Guide to Choose Best Phone System for Dental Office in 2023

Are you planning to install a phone system in your dental office? If so, you have landed in the right place.

We know how health care plays a crucial role in our lives, but when it comes to dentistry people still get anxious at the door of the dentist’s clinic.

The patient’s anxious nervousness and procrastination toward the dentist and dental office combine and make it one of the most difficult jobs in the world.

That is why dental offices are of utmost importance to maintain a good relationship with patients to make everything comfortable, smooth when it’s on the terms of their service or communication they need it. 

For better service, a dental office needs upgrades. Moreover, for better communication and better customer experience, all you need is the best cloud-based virtual phone system for dental offices. 

It not only makes you stand out for a better connection with your patients or clients but also lets you know their momentum.  

However, with a traditional phone system, it’s impossible to answer every client inquiry, which leads to missed calls and unavailability during after-hours, which directly results in more anxious patients.                                

We are here for you! So, let us begin.

What is a Dental Office Phone System? 

🦷 Dental Office phone system is a communication system that makes and receives calls, sends and receives SMS, MMS and Fax in dental offices. It can be a physical device like a phone or computer placed in the dental office. Generally, it connects dentists and dental patients to talk about dental-related information like dental checkup appointments, follow up calls etc.

Cloud-based dental office phones is a VoIP Phone system that requires internet technology to operate. Dental offices can install VoIP phones or softphones to use the phone service.

VoIP phones for dental clinics offer appointment scheduling, access to multiple communication channels (phone, text messaging), being available at off-hours, etc. Patients can place voicemails so that dental offices can call back later.

The Dental Office phone system has a customized IVR system for distributing and handling inbound phone calls to the right department. Some of them are referred to as virtual receptionists.

Benefits of Cloud Phone System for Dental Offices 

Normally, dental offices are very busy. It’s quite difficult to deal with all the phone calls. There is no guarantee you will be able to get in touch with all patient’s calls. This is where virtual phone systems make things easier.

The main reason why dental offices need a virtual phone system is not to miss any calls even after office hours and on close days. It helps them to gather patients’ information to make a call-back later as well as to provide any information to the patients.

It’s convenient and better than traditional phone services or mobile phones. It offers benefits that make the whole business communication easier and more efficient.

Here are some of them.

1. Virtual Phone numbers

One of the most significant advantages of a virtual phone number is you don’t have to get separate phones or numbers for your dental office.

You don’t need to buy a new phone or get a new SIM card. You can simply use your new virtual phone number on your existing smartphone, laptop, or other devices.

It saves you money and the trouble of having to carry another phone around with you. For example, you can use a virtual phone number as your toll-free customer service phone number.

2. Connect with your patient from anywhere. 

You can receive calls from anywhere globally because it isn’t tethered to a physical device. Customers and clients will be able to call you from anywhere, unaware that they are dialing a virtual phone number.

You or your co-doctors can remotely connect with customers for virtual checkups, follow-ups, or routine checkups. This is a great approach to increasing their efficiency.

3. Flexibility in call routing

Call routing allows you to direct incoming calls to specific people or groups. In a dental office, receptionists can route calls to the doctors depending on your dental problems.

This is one of the most practical strategies to boost customer and client happiness. When patients contact the dental clinic, they will now be able to respond from anywhere and anytime.

4. Budget-friendly

Since virtual phone systems are budget-friendly, many dental offices are moving to the cloud instead of using traditional PBX systems.

On-premise servers will ultimately fail while considering cloud phones’ affordable subscription packages. Maintaining on-premise servers with a standard company phone system results in high initial investment and is expensive in the long run.

On the other hand, cloud-based phone systems are in charge of their updates, maintenance, and smart money-saving approach. So the bill is no longer a problem!

5. Convenient

With a traditional phone system, things like adding new phone lines or changing the operating hours for the holidays are time-consuming and difficult. 

Managing your on-site phone system frequently necessitates hiring an expert but cloud phone service providers provide you the access to your system for making changes. 

