Practice Readiness Specialist

The Practice Readiness Specialist conducts on-site workflow assessments at dental and orthodontic practices, producing the VA Readiness Guide, VA Role Design, and SOP documentation that directly enable the VA placement sales process. By identifying operational gaps and designing precise VA roles, this person prepares practices, many of whom have never worked with a virtual assistant, to confidently adopt and integrate VA support into their daily operations. Following placement, this role partners with Client Success to support VA onboarding, monitors early adoption and integration between the practice and their VA through the first 30 days, and ensures a clean handoff of the client relationship to Client Success at the close of that window. This role begins by shadowing the Director on client engagements and grows into running assessments independently, with ongoing contributions to methodology development and documentation quality oversight. This is a field-based consulting role requiring direct dental or orthodontic practice experience. The ability to establish credibility and trust with practice owners and office managers quickly is essential to effective performance. RESPONSIBILITIES The following responsibilities are considered essential to this position. Onsite Assessment Delivery Conduct on-site workflow assessments at dental and orthodontic practices, typically spanning 2 to 3 business days per engagement Build trust with practice owners, office managers, and front-office staff to obtain an accurate and complete picture of operational workflows Observe, document, and analyze scheduling, insurance verification, AR management, recall, treatment coordination, and front-office workflows Conduct structured staff interviews across all assessed roles Upload completed daily field notes and supporting materials to the designated client folder by the close of each assessment day Workflow Discovery and Gap Analysis Identify workflow gaps, redundancies, and areas of under-utilized capacity across all assessed domains Determine specific tasks and functions where a virtual assistant can create measurable leverage for the practice Score all eight readiness domains using the standard assessment rubric and assign an overall readiness tier Deliver a verbal briefing to the practice owner summarizing key findings on the final day of each engagement Author all sections of the VA Readiness Guide within 5 business days of the final assessment day Design the VA Role Scope for each engagement, including task categories, recommended weekly hours, and a phased 90-day onboarding sequence Develop and finalize SOPs for all identified VA-suitable tasks prior to client delivery Populate the ROI Estimator Model using practice-specific data gathered during the assessment Conduct final quality review of all deliverables before submission VA Integration and Post-Launch Support Support VA onboarding following placement, ensuring the VA has the documentation, access, and context required to begin work effectively Conduct scheduled practice check-ins during the post-launch support window with Client Success to address questions, resolve workflow friction, and refine the VA role as needed Serve as an initial point of contact for Client Success, the practice and the VA during the early integration period Methodology and Quality Contribute to the ongoing development and refinement of assessment frameworks, scoring rubrics, and template documentation Conduct periodic quality audits of delivered Readiness Guides to ensure consistency and accuracy across all engagements Provide structured feedback and quality oversight to the remote documentation team Ensure no critical methodology or client knowledge is retained solely by one individual through documented processes and findings SKILL REQUIREMENTS Required Direct, hands-on experience in dental or orthodontic practice with fluency in scheduling, insurance verification, AR management, recall protocols, and treatment coordinator workflows. Non-negotiable. Minimum 4 years in practice operations, healthcare administration, or dental/ortho consulting with demonstrated experience designing SOPs and workflows. Ability to observe operational environments, identify inefficiencies, and translate findings into structured documentation and actionable recommendations. Exceptional written communication skills able to convert raw field observations into clean, professional, consistently structured client documents. Strong interpersonal skills with the ability to build rapport quickly with practice owners and staff, conduct structured interviews, and manage sensitive observations professionally. High attention to detail and zero tolerance for factual errors or inconsistencies in client-facing deliverables. Willingness and availability to travel regularly to client locations across the United States. Working knowledge of HIPAA in a healthcare setting. HIPAA training required prior to first engagement. Comfortable working asynchronously with a remote team across time zones, providing structured written feedback. Experience with one or more dental/ortho practice management platforms: Dentrix, Eaglesoft, Open Dental, Curve, Dolphin, Orthotrac and etc. Preferred Proficiency in Microsoft Office and Google Workspace Familiarity with project management tools such as Asana. HubSpot experience a plus. Familiarity with Lean, Six Sigma, or similar process improvement frameworks. Formal certification is not required. WORKING CONDITIONS Hybrid: remote home office and on-site client locations (dental and orthodontic practices). On-site environments are active clinical settings. Ability to sit, stand, and move within a clinical practice environment for extended periods during on-site assessments. No heavy lifting is required. Regular domestic travel required. Estimated 8–14 travel days per month during active engagement periods. #J-18808-Ljbffr MEDVA