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Updated May 17, 2024

Best Phone Systems for Dental Offices

Dental offices need reliable and secure communications, and that’s where our picks for best business phone systems come in.

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Jeff Hale, Business Operations Insider and Senior Analyst
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This guide was reviewed by a Business News Daily editor to ensure it provides comprehensive and accurate information to aid your buying decision.
Best for Collaboration
RingEX
RingCentral company logo
  • Tons of integrations
  • Great reporting tools
  • AI-powered meeting insights
USALinks to RingEX
Visit Site

855-619-0564

  • Tons of integrations
  • Great reporting tools
  • AI-powered meeting insights
Best for Multisite Healthcare
Nextiva
Nextiva company logo
  • Easy call flow builder
  • 24/7 customer support
  • Mix-and-match plans
USALinks to Nextiva
Visit Site
  • Easy call flow builder
  • 24/7 customer support
  • Mix-and-match plans
Best for Growing Practices
8×8
8x8 business phone system red logo
  • Unlimited calling to 48 countries
  • HD video calls with 500 people
  • Mix-and-match plans
  • Unlimited calling to 48 countries
  • HD video calls with 500 people
  • Mix-and-match plans
Best for Video Conferencing
Zoom
Zoom company logo
  • Pay-as-you-go plans
  • Low annual fees
  • 24/7 customer support
USALinks to Zoom
Visit Site
  • Pay-as-you-go plans
  • Low annual fees
  • 24/7 customer support
Best for Application Programming Interfaces (APIs) and Customization
Vonage
Vonage company logo
  • More than 40 standard features
  • 99.999 percent uptime reliability
  • Toll-free and 1-800 numbers
USALinks to Vonage
Visit Site
  • More than 40 standard features
  • 99.999 percent uptime reliability
  • Toll-free and 1-800 numbers

Table of Contents

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When choosing the best business phone systems for dental offices, our team of small business experts attended live demonstrations, conducted hands-on testing, and thoroughly researched the leading solutions on the market. We started by examining pricing and plans to determine the best value for each budget. We also examined the setup process and whether vendors offered additional support during installation. Then, we looked at security features to ensure each platform offered HIPAA compliant communications for securing patients’ information. Finally, we analyzed customer reviews to find out what each company’s existing users had to say about their experience. Learn more about our methodology.

Business phone systems offer dental offices secure voice-over-internet-protocol (VoIP) services with the Health Insurance Portability and Accountability Act (HIPAA) compliance assurances and advanced communications features needed for efficient operations. With a modern phone system, offices can set up automated reminders to keep preventive care patients aware of upcoming appointments. You can also send multimedia messaging service (MMS) notifications easily to ensure patients fill out their required forms ahead of time. With clear communications and reliability that typically exceeds 99.999 percent connectivity, VoIP platforms offer many advantages over their traditional landline counterpart.

The best business phone systems for dental offices provide clear audio across a multitude of devices, intuitive administrator tools and customer relationship management platform (CRM) integration to improve the customer experience. To help dentists and dental practice owners identify the right phone system for their needs, we’ve examined and tested dozens of VoIP business phone platforms. Our reviews are based on each provider’s communications features, price, ease of use, integrations and customer service. We’ve also provided the best use case to highlight each provider’s strongest features in a competitive industry with many similar offerings.

Compare the Best Business Phone Systems for Dental Offices

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Our Top Picks for 2024
Nextiva
8×8
Rating9.3/109.5/109.2/108.8/108.7/10
Best use case

Best for Collaboration

Best for Multisite Practices

Best for Growing Practices

Best for Telehealth

Best for APIs and Customization

Monthly price

$20 – $35 per month

$17.95 – $31.95 per month

Starts at $24 per month

$10 – $20 per month

$13.99 – $27.99 per month

Customer service

24/7 chat and phone

24/7 email, chat and phone

24/7 web, chat and phone

24/7 live web and chat

24/7 phone and in-app

Free trial length

14 days

7 days

30 days

N/A

N/A

Available plans

4

3

5

4

3

Review Link
Scroll Table
RingCentral company logo
  • RingCentral integrates with many dental industry and healthcare software applications.
  • RingCentral supports virtual dentistry through enterprise-grade high-definition (HD) video accessible on mobile, desktop and web browsers.
  • You can’t mix and match RingCentral MVP plans across your business phone system account.
Editor's Rating: 9.3/10
Visit Site

855-619-0564

In our RingCentral review, the unified communications platform excelled across voice calling, video conferencing and team messaging. The cloud-based business phone system is well-designed for dental practices sharing resources across multiple office locations and dentists with remote support staff thanks to its many collaborative features.

