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Best Business Phone Systems for Medical Offices

Updated Feb 01, 2024
Best for Collaboration
  • Starting price of $20 per month
  • Unlimited calling in United States and Canada
  • 24/7 chat and phone support
  • Starting price of $20 per month
  • Unlimited calling in United States and Canada
  • 24/7 chat and phone support
Best for Telehealth
  • Starting price of $10 per month
  • Unlimited international calling
  • 24/7 web and chat support
  • Starting price of $10 per month
  • Unlimited international calling
  • 24/7 web and chat support
Best for APIs and Customization
  • Starting price of $13.99 per month
  • Unlimited domestic calling
  • 24/7 U.S.-based support
  • Starting price of $13.99 per month
  • Unlimited domestic calling
  • 24/7 U.S.-based support
Best for Multisite Healthcare
  • Starting price of $17.95 per month
  • Unlimited calling in U.S. and Canada
  • 24/7 email, chat and phone support
  • Starting price of $17.95 per month
  • Unlimited calling in U.S. and Canada
  • 24/7 email, chat and phone support
Best for Growing Practices
8×8
8x8 business phone system red logo
  • Starting price of $24 per month
  • Unlimited calls to 48 countries
  • 24/7 web, chat and phone support
  • Starting price of $24 per month
  • Unlimited calls to 48 countries
  • 24/7 web, chat and phone support

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Whether you’re using it to schedule a routine check-up or share sensitive information with a patient, clear and reliable communications are a critical component of running a medical office. A modern cloud-based business phone system offers the calling features, reliability and, in many cases, Health Insurance Portability and Accountability Act (HIPAA) compliance required to communicate effectively with patients, staff and vendors in the medical industry.

The best business phone systems for medical offices of all types provide crystal clear high-definition audio, easy-to-use administrator tools and mobile apps to ensure medical staff can be reached easily when needed. To help medical office owners and administrators find the best business phone system, we’ve analyzed dozens of the industry’s service providers. We’ve based our reviews on each service’s available features, pricing, ease of use, integrations and customer service to arrive at a final score and identify the best use case.

Are you looking for other medical office solutions?

Compare Our Best Picks

BND Ribbon
Our Top Picks for 2024
RingCentral
Nextiva
8×8
Rating9.0/108.8/108.7/109.6/108.4/10
Best use case

Best for Collaboration

Best for Video Conferencing

Best for APIs and Customization

Best for Multisite Healthcare

Best for Growing Practices

Monthly price

$20 – $35 per month

$10 – $20 per month

$13.99 – $27.99 per month

$17.95 – $31.95 per month

Starts at $24 per month

Customer service

24/7 chat and phone

24/7 live web and chat

24/7 phone and in-app

24/7 email, chat and phone

24/7 web, chat and phone

Free trial length

14 days

N/A

N/A

7 days

30 days

Available plans

4

4

3

3

5

Review Link
Scroll Table

RingCentral: Best for Collaboration

  • RingCentral supports comprehensive care behind the scenes with team messaging, tasks and automated notifications.
  • RingCentral facilitates virtual care, allowing patients to meet with their provider over a secure web browser.
  • You can’t mix and match service plans across the organization.
Editor's Rating: 9/10
Visit Site

855-619-0564

Throughout our RingCentral review, the platform excelled as an all-in-one communications tool with effective features for calling, video meetings and messaging. A cloud-based platform, medical professionals and staff can make and receive calls from voice-over-internet-protocol (VoIP)-enabled desk phones, computers, web browsers and nearly any mobile device with a reliable internet connection and appropriate security protocols. As you’ll find with most providers we’ve reviewed, RingCentral is highly reliable with an advertised uptime of 99.999 percent. This is due to a network built on 32 geographically diverse data centers and direct peering with more than 45 carriers and 200 internet service providers.

Medical groups managing large practices with multiple office locations can share resources and collaborate easier with the team chat feature. This digital workspace serves as a centralized location for communications, providing you with access to previous communications, pinned documents and shared files. It’s also easy to flip from a chat to an ad hoc video meeting without switching between software applications or devices. This helps reduce the barriers associated with working remotely or with colleagues in different office locations. RingCentral also collaborates with other popular business software better than most with hundreds of out-of-the-box applications and customization opportunities throughout its app gallery.

