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For Patients

How do I schedule an appointment?

Click here to schedule an appointment in a few easy steps:

1) Select your company and location

2) Select on-site or virtual services (as appropriate)

3) Provide basic information and complete medical forms

How do I reschedule or cancel my appointment?

Please contact Virtudent or log into your patient portal with as much notice as possible.

My company doesn't offer either solution. What can I do?

Please ask your HR, wellness or facilities representative to contact us to schedule a call with our team.

I’m having problems with the booking portal, what should I do?

Our HIPAA-compliant portal supports the latest versions of Google Chrome and Internet Explorer. If you’re experiencing difficulties or have additional questions, please email [email protected] with your name, company and preferred appointment time and a member of our team will help schedule your appointment.

How much does an appointment cost?

On-site Appointments: If you have dental insurance*, there is typically no cost for our core preventive services (cleaning, x-rays, teledentistry exam). For patients without dental insurance, Virtudent offers a special $150 same-day self-pay rate that covers the cost of standard imaging and cleaning. Visits can also include fluoride varnish for a small cost. 

Virtudent Connect: If your company or insurance carrier covers Virtudent Connect, there is no cost to the patient for the teledentistry appointment.

*If we are out of network with your carrier or if your plan has a deductible, we will balance bill you for services that insurance does not cover.

Is there anything I need to do before my appointment?

Ahead of your appointment, please complete our required online medical form and enter your insurance and medical information. This will allow us to confirm your eligibility prior to your appointment and ensure we complete your visit in a timely manner.

I want my records from a previous visit, how do I get them?

Please contact the Virtudent Patient Success team at [email protected] and we will send your files to you or directly to your provider on your behalf.

How long is each appointment?

On-site Appointments: Virtudent appointments are typically completed within one hour.

Virtudent Connect: Appointment lengths vary depending upon the care coordination and support that is needed. Patients should expect the visits to last at least 15 minutes.

What is included in my Virtudent appointment?

On-site Appointments: During a Virtudent appointment, you will see one of our highly qualified Registered Dental Hygienists and a dentist will provide a teledentistry exam remotely. A standard Virtudent appointment includes a complete oral health exam and cleaning; PreViser risk assessment to determine your oral health and risk level for oral cancer, cavities, and gum disease; oral x-rays, intraoral photographs, and a teledentistry exam. Additional services such as fluoride treatment are available for a small out-of-pocket fee.

Virtudent Connect: After you book an appointment, you will receive your appointment information. At the time of the appointment, please log in using a web browser from any computer, tablet, or smartphone. The care coordination team member will join him/her on the video call to triage oral healthcare issues. Virtudent’s clinical care coordination team is available to answer questions and help resolve problems and concerns. If additional care is needed, a dentist will provide advice, prescribe appropriate medication, and refer you appropriately.

What happens after my appointment with Virtudent?

Within 48 hours you will receive a follow-up report from a dentist indicating any notes or next steps from your appointment. Our team will then send your files and relevant information to the appropriate dentist – either your regular dentist that we have on record or a referral dentist we can help you find. We will help coordinate care, and give you a follow-up call after ten days to check on your status, answer any questions, and address any concerns you may have.

What if further treatment is needed after the visit?

If the Virtudent dentist determines that you need additional treatment, they will submit a referral via secure email. Next, a member of the Virtudent team will work with you to help find a local, in-network dentist to perform the procedures. Yes, you can use your own dentist if you already have one! We make sure all dental records are available to your chosen provider to ensure the proper continuation of care. If you’d like, we will send the records on your behalf.

Can Virtudent provide the same standard of quality as a traditional dental office?

Absolutely! We use the latest, state-of-the-art equipment, and our hygienists are highly skilled and experienced. And because we come to you, you get the same high quality you expect with unmatched convenience.

What dental insurance do you accept?

We accept most major dental insurance including but not limited to Aetna, Bento, Blue Cross Blue Shield, Cigna, Delta Dental, Guardian, MetLife, United Concordia.

What if my insurance is out of network?

We will submit the claim to the appropriate payor, but the patient will be responsible to pay for the appointment.

What do I need to bring with me to my appointment?

Prior to your appointment, please log onto your patient portal and fill out the appropriate forms. The forms will ask for your insurance information.

For Companies & HR

Who should I contact to bring Virtudent to my office?

To get the process started, or if you have any questions, simply contact [email protected]. We’ll help you understand how Virtudent can work for your company.

How can I be sure Virtudent offers high-quality dental care?

Patients receive the same high level of care they are used to receiving from a traditional dental office. The Virtudent Team works alongside HR to provide marketing, customer success support, and patient success support to ensure engagement is successful from the beginning. 

