multiple VAs + QA
- Full managed service
- Workforce management & QA
- Monthly analytics reporting
- Ideal for 3+ seats or 24/7
- US-based operations lead
Ready to enhance your practice?
Keep ortho at the chair. Let us run the rest.
Ortho runs on treatment phases, clean financial conversations, and strong patient relationships. HelpSquad Health streamlines the administrative pipeline around every case so your clinical team can focus on the work that only they can do.
Book a consultation and we'll scope a squad for the parts of your practice that are costing the most chair time today.
In their words
What clients say about working with us.
H.E.R. Accessories
Having a real person is what we were looking for. HelpSquad has provided a good business model and support over the past 3 years.
Mason Bottle
The price is excellent for the quality of the service. Agents and coaches learn quickly and give customers an authentic experience with our brand.
VELLO
Within the first 3 months we expanded our hours of active guest communication by about 25% and delivered approximately 33% labor cost savings.
MultiSoft Corporation
They handle all of our live support 24x7x365. Awesome customer service.
Kofile Technologies
Professionals who have always proven themselves trustworthy and beneficial to our support staff.
N.J. Hair Center
It's like having someone there 24/7 to answer questions.
Simple Agency
Agents learn how to answer the top questions prospects ask, custom to YOUR business.
Spark Orthodontics
Good communication between company and customer.
Frequently asked
Answers before you ask.
What does an orthodontic practice typically outsource first?
Treatment coordinator follow-up and insurance verification. Both directly tied to consult-to-start conversion. New-patient scheduling and AR follow-up usually come next.
How quickly can you staff an orthodontic VA?
About two weeks end-to-end: discovery → role design → 85+ pre-qualification → your interview → HIPAA onboarding → go live. Urgent coverage can turn faster.
Are your VAs HIPAA-compliant?
Yes. BAA at the company level, secure virtual desktop, no copy / paste / download of PHI, continuous training. Real legal accountability built in.
Which orthodontic PMS systems do you support?
Dolphin Management, Cloud 9, Ortho2 Edge Cloud, OrthoTrac, topsOrtho, Dentrix Ascend, OrthoFi, Gaidge, and more. Custom PMS training during onboarding.
How much does an ortho VA cost?
$11-12/hour for patient-facing roles (front desk, TC follow-up, scheduling) and $8-10/hour for back-office (billing, verification). No setup fees, no replacement costs. See full pricing →
Can VAs handle treatment coordinator follow-up?
Yes - one of the highest-leverage use cases for ortho. VAs follow up on post-consult leads, coordinate financing, handle contract signing logistics, and nudge stalled patients toward start dates.
Do you support multi-location ortho groups and DSOs?
Yes. Multi-location scheduling, cross-office insurance workflows, and consolidated reporting are all in scope. Ortho DSOs often start with a centralised new-patient coordination team.
Can you handle ortho billing and insurance claims?
Yes. CDT ortho coding, claims submission, pre-auths, payment-plan management, AutoPay monitoring, and denial appeals. 87% first-appeal success rate. See billing pricing →
What about retention-phase patients?
VAs handle retention check-ins, retainer orders, and follow-up appointments. The retention phase is where many practices leak revenue - we close that gap with documented workflows.
What if my practice is new or still credentialing?
We can hold a VA slot for up to 30 days while credentialing completes - so you go live the week your payer contracts activate.
Verified client reviews
What clients say on Clutch.
Unfiltered, third-party-verified reviews pulled live from our Clutch profile.
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Ready to enhance your practice?
Let's build the squad your ortho practice needs.
A 30-minute call. We'll listen to the work, scope the role, and tell you honestly if we are a fit.
877-775-3667 · info@helpsquad.com · Hatboro, PA