With just a few mouse clicks, your secretary or manager can make adjustments in real-time. It’s also accessible from anywhere!

➡ Read Also: Dental Office Voicemail Greeting Examples that Helps to Bring Back Customers

As a result, adding additional features, locations, and users is a breeze. It’s simple to change outgoing messages during inclement weather or unexpected office closures, and it’s also simple to customize hold music and auto attendants.

6. Compatibility

Seamless compatibility is another fantastic benefit of moving your office operations to the virtual phone system. If you’ve never heard of CRM integrations before, they allow two different applications, programs, or databases to communicate with one another and share operations.

For example, CRM apps like Hubspot, Salesforce, etc. can be easily integrated into your virtual phone system to communicate and share information with your office phone system.

5 Best Phone System for Dental Office in 2023

1. KrispCall

KrispCall  is a powerful virtual cloud phone system for small and all size of business. KrispCall provides a fully functional cloud phone for the dental industry. It is equipped with  advanced ACD and IVR system to handle every call without missing one.

KrispCall has an easy-to-use dashboard called unified callbox where you can manage your call logs and contacts without expert assistance. The voicemails can be seamlessly accessed from the dashboard separately for each contact.

KrispCall provides the number porting capability to port your existing phone number into it. In addition, it is capable to integrate third-party apps like Hubspot, Pipedrive, etc.

Feature of KrispCall

One of the top cloud-based virtual phone systems for any business with low costs and a track record of never letting you down.

It satisfies all fundamental business requirements and needs and allows users to manage their personal and organizational distribution in one app.

Some of the features of KrispCall are:

• Sequential Calling
• Call Forwarding
• Call Recording
• Security
• Auto-attendant
• Group Calling
• Number Porting
• Automated call distribution
• IVR and many more…

It offers quick services, scalability and is appropriate for your dental office. It also contains features such as a single phone number that can be used on any device and a call widget that can benefit charitable organizations.

Pricing & Plans

The pricing & plans are categorized as follows:

📆 Book a free KrispCall demo and know how KrispCall helps to solve your dental communication gap Now! 

2. Nextiva

Nextiva is one of the well-known virtual phone systems that provide unlimited calling with toll-free or local phone numbers and unlimited SMS texting.

It also has the feature of team collaboration, video conferencing, and call recording which is best for medium, enterprise, and huge industries that need high-quality daily call volume and internal team members across diverse locations.

Pricing: The pricing of Nextiva begins at $19.95 to $27.95 per user/per month.

3. RingCentral

RingCentral is cloud-based unified business communication and collaboration software that constantly provides better call features, and SMS and voicemail features.

It is best in providing the best workforce management, and performance analytics with market-leading CRM tools for medium, enterprises, and industries.

You can look up team chat messaging, screen sharing, task management, and live file sharing with unlimited SMS and MMS feature right on the desk.

Pricing: The pricing of RingCentral begins at $19.99 to $49.99 per user/per month.

4. Grasshopper

It is one of the popular virtual phone systems perfect for both in-house and remote teams requiring perfect communication between your dental office and patients’ phones.

It allows solopreneurs, entrepreneurs, and small businesses to look more professional and allows them features of virtual telephony which protect the business from miscommunications, increase first call resolution rates, and better clients’ experience.

It disputes the features of call recording, custom greetings, business texting, basic reporting, and many more.

Pricing: The pricing of Grasshopper begins with $26.00 to $80.00 per user/per month.

5. 8×8

Get unlimited calling, SMS, and online faxing by collaborating with 8×8. It has features of voicemail to Email, returning calls directly from voicemail messages with an integrated contact center platform to provide the flexibility and resilience to faster, easier management of your team and patient interaction from any location or device.

It provides customizable options to any kind of business via APIs and also offers employee training, customer support, and third-party software integrations.

It is focused to improve company-wide team collaboration and embrace communication among different employees working from any location.

