VA Handover Checklist
The pre-launch checklist for moving a documented task to a virtual assistant, covering SOPs, training, review windows, and escalation rules.
Items
- SOP written and shared
- Task scope defined with a clear boundary
- Training completed against the SOP
- Review window agreed (first two to four weeks)
- Escalation rule and owner documented
Related
Circles
Dentist VA Hiring Circle
The support ecosystem for dentists hiring and managing virtual assistants.
Problems
Front Desk Overload
Front-desk staff spend more time on repetitive administrative work than on patients, creating scheduling, follow-up, and documentation gaps that pull the whole practice into catch-up mode.
Roles
Front Desk Coordinator
The business responsibility for owning scheduling, confirmations, and the patient-facing administrative flow — the first role to consider when a front desk starts to overload.
Resources
How to Delegate Insurance Verification in a Dental Practice
Insurance verification is a repeatable, rules-based task that a trained virtual assistant can own once you document the steps and the decision rules. This guide covers what to delegate, what to keep in-house, and how to hand it over safely.
Workflows
Insurance Verification Workflow
The step-by-step process for confirming patient coverage and benefits before an appointment, so verification is repeatable and never depends on one person.
Toolkits
DIY Toolkit
The self-serve toolkit of delegation frameworks, hiring templates, and workflow resources for practices building their own virtual assistant system.
SOPs
Insurance Verification SOP
The documented standard operating procedure for running insurance verification, written so any trained team member or virtual assistant can follow it without asking.
Templates
Delegation Roadmap Template
The reusable template for mapping which tasks move off a practice team member, what a virtual assistant owns, and how the handover is reviewed.
What this checklist is
The VA handover checklist makes sure a task is ready to move to a virtual assistant before it actually moves.
When to run it
Run it at the end of the onboarding stage, after the SOP and workflow are documented.
What it connects to
It validates the delegation roadmap template and the insurance verification SOP.