Zoom: Best for Telehealth

  • Zoom’s business phone plan comes with the company’s remote video conferencing tools.
  • Unlike most providers, Zoom offers unlimited and pay-as-you-go calling plans.
  • Zoom only integrates with Salesforce, Slack, Microsoft, Google and a handful of contact center software providers.
Editor's Rating: 8.8/10
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For medical offices regularly engaged in video consultations, Zoom could be the natural choice for business phone service. While most providers in this category offer user-based pricing with unlimited calling, Zoom adds another differentiating option with its US & Canada Metered plan. This affordable pay-as-you-go option includes unlimited inbound calling, interactive voice response menus, domestic short message service (SMS), SSO and dozens of calling features. Zoom also offers unlimited and international calling options, both of which are limited by their lack of software integrations.

Medical practices using the virtual integrated care team model will welcome the ability to provide patient care with one of the industry’s highest-quality video feeds we noted for its crisp sound and lack of lag in our comprehensive Zoom review. As part of a larger effort to identify the best business phone systems, we participated in live video meetings with numerous providers and found Zoom’s to have the best performance. All Zoom phone plans let you elevate a call to a video conference. Optional add-ons include toll-free numbers, additional phone numbers, international calling and enhanced analytics for call center teams.

Vonage: Best for APIs and Customization

  • All Vonage unified communications plans include more than 50 calling features and applications.
  • Vonage plans are highly customizable thanks to 18 available add-on features.
  • A one-year minimum contract is required for new Vonage customers.
Editor's Rating: 8.7/10
Visit Site

Vonage is unique in the all-in-one communications platform category with its relatively large number of add-on features and its separate application programming interfaces (APIs) available for its three calling plans. Rather than using features to push customers into a specific subscription tier like you’ll find with most providers in this category, Vonage offers more than 50 basic calling features with the option to add much more on an à la carte basis. Paid add-ons include the artificial intelligence (AI) virtual assistant to reduce hold times and deliver personalized answers, IP phone paging to alert staff and broadcast announcements to patients and virtual extensions to provide remote employees with direct dial numbers.

Vonage’s pay-as-you-go APIs provide an additional level of customization, allowing you to reach your customers efficiently and affordably across messaging, voice, video and other software applications while only charging for what you use. The company’s long list of available APIs includes two-factor verification, SMS, MMS, dispatch, email, reporting, auditing and video which starts at $0.0044 per minute. All Vonage APIs have unique pricing and we highly recommend speaking with a sales representative over the phone to inquire about special pricing in your region.

In addition to paid add-ons and APIs, Vonage also offers 43 free tools for medical offices including SMS and MMS, auto attendant, call flip between devices, call tagging to prioritize numbers and follow-me functionality to ensure you never miss a call when you step away from your desk or building. For user-level customization, Vonage provides an unlimited number of administrator accounts that allow permitted users to customize their voice and video features.

Nextiva: Best for Multisite Healthcare

  • Nextiva lets you mix and match plans, allowing you to provide the right features to different employees in the most cost-effective manner.
  • The system includes capable features to help you provide exceptional service to your repeat customers.
  • Nextiva’s advertised pricing includes discounts only available to medical offices purchasing a minimum of 20 user accounts.
Editor's Rating: 9.6/10
Visit Site

In our comprehensive Nextiva review, the all-in-one communications platform stood out as one of the industry’s easiest systems to implement, manage and use. Nextiva’s call flow building tools utilize a simple drag-and-drop interface, providing a straightforward approach to building logical call menus to effectively route calls based on set business hours, holidays, devices and locations. Nextiva ensures its connectivity with eight points of presence and carrier-grade data centers across North America with 24/7 monitoring alongside the encryption and auditing required for HIPAA compliance.

We think the ability to mix and match plans makes Nextiva one of the best and most cost-effective solutions for larger and multisite healthcare organizations. With this option, you can provide a top-tier plan to the customer-facing offices or individuals within the company who need advanced calling features while saving significantly on recurring costs for others who only need basic business calling services.

8x8: Best for Growing Practices

8x8
8x8 business phone system red logo
  • All 8×8 plans come with a 99.999-percent platform-wide uptime service level agreement.
  • 8×8’s university-style training program ensures new users can make the most of the platform’s features, tools and capabilities.
  • The company does not list its pricing, requiring you to call a sales agent to figure out your total monthly cost.
Editor's Rating: 8.4/10

We think 8×8 stands out in the all-in-one communications field for its well-featured entry-level service plan with robust international calling and video conferencing capabilities. The plan includes unlimited calling to 14 countries, hot desking, integrations, single sign-on (SSO) and a 99.999 percent uptime service level agreement. With the inclusion of high-definition video and audio conferencing for up to 500 participants, most small and growing medical practices will find every important calling feature and tool needed to communicate with patients effectively.

Like Nextiva, 8×8 lets you mix and match plans to provide everyone in a medical office or support role with the appropriate level of service and the option to scale easily as your requirements change. The comprehensive suite of mostly free training tools in 8×8 University includes 16 courses for administrators, supervisors and users to access. While 8×8 no longer lists its pricing, we’ve seen recent promotions for 25 percent off the entry-level X2 plan that usually costs about $24 per month. See our 8×8 review for more pricing details.

