Published : November 8, 2023Does maintaining patient records, scheduling appointments, managing bills, and expanding your practice while providing high-quality care to your patients overwhelm you? If so, we have found a cutting-edge tool to cater to all of this at once–Dental Phone Systems.
57% of patients expect their health professionals to send automated voice, text, and email reminders encouraging them to take medications and schedule appointments. You can do this and gain an edge with phone systems for dental offices.
But what are phone systems for dental offices? We’ll discover that in this comprehensive guide with its features and points to remember when selecting one. Scroll through to discover a buyer’s guide on the 7 best dental phone systems with features, pros and cons, and pricing of each. Let’s dive in!
What is a Dental Office Phone System?
Dental office phone systems are cloud-based platforms that allow dentists and their staff to efficiently manage phone calls. This system integrates marketing tools, dental applications, and omnichannel business communication in an all-in-one unified interface.
Here are some critical functionalities of a dental office phone system –
- Virtual care–HIPAA-compliant medical record storage, patient care team meetings, online patient portals, and video appointments.
- Appointment preparation and scheduling–automated reminders, cancel or re-schedule appointments, and pre or in-appointment patient forms.
- Insurance and billing–automated payment reminders, setting up monthly payment plans, insurance verification, and online bill payment.
- Reputation management and marketing campaigns–monitoring social media mentions, handling online reviews, and SMS and email marketing.
Implementing a robust dental phone system can do that for you by streamlining various aspects of patient management, such as appointment scheduling, appointment reminders, and responding to urgent patient needs. Executed correctly, you can expect increased profitability, better operational efficiency, and a competitive advantage.
Difference Between Dental Phone Systems & Other Phone Systems
Dental and standard office phone systems have quite different functionalities and cater to separate needs. Let’s understand the difference between them in depth –
| Basis | Dental Phone System | Other Traditional Phone System |
| Overview | Cloud-based platforms that healthcare professionals use to manage patient calls, applications, insurance, appointments, and more. | Cloud-based systems that businesses use to make calls over the internet connection. |
| Features | Healthcare niche capabilities and integrations specific to dental practices like HIPAA-compliant communication. | General features to fulfill general business needs. |
| Target audience | Service providers and medical professionals | Call center sales agents and customer support teams |
| Team collaboration and Workforce optimization tools | As patient care is provided in clinics, these systems do not have such features–advanced call monitoring, performance gamification, and schedule forecasting. | Yes, team collaboration tools are available. |
You May Also Read : 11 Best Cloud Phone System for 2023
What Features to Look for in a Dental Office Phone System?
Ideally, your dental office phone system must-have features that align with your practice’s objectives and needs. Here are the major features that you must consider –
- Power dialer to meet your daily calling commitments effortlessly.
- Smart switch to automatically switch to the best telephony provider before placing the call, eliminating connectivity issues.
- Smart call forwarding to reroute your call to different phones so you never miss it.
- 3-way conference to add a third person to your two-way call and conduct holistic discussions.
- Call queue to arrange all the incoming calls when staff is busy attending to other patient requests.
- Call barging to listen to active calls and enter the conference when needed.
Call analytics to monitor your phone support team’s performance and measure key metrics like missed call rate and call load of each team member.
