Missed Calls
New patients hang up before anyone can pick up the phone.
Peak Performance VAYour Team Shouldn’t Feel Buried Just to Keep Growing.
Missed calls. Insurance sitting untouched. A front desk covering three roles at once. Most dental practices don’t have a people problem — they have more administrative work than any team can absorb.
Employee & patient insight · Dedicated dental virtual assistants · HIPAA compliant
Does this sound familiar?
You already know where the day gets away from you.
These are the moments practice owners describe to us most often — long before anyone calls it a staffing problem.
Insurance Backlogs
Verifications pile up and appointments start the day unconfirmed.
Team Burnout
Your best people are stretched thin and quietly running on empty.
Administrative Overload
Paperwork and follow-up expand to fill every open minute.
Managers Wearing Too Many Hats
Leadership time disappears into tasks that were never theirs.
Scheduling Bottlenecks
Open chairs and rescheduling requests compete for the same attention.
Patient Follow-Up Falling Behind
Recall, treatment plans, and reactivation slide to next week.
Growth Creating More Stress
Every new location adds more admin than the team can absorb.
Turning insight into action
Feedback tells you what’s wrong. Support is what fixes it.
SwellCX and Peak Performance VA close the loop between knowing and doing.
Insight
SwellCX gathers honest feedback from the people closest to the work.
- Employee surveys
- Patient surveys
Identify
Patterns surface the operational challenges behind the numbers.
- Team burnout
- Missed calls
- Insurance backlogs
- Administrative overload
- Communication gaps
Support
Peak Performance VA places dedicated dental virtual assistants on exactly those challenges.
- Dedicated to one practice
- Dental experienced
- Matched to your PMS
Measure
SwellCX keeps measuring so improvement is visible, not assumed.
- Better team satisfaction
- Better patient experience
- Operational efficiency
- Data-driven decisions
Insight → Action → Measurable Improvement
Before PPVA vs after PPVA
Same team. A very different week.
Before
- Missed calls
- Insurance piling up
- Overwhelmed team
- Late nights
- Growth feels stressful
After
- Consistent phone coverage
- Insurance caught up
- Happy team
- More time for patients
- Capacity to grow
Dedicated means dedicated
Not a Call Center. Not Shared. Truly Part of Your Team.
Every Peak Performance VA works exclusively with one practice. They join your morning huddle, learn your patients by name, and work inside the software your team already uses — the same person, every day.
Dedicated To One Practice
Your assistant works with your office only — never a shared queue.
Dental Experienced
They already know the terminology, workflows, and patient expectations.
Matched To Your PMS
Selected for the system you already run, so ramp-up stays short.
HIPAA Compliant
Trained on healthcare privacy standards before day one.
Ongoing Support
A support team behind your assistant, checking in as your needs change.
Month-to-Month Partnership
No long-term contract — the partnership earns its place each month.
What your virtual assistant can handle
The work that keeps your team late.
Insurance Verification
Benefits confirmed well before the patient sits down.
Claims Follow-Up
Aging claims worked consistently instead of when there's time.
Patient Calls
Inbound and outbound calls answered with a familiar voice.
Scheduling
Openings filled and reschedules handled the same day.
Billing
Statements, balances, and payment questions kept current.
Recall
Overdue patients invited back on a steady cadence.
Administrative Support
The quiet backlog that never reaches the top of the list.
Insurance Authorizations
Requests submitted and tracked through approval.
Treatment Follow-Up
Unscheduled treatment followed up on, not forgotten.
Document Management
Records, forms, and attachments organized where your team expects them.
Trusted by practices that continue to grow
Real practices. Dedicated assistants. Measured results.
Acre Wood Dental
4 locations4 dedicated VAs
Support provided
- Insurance verification
- Claims management
- Patient calls
- Scheduling
- Administrative support
Measured outcomes
- Grew from 1 office to 4 locations
- 350+ new patients per month across locations
- 15% increase in production & collections, 5 years running
- Reduced front-office interruptions
- Improved insurance workflow
“Our VAs have become an extension of our team, allowing our staff to focus on delivering a better patient experience.”
Fulks Family Dental
9 dedicated VAs
Support provided
- Insurance verification
- Claims follow-up
- Billing support
- Patient calls
- Scheduling
- Administrative support
Measured outcomes
- Scaled support for a growing practice
- 9 VAs integrated with the in-office team
- Improved efficiency across all departments
- More time for growth and patient care
“PPVA has allowed us to build a strong support team that handles the details so we can focus on our patients and our practice.”
Chad Latino DDS
Fee-for-Service Practice2 dedicated VAs
Support provided
- Insurance
- Claims
- Scheduling
- Patient communication
- Administrative support
Measured outcomes
- In-office team focused on patient care and treatment planning
- Owner works 3 clinical days while continuing to grow
- Faster insurance turnaround
- Less time on the phone
- Smoother day-to-day operations
“Our VAs are absolutely essential to how our practice runs. They handle the calls, insurance, and claims so my in-office team can focus on patient care and treatment planning.”
Supporting multi-location practices & DSOs
One operating rhythm across every location.
SwellCX identifies where each office has room to improve. Peak Performance VA supplies the staffing support that turns those findings into operational change.
Identify
SwellCX surveys surface where each location is losing time, patients, or morale.
Deploy Support
Peak Performance VA places dedicated assistants against the specific gaps found.
Measure Results
Feedback and operational signals are re-measured location by location.
Improve
Support is adjusted as each office grows — standards scale, staffing costs don't.
Questions practice owners ask
Before the Discovery Call.
What is the SwellCX and Peak Performance VA partnership?
SwellCX measures employee and patient experience so a practice can see exactly where operations break down. Peak Performance VA provides the dedicated dental virtual assistants who take those tasks off the team. Together the loop is insight, action, and measurable improvement.
Is a Peak Performance VA shared with other practices?
No. Every Peak Performance VA works exclusively with one practice. It is not a call center and it is not a shared pool — your assistant learns your workflows, your patients, and your systems.
What happens on a Discovery Call?
We walk through where your team is losing time today, which tasks are the best candidates for remote support, and what a dedicated assistant would handle in your office. There is no obligation to move forward.
SwellCX + Peak Performance VA
Imagine What Your Practice Could Look Like With The Right Support
Less stress. Happier teams. Better patient experiences. More capacity to grow.