Do you find it difficult to manage patient records, schedule appointments, handle bills, and expand your business without sacrificing high-quality care for your patients? 

If so, then the good news is that we have found a breakthrough solution that handles all of these concerns at the same time, and that is dental phone systems.

Well, let’s dive into the world of phone systems – your secret weapon for a smooth-running, patient-loving dental office. It’s not just about answering calls; it’s about making your whole operation run smoothly – from hassle-free appointments to keeping patient info secure.

So, let’s buckle up as we check out the best phone systems for dental offices that are set to make waves in the dental world this year! Ready to dive in? Let’s go!

What is a Dental Office Phone System? 

What is a Dental Office Phone System

A dental office phone system is a cloud-based telecommunications system used in a dental practice to facilitate efficient communication both within the office and with external parties, inbound and outbound calls effectively. 

This dental office system is designed specifically for dental offices. It integrates marketing tools, dental applications, and multichannel business communication; various features and functions are designed to facilitate the workflow of dental professionals and enhance the overall patient experience., including 

  • Scheduling
  • Appointment setting
  • Insurance and billing
  • monitoring marketing campaigns and
  • Reputation management.

Hence, dental practice management is increasing worldwide, and forecasts predict that it will increase to around 4.3 billion dollars by 2027.

What Features to Look for in a Dental Office Phone System? 

Utilizing the many features like Automatic call routing, call recording, Voicemails, on-hold messaging, and integration with practice management software, you can enhance your calling games. Here are some of the essential features that you have to look for in a dental office phone system. They are as listed below:

1. Auto-attendant: 

This automated IVR system helps greet callers, directs them to the right department, reduces the burden on your staff, and focuses on customer issues, where 57% of patients expect doctors to send an automated text, voice or email.

2. Call forwarding: 

It helps to route calls to specific team members’ mobile phones, making sure no calls are missed and responses are provided promptly.

3. Call queue: 

It arranges your inbounding calls when the receptionist or staff is busy while dealing with customers in the dental office. Also, 53.2% of patients will likely change their attitude if the appointment time is longer than expected.

4. Conference calling: 

You can communicate, consult, or schedule appointments remotely with any member of the team, specialist, or patient.

5. Call recording: 

By reviewing call recordings, you can check for skills development, improve quality or dispute settlement

📑Read also: Mastering Call Center Campaigns: A Comprehensive Overview

Benefits of Cloud Phone System for Dental Offices 

Benefits of Cloud Phone System for Dental Offices 

Cloud phone systems have revolutionized communication for dental offices, offering a plethora of benefits that enhance patient care, streamline operations, and boost overall efficiency. Here are some of the key advantages of adopting a cloud-based phone system for dental practices:

1. Enhanced Patient Communication: 

Due to the features of cloud phone systems, you can improve communications with your patient, ensuring timely responses and seamless interactions.

Automated attendants and Interactive Voice Response(IVR) systems help to answer FAQs and route calls to the appropriate departments leading to minimising wait times and frustrations. 

2. Improved Efficiency and Productivity: 

Cloud phone systems automate tasks such as call routing, freeing up valuable staff time and boosting productivity. This automation reduces the risks of human error and ensures consistent and high-quality service delivery.

3. Reduced Costs and Scalability: 

Since cloud phone systems are subscription-based, their pricing models eliminate the need for expensive in-house hardware and maintenance. It leads to significant cost savings and scale easily. It also allows for easy adaptability when dental practices need to change.

4. Mobility and Remote Access: 

It enables staff to access the phone system from anywhere with an internet connection. It fosters flexibility for staff who work remotely. This allows dentists, receptionists, and other staff members to stay connected with patients and colleagues even when away from the physical office without any barriers.

5. Enhanced Collaboration and Team Management: 

Cloud phone systems provide features that facilitate collaboration and improve team management. Call presence indicators show who is available to take calls, minimizing missed opportunities and ensuring timely responses. 

Integration with practice management software allows for seamless access to patient information, streamlining workflows and enhancing care coordination.