Top 10 Dental Phone Systems
Now, you must be eager to get a dental phone system to manage your healthcare services, right? Well, here are the top 7 dental VoIP phone systems you must consider –
| Brand Name | Rating | Key Features | Pricing |
|---|---|---|---|
| CallHippo | Call forwarding Call recording Voicemail Text messaging | Basic: $0 Bronze: $16 /month Silver: $24 /month Platinum: $40 /month | |
| Nextiva | Auto attendant Hold music Mobile app and desktop app Video conferencing Audio-only conferencing Advanced IVR systems Caller ID | Essentials: $18.95 Professional: $22.95 Enterprise: $32.95 | |
| Dialpad | Text, audio, and video calling Speech analytics Caller ID Mobile app and desktop app IVR systems | Standard: $15 Pro: $25 Enterprise: Contact sales | |
| RingCentral | Business phone or toll-free numbers Unlimited calling within the US and Canada Business SMS IVR | Core: $20 Advanced: $25 Ultra: $35 | |
| Grasshopper | Unlimited free calls in Canada and the US Offers toll-free numbers Custom greetings Call forwarding | Solo: $26 Partner: $44 Small Business: $80 | |
| Mightycall | Call Forward to any device Call Conference Call Routing after-hours calling | Small Team: $15 Business: $20 Enterprise: $150 |
After extensive research and analysis, we have curated a list of Dental Phone Systems. These softwares are carefully selected based on usability and satisfaction scores, including features, ease of use, customer support, ratings, and reviews from SoftwareSuggest, G2, and Capterra. Our aim is to assist businesses in identifying the most suitable software to streamline their operations.
1. CallHippo
CallHippo is a cloud-based dental phone system designed for healthcare professionals (solo or hospitals) to experience seamless communication. This system is extremely economical and portable. It promotes friction-free coordination among in-house and field working staff.
Features
- Power Dialer
- Smart Switch
- Smart Call Forwarding
- Call Queuing Software
Pros
- CallHippo lets you track your phone support performance, gauge the call load on each team member, and measure missed call rates, improving overall dental office performance.
- This reliable phone system allows you to redirect an active call to your team member’s or office phone number so you never miss a call via call transfer.
- It offers custom-hold music to keep your callers engaged and reduce customer frustration via on-hold music.
Cons
- CallHippo takes longer to connect a call when you’re facing network issues.
- It doesn’t download reports on your device but rather sends you over email.
Pricing
- Starter – $18 Per user/Month
- Professional – $30 Per user/Month
- Ultimate – $42 Per user/Month
*Pricing as of 11-06-2024.
2. Nextiva
Nextiva is a secure and reliable dental phone system equipped with all the functionalities and features to run your practice effortlessly. This cloud communication platform has a simple interface, guided onboarding and integration, and supports friction-free patient communication.
Features
- Call routing
- Video conferencing
- Auto attendant
- 2-way messaging
Pros
- Nextiva provides your inbound call center agent with extensive caller information on the phone’s ring so they can offer personalized assistance via screen pop.
- This dental practice management software gives call analytics data–call volumes, agent availability, talk time, and abandoned calls, facilitating better decision-making.
- It lets you dial 10-digit numbers with just two to six digits, unlike traditional phone lines, making call transfer easy via phone extensions.
Cons
- Nextiva has no AI voice to generate the phone tree.
- This software has a few bugs.
Pricing
- Essential: $18.95/user/month
- Professional: $22.95/user/month
- Enterprise: $32.95/user/month
3. Dialpad
Dialpad is a dental practice management software that utilizes AI to help you provide enhanced healthcare experiences. From optimizing patient outcomes and empowering the workforce with innovative tools to streamlining communication across the entire patient journey, this system does it all.
Features
- AI recap
- Patient CSAT
- Sentiment analysis
- Real-time assist
Pros
- Dialpad lets you utilize smart routing with keyword detection and custom IVR to connect relevant staff members with patients, ensuring patient problem resolution via smart routing.
- This communication system allows you to coach your agents in real time, boosting patient satisfaction and improving agent performance via real-time coaching.
- It gives your patients an option to utilize digital appointment self-service options, making them self-sufficient.
Cons
- Dialpad drops your calls sometimes.
- It disconnects with CRM often.
Pricing
- Standard: $15/user/month
- Pro: $25/user/month
- Enterprise: Contact sales
4. DialerHQ
DialerHQ is a dental office phone system that facilitates seamless communication and enhanced collaboration. This system is loaded with cutting-edge features and reduces maintenance, calling, and installation costs.
Features
- Call conference
- Call whisper
- Call reminder
- Call tagging
Pros
- DialerHQ facilitates enhanced call management by streamlining all your calls with patients.
