October 6, 2022

    Choosing The Best Phone System For Your Dental Office

    Phone system for dental office

    The modern dental office is a far cry from the clinics of old and has a range of digital communications needs which can be answered by a unified communications VoIP solution.

    Not only does the contemporary dentist clinic require advanced communications solutions such as welcome menus (a modern phone answering service) and an easy way to quickly handle calls and appointment queries from an ever-increasing portfolio of customers – but they also need to navigate an increasingly precarious and restrictive regulatory environment.

    net2phone is a leading provider of cloud phone systems for healthcare facilities.

    Thankfully, a cloud-based communications platform, such as the one provided here at net2phone, has digitally transformed an effective phone system for dental offices to address all of these concerns.

    Related: What is VoIP? A Complete Guide to Voice Over IP

    Types of Phone Systems for Dental Offices

    When choosing a phone system for a dental office, it's important to consider factors such as cost, scalability, reliability, and features offered. Dental offices should also consider working with a reputable phone system provider to ensure that their communication needs are fully met.

    Traditional PBX Systems

    These are the traditional landline phone systems that require physical wiring and equipment to connect to the telephone network. They typically have a high upfront cost and require ongoing maintenance but can provide reliable and high-quality voice communication.

    VoIP Phone Systems

    VoIP phone systems use internet connections to make and receive calls. They offer a range of features, such as call forwarding, voicemail-to-email, and video conferencing, and can be more cost-effective than traditional PBX systems.

    Cloud-Based Phone Systems

    Cloud-based phone systems are similar to VoIP systems but are hosted in the cloud rather than on-premises. They offer greater flexibility and scalability and can be accessed from anywhere with an internet connection.

    Related: Cloud-based vs. On-premise Phone System

    Hybrid Phone Systems

    Hybrid phone systems combine elements of traditional PBX systems and VoIP technology. They allow dental offices to use their existing phone infrastructure while gradually transitioning to VoIP technology.

    Mobile Phone Systems

    Mobile phone systems use mobile devices to make and receive calls. They are ideal for dental offices with remote staff or those that need to be accessible while on-the-go.

    Related: Types of Business Phone Systems

    Why Choose VoIP for Your Dental Office?

    There are several reasons why a dental office might choose to use Voice over Internet Protocol (VoIP) technology for their communication needs. VoIP phone systems can provide dental offices with a cost-effective, flexible, and feature-rich communication solution that meets their unique needs.

    Cost Savings

    VoIP services often have lower monthly fees and lower call rates than traditional phone systems. This can result in significant cost savings over time, especially for dental offices that make a lot of long-distance or international calls.


    VoIP phone service can be used from any location with an internet connection, making it easy for dental office staff to work remotely or from different office locations. This flexibility can also make it easier to scale up or down the number of lines needed as the office grows or changes.

    Advanced Features

    VoIP offers a range of advanced features, such as call forwarding, call recording, video conferencing, and voicemail-to-email transcription. These features can help dental offices provide better customer service and streamline their communication processes.

    Integration with other technologies

    VoIP phone systems can often be integrated with other technologies used by dental offices, such as electronic health records (EHR) systems. This integration can help to improve workflow efficiency and streamline communication between staff members.

    High-Quality Audio

    VoIP technology generally provides high-quality audio, which is especially important for dental offices where clear communication is essential for patient care.

    Related: Benefits of VoIP vs. Analog

    Must-have Features of Dental Office Phone System

    There are several key features that a dental office phone system should have to ensure efficient and effective communication with patients and staff. Some of the must-have features of a dental office phone system include:

    1. Automated Attendant

    An automated attendant allows callers to be directed to the appropriate department or staff member quickly and efficiently, reducing wait times and improving customer service.

    2. Call Forwarding

    Call forwarding allows calls to be routed to a designated phone number or extension, ensuring that important calls are never missed, even if staff members are away from their desk or on the go.