Here’s what sets Virtudent apart:

  • Convenience 

With Virtudent, dental care is finally flexible, convenient, and patient-centered. Virtudent partners with organizations to provide Virtudent Connect – onsite dental care and virtual care coordination and teledentistry. Onsite preventive dental care in the workplace involves turn-key set-up and operations. Virtual care coordination and teledentistry support is available for triage, diagnosis, and treatment. 

 

  • High Quality 

The Virtudent clinical care team, including experienced registered dental hygienists and top-rated dentists, is specially trained to deliver on-site and virtual care to our patients. Hygienists complete rigorous training on Virtudent’s innovative mobile equipment and technology. Hygienists operate at the top of their license thanks to ongoing continuing education supported by the organization. The clinical team is held to the highest industry standards of best safety practices and infection control according to CDC and OSHA regulations.

 

  • Patient-Centered

The Virtudent care team is focused on patient wellness and overall health, taking the time to educate each patient about his or her care. It’s why we work with numerous community organizations and schools to provide free preventive care to individuals who do not have access to dental care. And why we continue to grow and expand our care nationwide to increase access to preventive services and re-engage the general population in their oral health.

How does the sign-up process work?

Our Customer Success team can work with you to provide tailored marketing material to help raise awareness and educate employees about our services. We also partner with HR to make the logistics as easy as possible.

What does Virtudent offer?

Virtudent is changing the face of dental healthcare delivery. We offer teledentistry services and on-site preventive dental care to our partner organizations. No longer do employees have to take time off work for their routine dental appointments! Virtudent makes the dental experience vastly more accessible, convenient, transparent, and most importantly—all about the patient.

Who will be providing the services?

The on-site dental appointment will be completed by one of our experienced hygienists. Our specially trained hygienists work closely with our licensed dentists, and have access to them throughout the day. Our dentists provide any diagnosis, prescriptions, and follow-up recommendations to patients. For added convenience, our dentists have weekly office hours when patients can reach out with questions regarding their visit or follow up.

How do your employees get further treatment, if necessary?

If a Virtudent dentist determines that additional treatment is necessary for a patient, we make it easy to continue their care. First, we submit a referral via a secure email. Next, a member of the Virtudent team works with the patient to help them find a local, in-network dentist to perform the procedure(s). Once a patient selects a dentist, all Virtudent dental records will be available to that provider to ensure the proper continuation of care. If requested, Virtudent can even send the records on the patient’s behalf.

How does Virtudent use teledentistry?

On-Site Appointments: Usually following an appointment, each patient’s records are securely delivered to a dentist for review. A Virtudent dentist looks at the X-rays, digital images, and hygienist notes to determine whether any follow-up treatment is necessary. It’s the great dental care your employees expect, and they never had to leave the office to receive it!

Virtudent Connect: Through phone and video the clinical team provides on-demand clinical support, second opinions, & care coordination.

Does Virtudent keep patient records from year to year?

Yes, each time an employee receives dental care from Virtudent, his or her records are stored on the secure online portal. This allows Virtudent dentists to compare records from year-to-year.

Will you see my enrollees' spouses or dependent(s)?

On-Site Appointments: Yes- If your organization chooses to provide these services to spouses and/or dependents over the age of 18, Virtudent can accommodate them.

Virtudent Connect: Yes! Virtual appointments are available to employees, spouses and dependents.

What are the requirements for the conference room?

Ideally, Virtudent’s hygienists need at least a 10’ x 10’ space to comfortably fit all equipment. In addition, the hygienist must have access to a restroom and a power outlet. 

Our conferences rooms have glass walls. Is that an issue?

No, Virtudent’s mobile clinics are equipped with privacy screens to ensure patients feel relaxed and comfortable.

How many employees will Virtudent typically see per day?

On-site Appointments: Each Virtudent hygienist can see up to 7 patients per day. However, the number of days the hygienist will be available depends on the needs of each client. We can have multiple hygienists on site per day, with the ability to schedule as many days as necessary.

Virtudent Connect: With our availability, patients are immediately triaged and we are able to see at least 4 patients per hour.

Is it possible to have Virtudent set up in more than one conference room?

Depending on the size of your company, there are circumstances when Virtudent can bring in additional hygienists and equipment to set up in additional rooms. Often, we have multiple hygienists on-site for multiple days-even scheduling multiple visits per year with many companies. We are flexible enough to work with your space and your needs.

How do you ensure our conference room remains sanitary?

Please review our Post-Covid Safety Update here. 

Virtudent’s mobile clinics are self-contained, meaning no material leaves the clinic while in your conference room. Your office space will be restored to its original condition and all surfaces will be sanitized between patients and prior to Virtudent’s departure.

Does Virtudent have liability insurance?

Yes, Virtudent has liability insurance while onsite at your company. You will be provided with a Certificate of Insurance prior to any scheduled visit.

How are patient records secured?