RingCentral’s software effectively functions like a digital workspace, providing a centralized location for all of your communications including shared files, client notes and team messages. With access available from nearly any internet-connected device, staff can interact with customers, vendors and each other through VoIP desk phones, tablets, computers, web browsers and smartphones. With a HIPAA-compliant plan, all of your available communications are encrypted and secure, ensuring your team can protect private patient information and avoid any costly compliance fines.

When it comes to software collaboration, RingCentral is an industry leader with hundreds of native integrations available in the app gallery including more than 20 healthcare and dental industry software applications. RingCentral’s service is highly reliable with an advertised uptime of 99.999 percent, meaning you won’t have to worry about dropped calls or scheduled downtime interrupting your service. The company can accomplish this with its vast network of 32 geographically diverse data centers, bolstered by more than 45 carriers and 200 internet service providers.

Nextiva company logo
  • Nextiva is one of the easiest business communications platforms to implement, manage and use.
  • You can mix and match plans to build a cost-effective phone system that’s perfectly suited for all of your employees.
  • Nextiva’s advertised pricing is only available to businesses purchasing a minimum of 20 user accounts.
Editor's Rating: 9.5/10
Visit Site

In our in-depth Nextiva review, we felt the all-in-one voice, video and messaging platform worked wonderfully in multisite healthcare settings thanks to its HIPAA-compliant features and ability to mix and match plans. When dealing with larger organizations spread across multiple office locations, many providers force you into a one-size-fits-all plan that either overcharges many employees with limited calling needs or underperforms for those with customer-facing roles. With Nextiva, you provide your front office staff with every advanced calling feature imaginable while saving money on a less expensive plan for members of your accounting and marketing staff who don’t spend much time engaging directly with patients.

Nextiva is one of the most user-friendly business phone platforms we’ve reviewed with an intuitive drag-and-drop interface that makes it easy to design your call menus and route incoming calls to the correct locations across the country. Nextiva advertises an uptime of 99.999 percent, which is achievable through carrier-grade data centers with eight points of presence across North America and 24/7 monitoring to ensure continuous service. Nextiva’s dental clients will be provided with a comprehensive business associate agreement (BAA) outlining the company’s covered services, policies and procedures to maintain compliance under HIPAA.

8x8 business phone system red logo
  • 8×8 has one of the best entry-level plans with many advanced calling features included.
  • All 8×8 plans come with a service level agreement to guarantee 99.999 percent system uptime.
  • The company no longer lists its pricing publicly, which means you’ll need to work with a sales agent to determine your total expense.
Editor's Rating: 9.2/10

In our full 8×8 review, we found the provider’s feature-rich entry-level plan with exceptional video conferencing capabilities paired with the ability to mix and match plans make it an excellent choice for growing dental practices. For a small business, the X2 plan includes many advanced features typically reserved for middle- and upper-tier plans with other providers. These include unlimited users, 24/7 support, unlimited calling in 14 countries, hot-desking, single sign-on, video conferencing with up to 500 participants and a 99.999 percent platform-wide uptime service level agreement. While the company no longer lists its pricing publicly, you can usually find promotions for 25 percent off the entry-level X2 plan that costs around $24 per month according to our historical pricing information.

8×8 offers up to 65 integration options for its unified communications and call center plans, covering everything from essentials like Google Workspace and Microsoft Teams to popular CRMs and customer experience applications. As your practice grows and your needs evolve, 8×8 makes it easy to add new lines, phone numbers, extensions, users and office locations at a moment’s notice. While proper training can be a challenge at fast-growing companies, you can lean on 8×8 University’s 16 free self-paced and paid instructor-led courses to teach new employees how to utilize their communication tools effectively.

Zoom company logo
  • All Zoom Phone plans include access to the company’s video conferencing tools that are ideal for virtual dentistry.
  • Zoom is the only provider we’ve reviewed with a metered, pay-as-you-go calling plan.
  • Zoom’s integrations are limited to Google, Microsoft, Salesforce, Slack and a few contact center software providers.
Editor's Rating: 8.8/10
Visit Site

Anyone offering virtual dentistry services will want to consider Zoom’s phone plan that includes free access to its better-than-average video conferencing tools. We participate regularly in live video demos as part of our ongoing review process and have found that Zoom provides the best meeting experience with crisp audio and clear video—both essential considerations when working with dental patients remotely. In our comprehensive Zoom review, we noted how the company goes against the industry norm with its metered, pay-as-you-go plan. For $10 per month, you get unlimited inbound calls with additional fees for outbound calls at 3.76 cents per minute in the United States. Zoom also offers unlimited and international plans for $15 and $20 per month, respectively.