- This VoIP for dental offices gives you in-depth, real-time data about staff performance that you can use to improve your patient service via call center analytics.
- It forwards incoming calls to the right staff on the preset criteria via smart call routing, so you never miss a call.
Cons
- DialerHQ’s select advanced features have a steep learning curve.
- Its mobile app needs more optimization.
Pricing
- Bronze: $7.99/user/month
- Silver: $11.99/user/month
- Platinum: $19.99/user/month
You May Also Read : 16 Best Small Business Phone Systems
5. RingCentral
RingCentral is an ideal dental office phone system if you want to create an ideal patient experience. This system brings your patients and staff together via video conferencing, phone calls, and team messaging.
Features
- Virtual visits
- Automated reminders
- Dedicated patient care navigator assignment
- Built-in task management
Pros
- RingCentral helps you contact remote specialists in real time via team messaging during patient rounds, facilitating top-notch care.
- This telephone system for dentists allows you to route and manage patient calls based on the service request type, ensuring patient problem resolution.
- It improves communication and staff availability before, during, and after treatment, building strong patient relationships via patient engagement tools.
Cons
- RingCentral’s group messaging has some bugs.
- This software’s setup is slightly difficult.
Pricing
- Core: $20/user/month
- Advanced: $25/user/month
- Ultra: $35/user/month
6. Grasshopper
Grasshopper understands that you specialize in healthcare service, and so it caters to all phone system management requirements. It helps you look more professional with its features and ensures you never miss a call with its mobile and desktop apps.
Features
- Incoming call control
- Custom greetings
- Ruby receptionist
- Instant response
Pros
- Grasshopper lets you take up multiple calls at once, eliminating busy signals and customer frustration via simultaneous call handling.
- This phone service provider gives you a transcribed version of voicemails so you can reply without having to listen to the entire voicemail via voicemail transcription, improving response times.
- It offers a quick update and reply facility on your business number so patients' queries don’t sit longer in your inbox via text messaging.
Cons
- Grasshopper doesn’t show VoIP caller ID.
- The platform has limited scalability options.
Pricing
- Solo: $26/month
- Partner: $44/month
- Small business: $80/month
7. MightyCall
MightyCall is a flexible cloud-based office phone system that efficiently manages your inbound and outbound call flow, enhancing your team’s efficiency. From efficiently managing performance and routing calls to your team based on knowledge and role, it does it all.
Features
- Call Queues
- Voice-to-Text emails
- Auto Receptionist
- Call recording
Pros
- MightyCall allows you to keep your patients in the loop about updates and delays via unlimited texting, simplifying and streamlining communication.
- This virtual phone system offers holding music that plays when a patient is on hold, which is best for busy clinics–high foot traffic or call flow, reducing call loss.
- It sorts and directs your inbound calls based on pre-set rules via auto-receptionist, making information sharing like business hours or schedules easier.
Cons
- MightyCall can only run on strong internet and drops calls if your connection goes down for a second.
- Its admin interface is not intuitive.
Pricing
- Core: $15/user/month
- Pro: $20/user/month
- Enterprise: Contact sales
8. Aircall
Aircall is a cloud-based dental phone system designed for healthcare professionals. It offers efficient and adaptable VoIP services for dental offices. Its versatile features and functionalities are built to meet the specific needs of dental offices.
Features
- Call queue
- Voice broadcast
- Interactive voice response (IVR)
- Virtual call center
- Multi-channel communication
Pros
- Aircall ensures lightning-fast connection speeds, optimizing communication efficiency for seamless interactions.
- It helps in effective patient communication by enabling conversations in their preferred language, enhancing the overall customer experience.
- It provides the right person to attend the incoming calls. So you'll never miss a call.
Cons
- The pricing plans may be costly for small businesses.
- Integration with Hubspot is limited.
- It requires a minimum of three users to sign up for a new service.
