Every missed call is a patient who books somewhere else.
SBSO runs new-patient scheduling, recall, insurance verification, and claims follow-up for dental, chiropractic, physical therapy, med spa, and specialty practices — so your front desk can focus on the patients standing in front of them.
Your front desk can't answer the phone and check patients in at the same time.
New-patient calls go to voicemail
When the desk is busy with patients in the lobby, the phone rings out — and new patients call the next practice on the list.
Recall and unscheduled treatment pile up
Overdue hygiene patients and accepted-but-unscheduled treatment plans are revenue already sitting in your system.
Insurance verification eats the morning
Eligibility checks and breakdowns pull staff off the phones at the busiest time of day.
Claims sit in AR too long
Denied and unpaid claims need follow-up nobody has time for, so cash comes in slower than it should.
What we run for your practice
Pick one function or several. Each is built around your systems, documented in SOPs, and supervised daily by SBSO.
New-patient calls & scheduling
Overflow and inbound calls answered, new patients booked, and the schedule kept full — working inside your practice-management system.
Recall, reactivation & treatment follow-up
Overdue hygiene recall, inactive-patient reactivation, and follow-up on accepted treatment plans that never got scheduled.
Confirmations & no-show recovery
Appointment confirmations, ASAP-list management, and fast rebooking when a patient cancels or no-shows.
Insurance verification
Eligibility and benefits verified ahead of each appointment so your team isn't chasing it the morning of.
Claims follow-up & patient AR
Unpaid and denied claims worked, attachments resubmitted, and patient balance reminders sent on a consistent cadence.
Review requests & patient follow-up
Post-visit check-ins and review requests that build your online reputation week after week.
Don't see yours? Specialists are matched and trained on your exact stack before they start.
From signed agreement to a running operation in about 4 weeks.
One flat monthly fee. We handle the heavy lifting — you make the decisions that matter.
We get to know your business
Your goals, your tools, and the work you want off your plate.
You choose your hire
We recruit and screen. You make the final call.
We build the operation
Your processes documented and your specialist trained on them.
You go live
Supervised daily, measured on the KPIs you set.
Freelancer, virtual assistant, or a managed service?
Large companies pay outsourcing firms millions to run entire departments as a managed service — dedicated teams, supervisors, documented processes, and KPI reporting. SBSO brings that same model to owner-led businesses, for one flat monthly fee built around small-business margins.
| RecommendedSBSO managed service | Option 2Virtual assistant | Option 3Freelancer | |
|---|---|---|---|
| What you actually get | A running operation: staff, a supervisor, SOPs, and KPIs | An assistant placed with you | A person who completes tasks |
| Who manages the work | A dedicated SBSO supervisor, every day | You | You |
| Languages | Every specialist is bilingual: English & Spanish | Varies | Varies |
| Processes | Mapped by our onboarding team and written into SOPs | You train them yourself | In their head — or yours |
| How you know it's working | KPIs you set and regular performance reports | Hours logged | You check in |
| Help growing the business | Suggestions on what to fix, streamline, and hand off next | Not their job | Not their job |
| When someone leaves | The SOPs stay with your business | You retrain the next person | The knowledge leaves too |
| How you pay | One flat monthly fee | Hourly, per assistant | Hourly or per project |
| Best for | Owners ready to grow without adding overhead | An extra pair of hands | One-off projects |
What owners ask before the first call
What types of practices do you support?
Dental and orthodontic offices, chiropractic, physical therapy, med spas, optometry, and other appointment-based specialty clinics.
How do you handle patient privacy?
Specialists work inside your practice-management system under the access controls you set. Ask us about our privacy training and HIPAA documentation, including BAAs, on your discovery call.
Can you answer our phones during clinic hours?
Yes. Specialists can take overflow or primary inbound calls during your clinic hours and book directly into your schedule. El Salvador runs on Central Time, so your hours are our hours.
How long until we're up and running?
About 4 weeks from signed agreement. We'll walk you through the plan on your discovery call.
Can your team talk to our Spanish-speaking customers?
Yes. Every SBSO specialist is bilingual in English and Spanish, so Spanish-speaking patients can schedule, confirm, and ask questions in their own language.
Who manages the person doing the work?
We do. A dedicated SBSO supervisor manages daily performance against the KPIs you set — like answered-call rate, recall bookings, and claims aging. You review outcomes, not people.
Do we get to choose who works on our account?
Yes. We source, screen, and skills-test candidates, then you interview 2–3 finalists and choose your hire yourself. Your dedicated supervisor then trains them on your SOPs before go-live.
What does it cost?
One flat monthly fee — no hourly billing to track. We quote it after the discovery call, once we know which functions and roles you want covered.
Pick a time. Talk to Josh directly.
30 minutes with the founder — not a sales rep. We'll map what's eating your week and tell you honestly whether a managed operation fits.
What you'll get on the call
- A list of the tasks we'd take off your team first
- The KPIs we'd measure and report on
- A flat monthly quote and a 4-week start plan if it's a fit
- An honest "no" if it isn't