All Zoom phone plans include 24/7 customer support and a decent list of essential features including unlimited auto attendants and interactive voice response (IVR), three-way calling, call park, call flip, hot desking and toll-free numbers. While Zoom may not have as many advanced calling features as some of its competitors, the platform covers all of the basic tools well enough to completely satisfy most dentist offices. However, one area where Zoom struggles to compete is its relatively small list of integrations: Google, Microsoft, Slack, Salesforce and a handful of contact center applications.

Vonage company logo
  • Vonage offers 18 paid add-on features, far more than any other business phone service provider we’ve reviewed.
  • You’ll only pay for what you use with Vonage’s Communications APIs.
  • New Vonage customers will need to commit to a one-year contract.
Editor's Rating: 8.7/10
Visit Site

Much like Zoom, Vonage separates itself from the standard unified communications product structure and fees by offering a multitude of add-ons and a separate API option to customize your business phone system completely. While most providers place many of their advanced and popular features in middle- and upper-tier plans—often forcing customers to pay for many features they don’t necessarily want—Vonage lets you add a few of those desirable features to any plan that fits your budget and requirements best. All plans include more than 50 standard features with 24/7 customer service, business short message service (SMS), team messaging and video conferencing. Vonage also offers 18 paid add-ons including its artificial intelligence (AI) virtual assistant, IP phone paging and toll-free company numbers.

Vonage’s pay-as-you-go communications APIs are available to provide an additional layer of customization with tools to support voice, video, MMS and verification. Pricing varies by product, but you’ll only pay for what you use. The company’s most expensive option, Verify API, costs 5.4 cents per successful verification. The least expensive option, in-app messaging, costs less than a cent per message sent. If you’re interested in custom APIs, we highly recommend you speak with a trusted web developer and a Vonage representative to get a better understanding of the full cost of implementing any custom solutions.

Costs of a Business Phone System for Dental Offices

Most VoIP phone providers base their pricing on the number of user accounts with discounts available for businesses purchasing more than five accounts and annual subscribers. Based on our reviews, the average starting price for a single-user account is $15.25 per month.

At the top end in terms of available features and cost, the average monthly cost is $28.75 per user. While most providers offer a range of unlimited calling plans separated by different communication features, Zoom is one of the few providers to offer a pay-as-you-go calling plan starting at $10 per month for unlimited inbound calls with per-minute fees for outbound communications.

Add-ons are few and far between with business phone system providers. In most cases, add-ons are used to purchase additional toll-free numbers and international calling numbers. Instead, a solid assortment of essential features are typically included in entry-level plans with advanced features included in upper-tier plans. One service provider that goes against the industry standard is Vonage, which offers 18 paid add-on features and a separate API product, making it one of the most customizable options available.

The only other major expense to consider is the cost of purchasing optional IP-compatible office phones or VoIP adapters if you want to continue using your existing telephone hardware. As a cloud-based system, it’s possible to take and make phone calls from any internet-connected device including desktop computers, laptops, tablets and mobile phones. If you purchase new business VoIP phones from any of the major service providers, they’ll arrive preconfigured for your account. All you’ll need to do is plug them in and log in with the appropriate credentials.

With no hardware to manage, you won’t need to worry about installation costs. Implementation and system administration are considered relatively easy and don’t typically require the assistance of information technology (IT) staff. For dental offices with unique or complex requirements, professional implementation is available from most providers for an additional fee that requires a personal consultation.

TipTip
While it’s fast and easy to purchase a new business phone system online, it might be worth the time to call a sales representative over the phone. If you’re willing to make a purchase near the end of the month or quarter, you could negotiate better terms with a motivated sales agent.

Features of a Business Phone System for Dental Offices

Dental practices can benefit immensely from a reliable and HIPAA-compliant phone system with advanced calling features. Potential headaches are reduced with HIPAA-compliant accounts that have functionality guardrails to protect sensitive patient information. With available integrations, small practices can spend more time on patient care by setting automated reminders for regular checkups scheduled months ahead of time. Larger practices with multiple office locations can implement interactive voice response menus and advanced routing features to ensure patients, vendors and insurance companies can reach the right person quickly.

Small practices looking for a simple but effective phone system will likely find all of the calling features they need with an entry-level plan. Most plans at this level include basic calling features like caller ID, extension dialing, call menus, music on hold and unlimited domestic calling. It’s important to note that many features including SMS, verbatim audio capture and some chatbots and messaging channels are not HIPAA-compliant.