Pricing
- Essential: $30 /license
- Professional: $50/license
9. CloudTalk
CloudTalk is a VoIP (Voice over Internet Protocol) business calling software. It is one of the leading cloud-based dental phone systems that facilitates excellent communication and enhanced collaboration.
Features
- Smart dialer
- Call queue
- Call forwarding
- Interactive voice response
Pros
- It provides a user-friendly interface that is easy to navigate, making it a highly accessible communication platform.
- Interactive virtual receptionists ensure no important calls are missed, and the cloud-based nature allows for excellent integration.
- The platform uses the VIP Queue system, which is helpful as it prioritizes urgent calls.
Cons
- The system performance is not stable on iOS.
- The mobile app lacks intuitive navigation and suffers from occasional performance issues, impacting user satisfaction.
Pricing
- Starter: €25/ month
- Essential: €30/ month
- Expert: €50/ month
10. Ooma
Ooma provides an efficient and reliable telephone system for dentists. It can help in smooth appointment scheduling, manage calls, and enhance overall communication within the dental practice.
Features
- Virtual receptionist
- Voicemail transcription
- Overhead paging
- Call forwarding
Pros
- It provides the most affordable options, especially in dental phone systems.
- Ooma provides audio and videoconferencing solutions, catering particularly to the needs of dental offices, ensuring efficient communication.
- Ooma’s comprehensive 24x7 customer support helps the patients connect with the dentists whenever needed.
Cons
- CRM integration is not available in the core plan.
- It may have limitations in terms of scalability for larger or expanding dental practices.
- It requires high internet speed.
Pricing
- Core: $19.95
- Pro: 24.95
- Pro Plus: 29.95
How to Choose the Right Phone System For Your Dental Office?
A great phone system can enhance patient care, improve your dental office’s efficiency, and streamline communication. To make the right choice, keep the following pointers in mind –
- Check if the features and support services align with your clinic’s requirements.
- Learn from user reviews available on review websites like G2 for the real picture.
- Compare prices of the selected systems that look good to you and choose the one that offers the required features within your budget.
- Evaluate what different phone systems offer in their pricing plan, and then choose the one that fits your budget and feature requirements.
- Gauge and select a phone system that has great popularity, won awards in the VoIP industry, and a proven record of offering established services. For instance, G2 has recognized CallHippo as the leader in 2022.
- Do not forget to check the system’s scalability because as your business expands, you’ll need more features to cater to your growing business’s requirements.
- Ensure that your system has the latest top-notch security to safeguard your data and eliminate any breaches or hacking.
You May Also Read : 13 Must-Have Business Phone System Features in 2023
Wrapping Up
Dental phone systems are all you need to efficiently manage your patients’ records, appointments, and cases. That’s why you must invest in one if you’re in the healthcare or dental industry. Make sure to look for the features that in some way ease your patient management process. The major ones are mentioned above.
We understand that choosing a dental virtual phone system is difficult due to the plethora of choices available in the market. The easier way to navigate this is to refer to the buyer’s guide on dental phone service providers and consider the above pointers to make the right choice of virtual phone system.
Frequently Asked Questions
1. What software is used in the dental office?
Dental office phone system and Patient Records Management Dental Software are the two major software used in the dental office.
2. How much does a dental phone system cost?
A robust dental phone system like CallHippo costs around $16 to $40 per user/ month.
3. What is the purpose of a dental call list?
Dental call lists aim to record the phone number(s) of patients who require an appointment and agree to be on the waitlist.
4. What is the best phone system for a dental office?
The best phone system for dental offices is CallHippo, thanks to its comprehensive set of features and affordability.
Updated : June 12, 2024
Supriya Bajaj is a senior content developer with immense experience in the VoIP telephony domain. With a deep knowledge of VoIP systems and emerging technologies in the field, she provides insightful and targeted content. Known for simplifying complex topics and her thought-leadership articles, Supriya delivers actionable content for both technical and non-technical audiences.
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