Pricing: The pricing of 8×8 begins at $12.00 to $44.00 per user/per month.

How to Choose the Best Phone System for Dental Offices?

You should consider many things before making your final decision about any virtual phone system. The following are some key aspects that you should thoroughly look at while choosing a virtual phone system for dental offices.

• Essential Features and 24/7 Support

See if the phone system comes with the features and  support services that are necessary for your dental office.

• Reviews from Users

When we look for something to purchase, we first look at what the experienced users say about the product. Look for all user reviews about a virtual phone system you will use.

• Pricing

Every VoIP or virtual phone system provides different features and services at different prices. You should compare the prices that each VoIP phone system offers and choose the one that gives you more features at an affordable price.

Pricing plans differ from one VoIP service provider to another, so be sure also to check what each pricing plan has to offer. 

• Industry popularity

Besides pricing, user reviews, and features, popularity also matters. Generally, the more popular a business is, the more established it provides the service. 

So, you should also figure out if the virtual phone system is popular in the VoIP industry. Furthermore, it would be best to look for awards or achievements that each phone system has received.

• Scalability

Who doesn’t want scalable services when your business has the potential to grow to a larger audience. So, keep in mind that scalability is one of the most crucial factors for choosing the right virtual phone system.

• Security

Since your voice data travels through the internet, data breaches or hacking can occur. Your virtual phone system provider should be aware of the latest security procedures so that your data remains in safe hands.

Well, till now, we have discussed the main aspects. Now, let’s dive deeper into the essential features that a VoIP system must have to fit your dental office communication needs.

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Essential features of Virtual phone system for Dental offices

There are different features that your office, whether dental or any, needs to excel at customer service and support. 

But, keep in mind, virtual phone systems are not limited to what is listed below, meaning there are plenty of available features. We have only listed some of the most relevant features that your dental office needs.

Auto-attendant 

The auto-attendant, also known as a Virtual Receptionist, is your dental office receptionist who can direct calls to the correct department or the right person in your office via automation.

Fax

Virtual phone systems provide online faxing capabilities. You can send your fax to your office email, which eliminates the need to print the fax immediately in the fax machine. Instead, you can read it as an email message.

Call forwarding

Call forwarding is the transfer of calls between your office employees or any phone number you allow. Virtual phone systems allow a smooth transition of calls.

Call Recording

This feature enables newer employees to listen to the recorded phone conversations and analyze how to talk to customers.

CRM integration

CRM, or Customer Relationship Management software, is crucial for customer service. Most Virtual phone systems provide the capability to connect to your existing CRM software to know your customers better and apply personalized experience to each customer.

When you decide which phone system would be the best fit for your business needs, you need to consider the features of individual phone systems and what type of dental office you run.

For instance, if your office is small and you are not planning on growth, a traditional solution may work for you but cost you more.

However, if your dental office has more than three employees, more than one department, and has the potential to grow, a VoIP phone system is going to be the better solution.  

Conclusion

If you’re thinking about install the best virtual phone system for a dental office or your clinic. In that case, you should first familiarize yourself with the latest features and how they’ll affect your operations. 

Many virtual phone systems use a software-as-a-service model with low upfront costs, adhere to HIPAA security regulations, and can combine many capabilities with your present PMS. While we’ve only included what we consider the best apps available, could you not take our word for it?

Reduce your options to a handful and book a free demonstration to familiarize yourself with the product before purchasing it.

Dental practice management software firms like KrispCall take pleasure in the results they achieve for their clients. 

KrispCall  VoIP phone systems for dental offices are packed with the features you need to provide the best customer service, run an efficient crew, and grow your business.  

When finding the right phone system for dental offices, look no further than KrispCall. Contact us today to unlock an affordable phone system for your business! 

To Know how KrispCall helps your Dental Clinic Schedule Free KrispCall demo now!

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Head of Content @ KrispCall (or, in plain English, I'm the guy responsible for ensuring that every blog post we publish is EPIC).