HIPAA Compliance

Fines for using non-HIPAA-compliant VoIP range from $100 to more than $1 million for the most serious offenses. To ensure you’re protecting sensitive patient information during communications, it’s important to find a HIPAA-compliant phone service provider. Most business phone service providers and all of the ones we’ve reviewed offer HIPAA-compliant services. Many have BAAs for medical and dental offices as well as limited functionality to ensure secure communication. This legal agreement outlines the service provider’s knowledge and responsibility to protect all patient data. Feature limitations may include disabling visual email, voicemail and texting.

Software Integrations

The ability to integrate your phone and CRM platforms opens a world of new opportunities to improve customer outcomes. Next to legal compliance, integrations are arguably the most valuable part of a modern phone system. Front office staff can provide personalized service to inbound callers thanks to immediate access to their previous visits, future appointments and account notes. Automated scheduling tools can send appointment reminders to patients for regular checkups or help ensure they’ve completed their required paperwork before the office visit. Integrations for CRMs and other business applications may require a middle-tier plan with some providers.

Video Communications

In addition to phone service, most business phone providers include free but limited video conferencing that may be ideal for virtual dentistry. As telehealth grows in the medical field with increasing visits for general practitioners, nurses and mental health specialists, more dental patients are seeking detailed advice outside of business hours. Many dental insurance providers, including Delta Dental, provide coverage for virtual dentist visits. With the right video and photo tools, dentists can evaluate and solve many oral issues and dental concerns. This can include identifying cavities, gum disease, chipped teeth and issues leading to pain and swelling.

IVR

IVR menus direct callers based on the answer they provide through the keypad or voice response. They help reduce the time front office staff fields repetitive questions, freeing them to focus on providing service to patients in the office and callers who require a personal touch. IVRs are easy to set up and manage through the administrator’s dashboard. Most dashboards include basic templates you can modify and set up wizards to help guide you through the implementation process. You can set custom rules for certain hours to ensure callers are always directed to the right place and able to reach a human in an emergency situation.

Analytics

The easiest improvements in business come from objective data highlighting areas in need of improvement. Basic call analytics included with most entry-level plans provide a clear path to incremental improvement in areas like customer wait times, efficient staff scheduling and missed calls. The advanced analytics included with many top-tier plans help simplify complex data with heat mapping tools to visualize data and spot trends in an instant. As a dentist, you can get a clear snapshot of your business at any point with real-time reporting on metrics, including call time, handle time, abandonments, answer speed and agent availability.

Did You Know?Did you know
Business phone service providers are well-versed in HIPAA compliance and offer comprehensive BAAs addressing their services with guarantees to protect patient data per HIPAA requirements.

Are you looking for other medical office solutions?

Choosing a Business Phone System for Dental Offices

Make a worry-free decision when selecting your next business phone system provider by following these five simple steps.

1. See what’s out there.

If you’ve been busy becoming your region’s best periodontist or oral surgeon, you probably haven’t paid close attention to the recent innovations and features available in today’s all-in-one communications platforms.

We recommend new shoppers spend some time reading online reviews to see how this product category has evolved in recent years. If it’s been a long time since you’ve switched to a new business phone service, you may be surprised by many of the AI-powered, time-saving features being added to communications platforms.

2. Define what you need.

Most business phone plans offer a similar list of features and competitive pricing. However, many of those features are spread differently across service providers, making it difficult to compare pricing in an apples-to-apples manner. Rather than sort through service tiers from different providers to find the right plan, we recommend making a list of your top communications requirements and features. Once you’ve taken the time to define your requirements, you’ll be able to find a phone system capable of serving you and your patients properly.

3. Schedule a demo.

As a long-term recurring expense, it’s important to find the right business phone provider. Most companies will work hard to turn you into a long-term customer, usually with a live demonstration. Although live demos are essentially a sales pitch, they still provide an opportunity to see all of the communications features in action with examples specific to your business needs.

4. Compare prices.

If you’ve made it through the first three steps, then you’ve narrowed down your search from dozens of phone service providers to a few final contenders. If all things seem about equal at this stage, feel free to let price dictate your decision. Be sure to pay special attention to potential overages, especially if you’re making international phone calls.

5. Start with monthly terms.

Before you make a long-term commitment to any provider, consider signing up for a monthly plan if possible. While annual plans come with discounts as high as 30 percent, they often include early cancellation fees equal to the full term’s price. After you’ve paid for your service for a month or two and you’re still satisfied, you can move to a discounted long-term plan and, hopefully, never think about changing your phone service provider again.

