Why Dental Practices Need a VoIP Phone System

Voice over Internet Protocol (VoIP) can help your dental practice stand out, stay organized, keep phone lines clear of junk phone calls, and so much more. You gain access to advanced features and get help keeping on top of your practice. While most dentists enter the profession to help patients, they sometimes get bogged-down by the variety of responsibilities, regulations and competition–there’s always something else to worry about, and managing the business side of your dental practice can feel like a headache sometimes. Phone systems can seem like another headache, even if you hire a receptionist to manage your phones and then you hardly give phone systems a second thought.

In fact, these systems can give you a lot that traditional phone systems simply can’t. There are so many integrations and options now that it’s amazing what your dental practice can do with these new phones. Deliver a personalized patient experience, provide great information in response to after-hours calls, and so much more.

We’ll help you understand these and other benefits of VoIP for your practice. Plus, we’ll give you some information about getting started and using VoIP to take your practice further and grow your patient load.

Article Contents:

  1. How VoIP Can Help Small Businesses
  2. Implementing VoIP: Benefits for Dentists
  3. Start Your New Phone System

Ready to learn more about this amazing technology? We’re here to help–use the articles on our site as resources for more information and guidance about VoIP and phone system technologies. We think you’ll be amazed by what VoIP options exist today and how much you can do with their help.

1. How VoIP Can Help Small Businesses

Originally available commercially beginning in the 1990s, VoIP has begun to rival the quality and ease of use offered by traditional landline telephone service. Landlines now no longer have a decisive advantage over VoIP systems, like they did in the past when the Internet was slow and access to the Internet could only power very weak, limited VoIP phone calls.

You see, VoIP is powered by the Internet. Your Internet connection transmits voice data as packets across an Internet connection to the call recipient. On the other end of the line, the packets are reassembled back into a voice call. Your listener hears this as audio and their own response is processed the same way. VoIP telephone systems can connect directly to landline and other types of phones via assigned phone numbers. Instead of your VoIP phone number being connected to a physical line and specific place, however, your number is associated with an online account that you can technically take with you anywhere you have Internet access. As such, you can often access your account anywhere the Internet goes through a softphone app or a hardware phone that is connected to the account.

Small businesses in particular benefit from VoIP, because they can gain access to advanced features through their phone system that they would not otherwise have access to, particularly without paying a large sum in subscription fees. Dental practices are no exception–VoIP can provide them with “big business” phone features, too, regardless of practice size.

2. Implementing VoIP: Benefits for Dentists

When you implement VoIP at your dental practice, you realize significant benefits for your practice. Dentists can create a better experience for their patients while also saving money and staying more organized. In fact, dental practices can customize the VoIP experience to fit the unique needs their practices encounter every day. You can get started with a plan and adjust it to meet your own needs and those of your patients. How great is that?

Here are just a few of the big benefits for dental practices:

  • Practice Management System Integration: Integrating your VoIP system with your practice management system allows your receptionist and office team to pull up patient information as patients call the office, making it easy to gain at-a-glance access to the same information they need for accurate conversations with patients. Have billing history information, upcoming scheduled appointments, and so much more right on screen when a patient calls. There’s no hasty lookup or delay in gathering information patients call about, delivering a better customer service impression for patients and encouraging them to keep coming.
  • Personalization: Have personalized greetings for incoming calls, making it easy to relate to patients and encourage their satisfaction with your practice.
  • Automate More: You can automate reminder phone calls, saving your own staff members time and providing patients with convenient reminders that help them avoid forgetting to attend their appointments. This saves staff member resources so your team has time for other things and isn’t as bogged-down by administrative work. The more you can automate, the more you free-up workers for other tasks around the office. This also allows everyone to spend more time focused on patient needs instead of on busy work.
  • Free the Phone Lines: Have call filters and spam filters in place to keep junk phone calls out so your patients can have more of your limited phone line space. Why have junk calls tie-up your phone lines? It’s better to keep phone lines clear for your patients, so when they call your team is able to help them.
  • Provide After-Hours Information: After-hours information and automated recordings are easy to set up and manage with a VoIP phone system. You can even have an auto attendant help to manage your phone lines. This way, incoming phone calls are automatically answered and can be routed to wherever they need to go.
  • Gain Cost Efficiency: VoIP phone systems are very cost-efficient and can save your practice money on phone service. This is particularly true if your practice relies extensively on advanced phone features. Historically, these features and functions were very expensive to have and were largely available to big businesses. If you use multiple phone lines and need call queuing and routing features, then it often makes sense to use a VoIP system.

3. Start Your New Phone System

Your new VoIP phone system can help you get more done. Follow these tips to get started with a phone system that works well for your dental practice:

  • Shop Around: When looking for a VoIP vendor, be sure to check out options, pricing and plans in addition to dental practice experience. Ask each vendor on your list if they’ve worked with dental practices before. Can they provide a reference you can talk to? Do they have any case studies or examples of successful experiences helping other dental practices?
  • Create an Implementation Plan: With the right implementation plan, your practice can go through the onboarding process and get everyone on the same page. Your vendor can help you determine what you’ll need to begin.
  • Provide Training: Many dentists have receptionists, and if you do or have someone else using the VoIP phone system, you’ll need to provide training or arrange access to learning opportunities for your staff members.
  • Check-In: After implementation, let your vendor know how the experience is going. Find out from phone users what they think of the new phone system and see if they have any suggestions for improvements. Don’t be afraid to keep working and revising.

Your dental practice may benefit tremendously from a new VoIP phone system. If you have any questions or want to get started, we hope you’ll use our other articles as a resource. VoIP vendors are also happy to provide additional help and answer your questions.