Virtual Teams

Sponsored Content: SupportDDS

Selecting a Winning Combination 

By J.W. Oliver Jr.

Outsourcing, insourcing, off-shoring, remote/virtual workers; the popularity continues to grow. Market conditions in the United States continue to evolve and sourcing in-office team members has proven to be a difficult process given the lack of quality resources and the shift upwards in salary and wages, and benefits. 

Developing a concise plan, setting clear objectives, and integrating into your culture, are keys to success with remote teams. We will outline key points when working with your new remote teams for any number of roles or positions:

  • Centralized Services
  • Revenue Cycle Management
  • Director of First Impressions
  • Insurance Claims/Verifications
  • Scheduling
  • Reactivation of Patients
  • Re-Care
  • Marketing
  • I.T.
  • Executive Assistant

1. Identify Your Needs

The first step is identifying your current and forecasted needs and any additional roles that could be outsourced more efficiently outside of your office. Most positions can now be effectively outsourced. No, not the dentist, hygienist or chairside assistant, but so many others can be a great fit as a virtual team member. 

2. Video Interviews

It’s important to do video interviews of each candidate. At SupportDDS, we thoroughly vet our trained dental teams before they get to your interview. We recommend interviewing three people to affirm they’re the right fit to integrate with your existing team. Typically, these candidates can be interviewed in as little as 20 minutes each or one hour total. Get to know them, hear their voice, develop that first impression! Some tips:  

  • Smile, even get them to laugh. They will be nervous.
  • Have a prepared list of 3-5 questions.
  • Discuss their long-term goals and life plan.

3. Onboarding/Training and Tools

The onboarding process should be a time to set clear expectations on measurements and roles. Designating a time to work with your remote team each day for the first 10 to 15 days is important to have everyone on the same page.  

4. Integrate into Team Culture

Make your remote team members feel a part of the culture! If you have a regular weekly huddle, Zoom them in. Celebrate monthly birthdays, and include them. Bonuses for meeting key objectives? Let them participate! The more you bring them in, love on them, and make them feel at home, the greater level of success you will experience.  

5. Reporting and KPIs

Don’t complicate the reporting. As you develop your teams, you can advance the metrics to a higher level as their confidence builds and you become more comfortable delegating more key objectives. Setting clear daily/ weekly goals, developing a concise reporting mechanism to measure, and spending time each day will ensure the success of your team. No CRM or reporting format? Not an issue. There are numerous tools and apps to utilize that will keep the objectives squarely in front of you; such as Dropbox, Google Docs, Trello,   

6. Elevate Your Team

Once your in-office team understands you are working hard to elevate them and overcome the fear that you’re trying to replace them, they’ll embrace the new remote team. This will allow them to target high priority/ROI items, and increase their passion for their role as they focus on aspects they enjoy. Ready, Set, Grow! 

J.W. Oliver Jr. is the Managing Partner for and Their mission is: “A Commitment to Excellence while making a Global Impact for the Kingdom.”