    3. Voicemail to Email:

    Voicemail to email transcription converts voicemails to text and sends them to staff members' email inboxes, allowing them to quickly read and respond to messages, even if they are away from the office.

    4. Conference Calling

    Conference calling allows multiple parties to join a call, making it easier for staff members to collaborate and communicate with each other or with patients.

    5. Call Recording

    Call recording software allows dental offices to record calls for quality assurance and training purposes, ensuring that staff members are providing the highest level of customer service and meeting industry standards.

    6. Caller ID

    Caller ID displays the phone number and name of the caller, allowing staff members to quickly identify patients and provide personalized service.

    7. Customizable Greetings

    Customizable greetings allow dental offices to create personalized greetings for different departments or times of day, providing a professional and welcoming experience for callers.

    8. Appointment Reminders

    Appointment reminders can be sent automatically to patients via phone, text, or email, reducing the number of missed appointments and improving patient satisfaction.

    net2phone phone systems dental offices include all must-have VoIP features to improve efficiency, reduce wait times, and provide a better overall patient experience. Start Free Trial

    Creating the Perfect Dental Office Phone System

    The patient journey begins in earnest the second they pick up the phone and contact your reception staff.

    Thanks to net2phone’s RCon receptionist console with presence panel functionality, your first contact professionals can handle large call volumes with ease and help make sure every patient hangs up the phone satisfied their query has been dealt with in the most effective manner possible. In other words, RCon is powerful and a key component to the phone answering service capabilities for dental offices to succeed.

    Related: Types of VoIP Phones: Softphones and Hard Phones

    The software displays your entire team on your screen and allows for total visibility regarding who is engaged and who is available to take a call. This prevents users from transferring callers to occupied or out-of-office employees, and significantly reduces the chances of patients becoming frustrated by being passed around and create effective communication within the dental office practice.

    Your reception staff can:

    • Quickly Answer Calls
    • Direct Callers using "Drag & Drop" Functionality
    •  Search for Contacts
    •  Transfer & Park Calls
    •  Utilize 3-Way Calling
    • Gain presence visibility to see who is available to take a call and who is busy

    The Receptionist Console also allows for warm transfers so reception staff can properly announce the caller and ensure the person on the other end is fully prepared to answer their query – essential for phone systems for dental offices when it comes to matters of dental health which can cause elevated levels of anxiety in patients.

    HIPPA Compliance for Dental Office Phone Systems

    net2phone provides HIPPA-compliant phone service which also helps digitally transformed dental offices stay compliant with HIPAA regulations for communications and collaboration solutions.

    HIPPA regulations for dental office phone systems

    The modern healthcare business needs to regularly send sensitive communications over the internet to consult with outside bodies and other specialists – such as sending out x-ray images to an orthodontist office.

    Thanks to net2phone’s HIPAA-compatible solutions, such as call recordings, voicemails and voicemail transcriptions, and encrypted virtual fax, your dental clinic can be confident these communications are safe, secure, and compliant.

    Ever since the COVID-19 crisis entered our lives, an increasing number of healthcare providers have been carrying out consultations by remote means. net2phone's video conferencing feature also includes a video call recording component within, so that staff can reference telehealth appointments at any time to gather essential information.

    “Our cloud-based platform is now accessible to healthcare providers whose operations necessitate compliance with HIPAA. The privacy of our customers’ (and their customers’) data has always been a top priority. Our healthcare customers can now use our HIPAA-eligible services knowing that net2phone has a program in place designed to meet the demanding standards for safeguarding protected health information.” said President of net2phone, Jonah Fink.

    Final Thoughts

    A modern dental practice needs a modern communications solution that can help it meet the challenges of the day, leave patients feeling satisfied, and navigate an ever more complex regulatory environment.

    net2phone’s receptionist console and HIPAA-compatible solutions can help practitioners meet and even exceed these challenges.

    Get in touch today for more information.


    Other posts you might be interested in