Winning Assistants LLC

Frontend Engineer

• Support a dental practice with a focus on patient engagement, appointment setting, patient reactivation, and revenue cycle management.
• Outbound calling to reactivate inactive patients.
• Outbound calling to engage new leads.
• Accounts Receivable (AR) management, claims and collections.
• Insurance verification.
• Appointment setting and booking.
• New patient appointment closing.
• Administrative support as needed.
• Patient history intake (based on workflow).
• Charting support.
• Provide exceptional professional customer service during patient interactions.
• Work with the video/camera turned during the shift as needed.

Dental Virtual Assistant, Accounts Receivable, Reactivation, Lead Engagement

Operations

• Evaluate each job using our “Vet for Production” checklist to confirm all materials, approvals, and documentation are in place.
• Arrange project start dates with clients, field crews, and delivery vendors, ensuring smooth and timely execution.
• Communicate site prep requirements, delivery windows, material drop details, and access instructions to all stakeholders.
• Update job statuses and detailed notes in the CRM, ensuring the team is always up to date on project progress.
• Promptly alert the team of any job delays caused by missing materials, pending approvals, weather, or other external factors.

Operations & Scheduling Coordinator

• Lead and manage daily operations across multiple departments to ensure alignment with company goals and performance targets
• Oversee and develop a team of virtual assistants and operational staff, including performance management, coaching, and accountability
• Design, implement, and continuously improve operational systems, workflows, and SOPs to support scalability
• Establish and track KPIs across departments; analyze performance data to drive decision-making and improvements
• Identify operational bottlenecks and implement strategic solutions to improve efficiency and output
• Collaborate with leadership on operational planning, resource allocation, and process optimization
• Ensure strong communication and alignment between departments (Sales, Estimating, Production, Collections)
• Support hiring, onboarding, and training initiatives to build a high-performing operations team
• Maintain operational standards and ensure consistency in execution across all teams
• Drive a culture of accountability, ownership, and continuous improvement

Operations Manager

Appointment Setter

• Convert inbound leads from Instagram campaigns into scheduled appointments through timely and effective follow-up
• Manage and coordinate referrals from physicians and partner providers, ensuring seamless patient intake
• Schedule, confirm, and reschedule patient appointments while maintaining calendar accuracy
• Communicate professionally with patients in both English and Spanish, providing clear guidance and support
• Perform insurance verification, including eligibility checks and benefits clarification
• Maintain accurate and up-to-date patient records in Reviva EHR
• Handle administrative tasks such as data entry, documentation, and follow-up tracking
• Deliver exceptional customer service, addressing patient inquiries and concerns promptly
• Collaborate with internal teams to ensure smooth patient flow and operational efficiency
• Track lead conversion and appointment metrics to support performance goals

Bilingual Appointment Setter – Patient Coordinator

Sales

• Answer all incoming patient calls promptly (no missed calls)
• Schedule and manage patient appointments
• Maintain excellent phone etiquette and patient experience
• Ensure patients feel heard, supported, and valued
• Educate patients on services such as laser treatments, weight loss, and wellness programs
• Identify patient needs and recommend appropriate services
• Confidently upsell and convert inquiries into booked appointments
• Support marketing efforts through patient conversations
• Handle prior authorization requests
• Coordinate referrals with other providers
• Ensure all documentation and approvals are completed accurately
• Respond to patient inquiries and follow-ups
• Work within EClinicalWorks (ECW) for scheduling and documentation
• Use RingCentral for phone communication
• Navigate multiple systems and patient management tools

Patient Scheduling, Aesthetic Sales Support

• Conduct outbound cold calls to prospective clients: Make high-volume calls daily to potential business clients across various industries. Calls typically range from 3–6 minutes and aim to introduce the company’s services, identify potential needs, and spark interest in a scheduled consultation.
• Execute targeted cold email outreach campaigns: Develop and send strategic cold emails to complement phone outreach efforts. Follow up promptly on email responses to nurture leads, provide additional information, and secure confirmed appointments.
• Utilize Apollo CRM for lead management: Work within the Apollo platform to manage and track all outreach activities. Keep detailed notes on every contact, call outcome, and follow-up schedule to maintain accurate and organized records of your daily performance.
• Engage decision-makers across key industries: Reach out to Safety Managers, HR Managers, and Risk Managers in labor-intensive sectors such as construction, manufacturing, transportation, hospitality, and retail. Understand their business challenges and communicate how our solutions can address their needs effectively.
• Qualify and set appointments for senior sales representatives: Identify high-quality leads by assessing interest levels, urgency, and fit with company offerings. Secure appointments for senior closers by presenting value propositions clearly and ensuring leads meet the defined qualification criteria.
• Maintain accurate and up-to-date records: Document all outreach activities, call summaries, and client information in the CRM. Monitor personal performance metrics and report progress to supervisors regularly. Ensure data integrity and compliance with company standards.
• Collaborate closely with the sales team: Work in alignment with sales executives and team leaders to ensure seamless lead handoffs. Share insights from conversations with prospects to improve sales strategies and enhance team performance.
• Stay informed and continuously improve performance: Participate in training sessions, performance reviews, and feedback discussions. Stay updated on company offerings, target markets, and outreach best practices to continually improve efficiency and conversion rates.