Bottom LineBottom line
As with most business technology providers in a competitive industry, quality and service are similar to most major providers. That’s why price is usually the largest determining factor when choosing a business phone system.

Advantages of Business Phone Systems for Dental Offices

Modern VoIP phone platforms provide many advantages over traditional copper landline and on-premise private branch exchange systems. Today’s cloud-based systems deliver comprehensive communications services for secure voice calls, team messaging, MMS and video conferencing. You can typically access all of your communications features and tools on any internet-connected device including desktop computers, laptops, tablets, web browsers and mobile phones. Without any hardware to install or maintain, the systems are relatively easy and inexpensive to manage from your administrator’s dashboard. With integrations capable of connecting your VoIP phone system to the rest of your business applications, you can maintain a single source of information for all of your customer-touching data.

Cost

With the ability to combine many communications features and eliminate costly hardware installation and maintenance, VoIP phone systems are about 50 percent less expensive than older business phone technologies. While cloud-based systems include ongoing monthly fees, there are no added expenses to upgrade hardware or pay IT specialists to make changes to your system. In many instances, you can mix and match plans to provide some employees with more features at a higher cost while spending less on other employees who don’t require the same communications features and added expense.

Scalability

Cloud-based phone systems are highly flexible platforms that make it easy to implement and make changes as needed. Whether you’re adding a new employee, removing a phone line, updating the call menu or upgrading to a better plan, you can accomplish it from your administrator’s dashboard. Most dashboards are intuitive and designed with the first-time user in mind with installation wizards and easy-to-use templates for setting up your system. Once you’re up and running, it’s easy to make changes using the same guided menus to assist you at every step along the way.

Reliability

When VoIP technology was launched in the mid-1990s, it was limited by low-speed internet. However, modern broadband connections can deliver clear HD audio and video with near-perfect reliability. Even with inclement weather or power failures, you’ll still have access to your VoIP communications so long as you have a Wi-Fi or cellular signal. Most service providers advertise 99.999 percent reliability thanks to geographically diverse data centers that eliminate outages and scheduled downtime effectively. In many instances, you can find service-level agreements to guarantee zero downtime or service interruptions.

Improved customer service

All-in-one communications platforms offer a wide assortment of time-saving features that can improve customer outcomes. With CRM integrations available through most providers, you’ll have relevant patient information at your fingertips as soon as you answer an incoming call. Front office staff will be able to provide personalized service to returning patients. Other tools like automated MMS allow you to send reminder notifications about upcoming appointments and provide links to documents for new patients to complete.

Mobile access

From occasional emergency calls to full-time virtual dentistry, the ability to engage with patients and staff outside of the office is a major advantage for many dental practices. All of the business phone providers we’ve reviewed include free mobile apps for Android and iOS with every plan. Since calls come through the app, it’s easy to distinguish between business and personal calls on any mobile device. In most cases, the mobile experience and functionality are nearly identical to their desktop and web browser counterparts. Many providers offer features like call flip that let you move calls between devices seamlessly.

Did You Know?Did you know
Switching to a cloud-based phone provider doesn’t necessarily mean leaving your old desk phones behind. In most instances, you can purchase an IP phone adapter and keep using your older phone hardware with your new VoIP phone number

Business Phone Systems for Dental Offices FAQs

With a cloud-based phone system, dental receptionists can answer calls from desk phones, computers with a headset, mobile phones and other devices with a connection to the internet.

Identifying areas for improvement is easier with objective data. The analytics provided by modern phone systems can help dentists schedule staff efficiently by highlighting the busiest times of the day, month and year.

Yes, most business phone plans include free mobile applications that let you use any device running on Android or iOS as a VoIP phone.

You may be able to purchase an IP adapter that will allow you to use older traditional landline desk phones with VoIP phone systems. IP adapter prices range from $35 to more than $100.

When you call a dentist, you might just be speaking to them through their mobile app from RingCentral, Nextiva, 8×8, Zoom or Vonage. All of these providers have mobile apps for business phone systems used by dentists.

author image
Jeff Hale, Business Operations Insider and Senior Analyst
Jeff Hale is a communications and content marketing expert with extensive experience leading teams as a managing editor. He has deep knowledge of B2B communications technologies, including business phone systems and customer relationship management (CRM) software. Jeff is also an entrepreneur who knows the realities of launching and managing a small business, where he serves as a Content Director and SEO Consultant. In his role as an entrepreneur and professional, Jeff has identified new market opportunities for Fortune 500 clients and developed communications strategies and digital branding for tech startups and small businesses. Jeff holds a Bachelor’s degree in English from the University of California, Irvine, and an MBA from Chapman University.
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