Handling patient records, setting appointments, paying your bills, managing your practice and giving top-notch care to patients seem challenging to you? If this is the case, we now have a new solution called Dental Phone Systems that handles all these points at once.
More than half (57%) of patients hope their health professionals will use automated reminders via voice, text and emails to encourage taking medicines and making appointments. You can accomplish this and get an advantage by using phone systems for dental practices.
How are phone systems used in dental offices? Here, we will see how to pick the best one through its main points.
What is a Dental Office Phone System?
Cloud-based phone systems in dental offices enable dentists and staff to organize phone calls more efficiently. The software combines all marketing features, necessary dental tools and business communication in a single place.
Here are some major features of dental office phone systems –
- Keeping medical records and meeting about patient care virtually, creating patient portals for people online and video appointments.
- Prepare and schedule appointments, send automatic reminders, let patients cancel or set a new appointment time and provide patient forms to fill out during their visit.
- Bill payment management–automatic payment reminders, setting up easy monthly payment plans, checking insurance, and paying bills online.
- Handling online reputation, including by tracking social media posts, replying to reviews and using both SMS and email marketing.
Features Should a Dentist Consider in an Office Phone System
It is best if your dental office’s phone system includes features that are useful for meeting your practice’s aims. These are the important factors that you need to think about –
- Use the power dialer to ease your daily task of making calls.
- The smart switch assures you are assigned to the best telephony provider before you start the call, ensuring there will be no connection troubles.
- Set up call forwarding so that your call is automatically addressed to different phones in case you miss the first one.
- Make a 3-way conference call by adding another person to your existing conversation.
- Set up a call queue when staff have other duties, so calls can be handled in the proper order.
- Enter a call and monitor it using call barging and only join the conference if required.
- Use analytics tools to view how well your phone support team is doing and compare metrics such as missed calls and each team member’s call level.
Best Dental Phone Systems
These are the best 7 dental VoIP phone systems that you should review:
1. VoIP Business
VoIP Business is a reliable and affordable cloud-based VoIP provider that’s well-suited for dental offices. It helps practices handle patient calls, appointment scheduling, and billing with smart communication tools.
Features
- Call forwarding
- Voicemail to email
- Call analytics
- Virtual receptionist
Pros
- Affordable plans with essential VoIP features tailored for small and medium dental practices.
- Easy setup and user-friendly dashboard.
- Strong UK-based provider but serves international clients too.
Cons
- Fewer advanced integrations compared to enterprise-focused providers.
- Some features may require higher-tier plans.
Pricing Plans:
- Starts from £7.99 per user/month (approx. $10).
- Higher-tier plans available with more features.
2. CallHippo
CallHippo is a cloud-based service that makes it easy for healthcare practitioners (both solo and hospital professionals) to talk with each other smoothly. It is very affordable and can be brought anywhere. It encourages effortless collaboration between those in the field and those in the office.
Features
- Power Dialer
- Smart Switch
- Advanced Call Forwarding
- Cloud Call Queuing
Pros
- Using CallHippo, you can keep track of your call center, check how each team member is handling the phone calls and determine missed call variations which supports better operations at your dental office.
- The reliable system enables you to re-route active calls to your team members or office telephone numbers so you never miss the call with call transfer.
- Custom-hold music is offered to occupy your callers and help reduce their feeling of frustration when on hold.
Cons
- A network problem can cause CallHippo to take extra time to connect your calls.
- Instead of saving reports directly on your gadget, it is sent by email.
Pricing Plans:
- Basic plan: $0
- Bronze Plan: $16 per month
- Silver Plan: $24 per month
- Platinum Plan: $40 per month
3. Nextiva
Nextiva is a safe and efficient dental phone system featuring all the capabilities needed to handle your practice easily. It has a straightforward user interface, easy-to-follow onboarding, and helps providers handle patient communication smoothly.
Features
- Call routing
- Video conferencing
- Auto attendant
- 2-way messaging
Pros
- When your call center’s agent answers an inbound call, they see crucial information about the caller before the call initiation on their screen which allows them to help more efficiently.
- It gathers important call data like volume, the number of available agents, how long calls last and the number of unattended calls which all benefit decisions made in the practice.
- You can call 10-digit numbers using two to six digits only, a difference from legacy phone lines which allows you to transfer a call easily using extensions.
Cons
- Nextiva does not have an AI voice that can form the phone tree.
- There are some bugs in this software.
Pricing Plans:
- Essential plan: $18.95
- Professional plan: $22.95
- Enterprise plan: $32.95
4. Dialpad
This dental management software, Dialpad, helps you deliver better healthcare with AI. It boosts the results for patients, gives staff new features for success and improves the way information is shared throughout the patient’s journey.
Features
- AI recap
- Patient CSAT
- Sentiment analysis
- Real-time assist
Pros
- Dialpad allows you to set up logging systems using keywords and choose custom menus so that patients talk to the right person for their issue.
- You can directly guide your agents while handling calls which enhances their abilities and leads to better patient service.
- It allows your patients to handle scheduling partly on their own through digital means.
Cons
- Audio calls may fail and get dropped on Dialpad.