6. Automatic Updates and Security: 

Using cloud phone systems ensures that they remain up-to-date with the latest advancements and are protected against potential threats. This reduces the need for manual updates and reduces the risk of security breaches.

7 Best Phone Systems for Dental Offices in 2024

Now, you might be wondering which phone system suits your dental offices. So here are the 7 best phone systems for your dental offices in 2024.

Dialaxy

Dialaxy is a leading cloud-based dental phone system built with advanced features for health professionals to experience seamless communications.  With it, you can automate workflow, optimize communications, and monitor team effectiveness by reducing costs and making it convenient to use without any complexity in the dental office.

Dialaxy

It promotes smooth coordination among office staff and field working staff. Ensuring affordable unlimited calls and SMS features to stay connected for customers.

Features:

  • Cloud-based system
  • Comprehensive call center solution
  • Cross-platform
  • 24/7 customer support

Pricing:

  • Essentials:  $16.99 user/month
  • Standard: $14.99 user/month
  • Enterprise: Custom quote 

KrispCall

Krispcall

Krispcall is a cloud-based communication platform that takes the dental phone system to a whole new level, letting you route any incoming call to any number using a variety of platforms and devices with coverage in over 100+ countries.

With its user-friendly features and robust communication capabilities, KrispCall revolutionizes how you connect with your in-house staff, field-working staff, and customers around the world. 

It offers features such as a unified callbox, ACD, call forwarding, and many other advanced features for businesses that improve how they handle, manage, and route inbound and outbound calls.

Key Features

  • Unified Callbox
  • Global Calling
  • Call analytics
  • Call transfer
  • Intelligent call routing 
  • Call forwarding 
  • Auto attendant
  • Virtual receptionist
  • IVR
  • Live call monitoring and tracking 
  • Integration 
  • Sales call recording

Pricing

  • Essential: $12 per user/month
  • Standard: $32 per user/month
  • Enterprises: Custom Quote

CallHippo

Callhippo

Callhippo is the leading virtual phone system that assists in increasing productivity, automating workflows, tracking team performance, and reducing communications costs.

With it, you can track the performance of your phone support, measure missed call rates, and improve the overall efficiency of your dental office. It also offers various features like

Features:

  • Power Dialer
  • Call forwarding
  • Call Queuing
  • Call analytics
  • Automatic call distribution
  • Global connect

Pricing:

Basic: $0 user/month

Bronze: $20 user/month

Silver: $30 user/month

Platinium: $50 user/month

Nextiva

Nextiva

Nextiva is a well-known business communications platform that includes a VoIP solution, CRM software, BI software, cloud storage, phone and device rentals, email marketing automation software, and a contact center solution. Dental offices can use this app, emphasizing boosting accessibility, flexibility, and productivity. These products can be purchased separately or in combination.

 Features:

  • Auto attendants
  • 2-way messaging
  • Video conferencing
  • Call routing
  • Voicemail
  • Remote office
  • Video conferencing

Pricing:

  • Essentials: $18.95 per user/month
  • Professional: $22.95 per user/month
  • Enterprise: $32.95 per user/month

Dialpad

Dialpad

Dialpad is also one of the best dental practice management software that uses a smart algorithm and provides an enhanced experience. This system optimizes patient outcomes and empowers the workforce with innovative communication throughout the entire patient journey.

Features:

  • Artificial Intelligent
  • Interactive Voice System 
  • Power Dialer
  • Virtual Receptionist
  • Contact center analytics
  • Voicemail
  • Call routing

Pricing:

Standard: $23 user/month

Pro: $35 user/month

Enterprise: Get a quote

RingCentral

Ringcentral

The RingCentral platform combines advanced capabilities, attribute-based routing, and integration with 30+ channels to help you handle and manage calls in a dental practice.

It is a cloud-based solution, and its unified communications platform and other advanced features provide dental offices with a single source for their phone, video, messaging, and collaboration as needed. 