Virtudent ensures that all patient-related data is captured, transferred, and stored via secure third-party, cloud-based medical record software that is fully HIPAA compliant. Additionally, all Virtudent employees receive annual HIPAA training and certifications to ensure absolute privacy.

What is Virtudent’s HIPAA policy?

We are fully HIPAA compliant. Virtudent follows an extensive internal policy related to HIPAA compliance, which involves extensive employee training, internal infrastructure, business associate agreements with any 3rd party vendors we use, and otherwise. Our technology: We use a proven HIPAA secure, cloud-based platform to store patient data for patients who sign up for our service. All emails we send to our patients are also seamlessly encrypted for patient privacy and security.

Are providers specifically trained?

Yes! This ensures they have all been specially trained to provide onsite care in addition to their prior private practice experience. We also provide continuing education, and ongoing training to enable consistent, high-quality care for our patients.

Will a dentist be on-site?

There will not be a dentist physically on-site during appointments. However, our dentists are available via teledentistry before, during, and after appointments. Our hygienists can access them at any time to ask questions, check-in, or share concerns. Typically the dentist will review the X-rays, intraoral images, and hygienist notes during the teledentistry review after the appointment. The dentist will then provide any diagnosis, prescription, and follow up recommendations. A dentist is also available to our patients via scheduled office hours during the week.

For Clinical

(Dentists & Registered Dental Hygienists)

Does Virtudent refer to dental practices?

Yes, Virtudent only does preventive dental cleanings and exams. If a patient needs additional care, we refer them back to their home dentist or to a provider in our network.

Does Virtudent recommend other dentists besides the patient's dentist of record?

When a patient needs additional care, it’s our goal to refer a patient back to their dental home, but the majority of our patients do not have a dental home before using our solutions. In our medical intake form, we ask for the patient’s preferred dental information. Only if he/she doesn’t have a dental home do we recommend one of our Virtudent preferred dentists.

Why does Virtudent refer patients to dentists for follow-up care?

Our clinical team focuses 100% on preventive care.

How will I get the patients records for recommended follow-up care?

We partner with many dental practices in our different areas of practice. We do not promote one dental practice over another. To join our network please reach out to [email protected].

Using secure methods, our Patient Success Team will share the patient’s X-rays and notes to ensure they are able to secure timely follow-up care.

How do dentists become a Virtudent preferred provider?

We partner with many dental practices in our different areas of practice. We do not promote one dental practice over another. To join our network please reach out to [email protected].

Does Virtudent hire Dentists and hygienists?

Yes! We hire dentists and hygienists! You can find out more on our career page. If you are interested in applying please contact [email protected].

Does a hygienist need specific training to be able to work at Virtudent?

Virtudent provides several weeks of training on our software, X-ray equipment, patient process of care and mobile equipment. Training also includes observation of a hygienist in an office, using the equipment in our home office on Virtudent employees, and finally treating patients at an office with a lead hygienist for support.

What skills are required to be a Virtudent hygienist?

  • 2+ years of experience practicing as a Registered Dental Hygienist
  • Bachelor’s degree is a plus
  • Experience in public health or mobile healthcare is a plus
  • Active participation in ADHA or other professional organization is a plus
  • Superior customer service skills
  • Excellent written and interpersonal communication and relationship development skills
  • Ability to work independently and professionally in a fast-paced environment
  • Ability to handle sensitive and confidential information in a manner that inspires confidence and trust
  • As in a typical dental office, some physical movement and lifting is required

Virtudent fits in really well with our go-go-go culture at Wayfair. Busy employees can just take care of their preventive dental visits at work. The median age of employees here is 29 and the majority of our employees are still on their parents’ insurance. Many have recently relocated for work and haven’t found a local dentist yet. With Virtudent, the preventive dental cleanings are covered through most dental plans and Wayfair and Virtudent are doing the work to find a dentist for them!

Sarah Buechler, Benefits and Wellness Associate

“EF and Virtudent are celebrating 2-years of onsite dental visits for our staff. The ease and convenience of in-office cleanings help our staff keep this a health routine. The entire Virtudent team makes the overall process quick, easy, friendly and painless.”

Maria DeLorenzo, Employee Experience Program Specialist

“Virtudent has been unbelievably convenient for our employees. The staff is professional, the appointments are efficient, and the booking tool is quick and easy to use. We have a number of employees who now schedule their regular checkups with Virtudent. The coordination is minimal from the administrative side and Virtudent handles the rest. We have loved partnering with them!”

Stephanie Kos, HR Business Partner

How We Give Back

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The hygienists are empathetic and knowledgeable and it is very simple to sign-up for a spot online.

Patient

It was a strong experience. Really easy and got me into the dentist for the first time in two years.

Patient

Very friendly, quick service. Got the full dental experience within the comfort of my office. Quick, easy, and absolutely awesome.

Patient

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