Outbound Sales Appointment Specialist – B2B

Executive Assistant

• Manage the clinical inbox within Athena EHR, including patient messages and inquiries, test results and provider communications, and prescription refill requests.
• Process prior authorizations and benefit verifications accurately and efficiently.
• Perform follow-ups on lab and imaging results to ensure completion and proper documentation.
• Handle and organize incoming faxes, ensuring accurate matching to patient charts.
• Conduct outbound calls to patients when needed (follow-ups, clarifications, updates).
• Maintain accurate and timely documentation in the EHR system.
• Ensure all clinical tasks are completed promptly to support provider workflows and patient care.

Clinical Medical Virtual Assistant – RN/RPh

Systems Engineer

• Build an internal AI assistant trained on company data (fires, SOPs, client issues, documentation)
• Extract and structure data from tools like Monday.com, Google Drive, Slack, and Front
• Implement RAG (Retrieval Augmented Generation) systems to make company knowledge searchable and actionable
• Create automations that reduce manual work across departments (Client Success, Ops, Sales)
• Set up and optimize workflows within tools like GoHighLevel (CRM), including automations for leads, follow-ups, and internal processes
• Continuously improve internal workflows using AI
• Identify bottlenecks and proactively suggest AI-driven solutions
• Provide strategic input on potential AI-based products, services, or enhancements we could offer to clients

AI Automation Engineer, GPT, RAG Systems

• Respond to incoming leads within 1–5 minutes (ideally within 1 minute)
• Engage potential patients and convert leads into booked appointments
• Schedule and confirm patient appointments
• Send reminders and follow-ups
• Proactively reach out to patients due for recurring services
• Handle patient inquiries through calls, texts, and email
• Provide excellent customer service and patient care
• Manage emails and messages (sorting, responding, prioritizing)
• Assist with newsletters and patient communication
• Manage calendar and scheduling tasks

Bilingual Medical Virtual Assistant – Appointment Setting, Patient Support

Collections

• Contact insurance companies and claim adjusters to obtain updates on claims, paperwork, and settlement statuses.
• Collect and organize essential documents, including adjuster summaries, scope of loss reports, settlement statements, and payment confirmations.
• Follow up on submitted estimates and invoices to verify receipt and payment progress
• Update CRM records with communications, documents, and status changes
• Move clients through internal workflow stages based on job progress
• Communicate daily with internal team members to provide status updates and flag issues
• Ensure digital job files are well-organized and audit-ready

Insurance Claims & Collections Coordinator – Roofing

• Our client is a roofing company located in Maryland and Virginia in the United States.
• They are seeking a highly detail-oriented and persistent Virtual Assistant to manage insurance claim disputes, estimating, and supplement processes.
• This role is critical to maximizing revenue by ensuring claim disputes are properly handled and supplements are approved and paid by insurance carriers.
• You will be responsible for reviewing denied and partial homeowners insurance claims, creating claim rebuttal packets, and aggressively following up with adjusters to secure approvals.
• Analyze insurance claim reports
• Determine basis for full roof replacement argument
• Prepare documentation and send to insurance adjuster
• Create detailed justifications with photos, documentation, and code references
• Handle back-and-forth negotiations with insurance adjusters
• Reopen denied or partially approved claims when necessary
• Call and email insurance adjusters to confirm receipt of documents
• Push approvals forward
• Escalate when needed (supervisors, managers)
• Keep all claim notes organized and up to date in CRM (JobNimbus or similar)
• Track claim status: submitted, pending, approved, denied
• Ensure all documentation is uploaded and accessible
• Supplement approval rate (% approved vs submitted)
• Average days to supplement approval
• Revenue recovered per job (supplement dollars)
• Number of claims actively managed

Virtual Assistant – Claims Disputes & Estimating Specialist

Lead Generation

• Manage dispatch operations using Bambi software
• Coordinate schedules and support daily operational tasks
• Handle inbound calls and respond to customer inquiries
• Manage and organize email inbox (responding, prioritizing, follow-ups)
• Conduct outbound calls to leads from an existing database (500+ leads)
• Follow up consistently with potential clients
• Nurture leads and support conversion efforts
• Maintain strong communication to move leads through the pipeline
• Post daily content on Facebook, Instagram, and LinkedIn
• Engage with audience (3–5 interactions per platform daily)
• Support brand presence and lead engagement through social channels
• Strong emphasis on lead generation, outbound prospecting, and follow-up
• Consistent outreach and engagement to maximize conversion opportunities

Virtual Assistant – Sales & Lead Generation Support

Bilingual

• Support patient communication, scheduling, and front desk operations for a busy healthcare practice.
• Handle inbound calls, appointment scheduling, and patient follow-ups.
• Reduce no-shows through proactive communication, including reminders, confirmations, and follow-ups.
• Support key administrative functions such as referrals, insurance verification, authorizations, and document management.
• Communicate regularly with patients via phone, text, and email, providing clear and professional guidance in both English and Spanish.
• Assist with day-to-day administrative tasks and maintain accurate and organized records.

Bilingual Medical Receptionist

Administrative Assistant

• Perform insurance verification with a high level of accuracy (critical function)
• Accurately input and manage patient data in EMR systems
• Create and maintain patient encounters
• Additional Tasks:
• Send patient confirmations via automated texting system (Weave)

Medical Administrative Assistant, EMR, Insurance Verification

• Handle phone overflow when patient care coordinators are busy
• Answer incoming calls using RingCentral VoIP
• Speak clearly, calmly, and slowly to accommodate hearing-impaired patients
• Schedule and reschedule patient appointments using CycleNet (Solen)
• Confirm appointments and assist with patient reactivation outreach
• Triage calls appropriately and relay messages to the front desk team
• Maintain accurate scheduling and call records
• Provide end-of-day reports and updates to the front desk
• Work closely with the in-office team to ensure seamless communication