By using this system, you’ll be able to connect with your patients and staff via video conferencing, phone calls, and messaging.

.

 Features

  • Voicemail
  • Call forwarding
  • AI-based call routing
  • Call recording
  • Enhanced business SMS
  • Call delegation
  • RingOut

Pricing

  • Core: $30 user/month
  • Advanced: $35 user/month
  • Ultra: $45 user/month

Mightycall

Mightycall

MightyCall offers a unique blend of adaptability and efficiency for dental practices. Its customizable settings are designed to meet your specific business communication needs. It is a modern, user-friendly system that navigates a wide range of call center management features like real-time feedback tools, efficient call handling, monitoring, recording, and others.

Features

  • Call routing
  • Call queues
  • IVR
  • Automatic call distribution (ACD)
  • Call transfer
  • Call forwarding

Pricing:

  • Core: $15 user/month
  • Pro: $20 user/month
  • Enterprises: Get a quote

MightyCall also offers Queue Callback, Automatic Call Distribution (ACD), Business Hours settings, Voicemail Transcripts, etc, to help you manage the flow of communications and increase team efficiency in the dental office.

🤗 Don’t miss: How to choose a VoIP phone service for your business.

How do you choose the best phone system for dental offices?

It’s important to consider your specific needs and priorities when choosing the right phone system for your dental office. Here’s a detailed guide to help you make an informed decision:

1. Assess Your Dental Office’s Needs: 

Identify current communication challenges and opportunities within your dental office. Consider staff members’ sizes, the volume of patient calls, and the frequency of internal and external communication. 

2. Define Essential Features: 

Prioritize the features that are most critical to your practice’s operations. These may include automated attendants, call routing, voicemail, call recording, on-hold messaging, integration with practice management software, cloud-based functionality, mobile compatibility, and security measures.

3. Consider Scalability and Flexibility: 

Choose a phone system that can grow as your business does and adapt to changing needs. Ensure that the system can easily add or remove lines and features as your staff size, patient base, or service offerings expand.

4. Compare Pricing Models and Costs: 

Consider both one-time expenses, such as installation fees, monthly subscription fees, and usage charges. Evaluate the return on investment and make sure the system is within your budget.

5. Request Demo and Trial: 

Make sure you test the system on your own. Evaluate the overall fit for your business, and take advantage of these opportunities to experience the features and assess usability.

6. Evaluate Provider Reputation and Support: 

Select a phone system provider with a good reputation for reliability, customer service, and technical support. Make certain the provider is experienced in working with dental businesses and understands their needs.

7. Prioritise Security and Compliance:

Ensure the phone system meets Health Insurance Portability and Accountability Act (HIPAA) compliance regulations to safeguard patient data. Choose a provider with effective security measures, including data encryption,  regular security audits, and access controls.

Conclusion

As we step into 2024, it’s not just about making calls anymore; choosing the right phone system is crucial. To make your practice more efficient, keep your team connected, and offer excellent patient care.

So, with many options available in the market, you may find it difficult to choose a dental virtual phone system. For a better understanding of virtual phone systems, review the buyer’s guide on dental phone service providers. And wisely pick for smoother calls and happier smiles in your dental office!

FAQs

How do I set up a small business phone system?

You can set up a small business phone system by following this process:

  • Register your account
  • Sign up and select free numbers, then
  • Get started 

You should ensure wider prospect reach, greater acceptance rates, and agent efficiency and boost business productivity.

How much does a VoIP phone cost?

VoIP phone costs differ from your VoIP service provider. From Dialaxy, you can get at

  • Essentials:  $16.99 user/month
  • Standard: $14.99 user/month
  • Enterprise: Custom quote 

Why should I use VoIP instead of a cell phone?

A VoIP system allows you to place and receive calls over the Internet. Its advanced features, like call forwarding, call routing,  global calling, unified communication, and others, can give you flexibility, scalability, and reliability by reducing costs. Switching up with VoIP is also a wise decision for making international calls.

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