- It sometimes does not connect properly with CRM.
Pricing Plan:
- Standard plan: $15
- Pro plan: $25
- Enterprise plan: you need to contact sales team for this.
5. DialerHQ
DialerHQ ensures that staff in dental offices can talk, interact and team up easily. Cutting-edge features are present in this type of system which also reduces costs for maintenance, placing calls and installation.
Features
- Call conference
- Call whisper
- Call reminder
- Call tagging
Pros
- DialerHQ makes call management better by managing all your calls with patients efficiently.
- You can look at detailed and up-to-date information about staff efficiency in taking calls which lets you enhance patient service.
- All incoming calls are forwarded automatically to the correct staff, thanks to smart call routing, so no call is missed.
Cons
- The advanced features available in DialerHQ are not easy to learn.
- More work is needed to optimize the mobile app.
6. RingCentral
If you want to provide the best patient experience, RingCentral is the perfect dental office phone system. The system lets your patients and staff communicate by video, phone or message each other in teams.
Features
- Virtual visits
- Automated reminders
- Having a personal patient care navigator
- Task management is included
Pros
- With RingCentral, you can reach others who can assist in real time which helps you provide the highest-quality care during patient rounds.
- This dental phone system makes it easy to route patient calls to the appropriate person and manage requests, ensuring all problems are sorted.
- Thanks to this, patients get better access to their care team via communication tools, resulting in stronger patient relationships.
Cons
- There are some problems with RingCentral group messaging.
- Setting up this software is not easy.
Pricing:
- Core plan: $20
- Advanced plan: $25
- Ultra plan: $35
7. Grasshopper
Since you focus on healthcare service, Grasshopper provides everything needed to manage your phone systems. By using the features, you appear more professional and both the mobile and desktop apps prevent you from missing any important calls.
Features
- Handling calls that are coming into the system
- Custom greetings
- Ruby receptionist
- Instant response
Pros
- Grasshopper supports taking several calls concurrently which stops busy signals and helps avoid customer frustration.
- The voicemail transcription feature of the phone service provider allows you to read a voicemail and reply much faster.
- It provides instant updates and replies using your business number so your patients get answers fast.
Cons
- There is no caller ID shown in Grasshopper for VoIP calls.
- The platform does not provide enough possibilities for scaling.
Pricing plans:
- Solo plan: $26
- Partner: $44
- Small business: $80
8. Mightycall
With this flexible cloud system, MightyCall helps you organize your incoming and outgoing calls and keep everyone in your team more efficient. It handles both routine tasks like directing calls and managing how your team is performing, all based on knowledge and role.
Features
- Call Queues
- Voice-to-Text emails
- Auto Receptionist
- Call recording
Pros
- MightyCall helps you keep patients updated on any changes or delays via unlimited texts, making things more convenient for everyone.
- While patients are on hold, this phone system plays particular waiting music which is ideal for high-volume clinics seeking to lower the number of lost calls.
- It handles your incoming calls by routing them automatically to the right person or team which makes sharing information about your business hours easier.
Cons
- MightyCall requires a powerful internet network and stops calls if your network drops for a second.
- The admin side of the platform is not easy to figure out.
Pricing plans:
- Small team plan: $15
- Business plan: $20
- Enterprise plan: $150
9. Aircall
Aircall is a cloud service set up for dentists and healthcare workers to use. It helps dental offices with flexible and efficient VoIP technology. Many of its features and functions have been made with dental clinic needs in mind.
Features
- Call queue
- Voice broadcast
- Interactive voice response (IVR)
- Call center delivered through the internet
- Multi-channel communication
Pros
- The phone system makes calls fast and reliable, supporting easy interactions throughout the organization.
- With this, healthcare providers can communicate more effectively with patients because they can use their chosen language.
- It makes sure the right person answers each incoming call. This allows you to never miss incoming calls.
Cons
- Paying for the different plans can be very expensive for smaller businesses.
- There are not many features for connecting with Hubspot.
- The service can only be set up with at least three registered users.
Final Words – Dental Phone Systems
With a dental phone system, managing your patients’ records, setting appointments and handling cases is very easy. So, if your business is healthcare or dental, you should get a practice management system. Check for the features that can help simplify your management of patients. These are the key ones mentioned above.
It can be tough to decide on a dental virtual phone system because the market offers numerous options. You can choose according to your needs and requirements.
FAQs – Dental Phone Systems
Q1. What software does the dental office rely on?
Patient Records Management Dental Software and dental office phone systems are the most important software in the office.
Q2. What is the price of a dental phone system?
The price of a strong dental phone solution like CallHippo is around $16 – $40 per user/month.
Q3. What is the main reason for having a dental call list?
The goal of dental call lists is to save the phone number(s) of patients who request an appointment and are happy to wait for it.
Q4. Which type of phone system should a dental office have?
The phone system that is ideal for dental offices is CallHippo, since it is affordable and comes with many useful features.
Q5. What methods help you run an efficient dental operation?
You can spot what needs to be better based on objective numbers. With the help of the analytics, dentists can determine the times staff should be present since these systems highlight the busiest periods of the day, month and year.
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