Costs of a Business Phone System for Medical Offices

Pricing for cloud-based phone systems is typically based on the number of business user accounts or physical phone locations in a medical office setting. The average starting price for a single-user account is about $15.25 per month. If you’re shopping for a plan with all of the best features, you can expect to spend about $28.75 per monthly user. Discounts are typically offered on a sliding scale with better rates for companies purchasing more than 20 accounts. Many providers also offer discounts as high as 30 percent for annual subscribers.

One exception to the industry standard pricing model is Zoom’s pay-as-you-go metered plan. It starts at $10 per month for unlimited internal calling with additional fees for outbound landline and mobile calls that are billed by the minute.

Business phone add-ons are fairly limited, with most providers encouraging customers to upgrade to a higher-tier plan instead of offering desirable features on a stand-alone basis. Instead, add-on options are typically made available to extend existing features like additional SMS/multimedia messaging service (MMS) communications, international phone numbers and toll-free phone numbers. However, added monthly expenses like the toll-free minute overages, SMS overages and long-distance charges can add up quickly without the right service plan in place.

As a cloud-based system, there’s no hardware to install or need for professional implementation in most business settings. However, most providers offer custom price quotes to cover implementation in an enterprise setting.

Phone hardware is another consideration. While you can use your VoIP phone system through any computer or mobile device, many people prefer working with a traditional office desk phone. VoIP phones, often called IP desk phones, offer the same look, feel and functionality of a traditional office phone with the added features available in a modern phone system. These handsets range from about $100 for a basic model to over $600 for a high-end model with a large color touch screen and camera. Most new phones will arrive preconfigured with all of your user and account settings ready to go. If you prefer keeping your existing phone hardware, you may be able to purchase an IP adapter that will work with your new phone system.

TipTip
Speaking with a live sales representative can be worth the time. If you call toward the end of the month or quarter, you may be able to negotiate a better deal for your business phone service.

Features of a Business Phone System for Medical Offices

Outpatient surgery centers need worry-free communications platforms that can integrate with scheduling tools to keep patients and staff aligned. Community health centers need affordable, HIPAA-compliant communications tools to ensure funding is spent on improving the lives of patients. Nursing homes need advanced routing and interactive voice response menus with flexible features that are easy to manage.

Most cloud-based business phone systems offer dozens of standard calling features, including basic phone menus, extension dialing, toll-free minutes, music on hold, unlimited domestic calling, mobile applications, video and chat communications. However, not every communications feature will be compliant with HIPAA standards, so it’s important to communicate your business needs when signing up for a new phone system to ensure you’re using everything compliantly.

HIPAA Compliance

From voicemail to video consultations, HIPAA is a federal standard for security and privacy to safeguard patient data and information across all forms of communication. Protected information can range from a patient’s name and social security number to their health condition and treatments. HIPAA-compliant phone services provide secure communications that may limit some functionality to protect patient data, including disabling visual voicemail and voicemail to email or text.

While all of the phone systems we’ve selected for medical offices are HIPAA-compliant, it’s important to inform the service provider of your need for medical rules compliance and inquire about a business associate agreement (BAA). Most service providers have a BAA in place for medical offices and no shortage of experience dealing with sensitive patient information on a regular basis. Companies using non-HIPAA-compliant VoIP can be subject to fines ranging from $100 to more than $1 million for a level four violation involving willful neglect without correction.

Software Integrations

One of the best features of a modern cloud-based phone system is its ability to sync and share data with other critical business software, such as a HIPAA-compliant customer relationship management (CRM) system that can be used to make and track appointments and all communications in a medical setting. With the right integrations in place, front-office medical assistants can schedule new and follow-up appointments for patients and visitors quickly and accurately, remind patients of upcoming appointments and manage billing and insurance information to streamline the entire process.

Analytics

You can’t manage what you can’t measure, which is why analytics play such a big role in improving customer outcomes in any business setting. Basic call analytics are included with most entry-level service plans to help business owners and office managers easily identify areas for improvement and reduce customer wait hold times. For larger medical practices with high call volume, advanced analytics that often come with top-tier service plans include tools like heat mapping to help make complex staffing decisions simple with objective data that’s easy for anyone to understand at a glance.

SMS

SMS, more commonly known as text messaging, is an essential feature for medical offices. With HIPAA-compliant SMS, you can send appointment check-in messages along with pre- and post-visit alerts through a secure text messaging channel to keep patients and staff aware of any potential changes. SMS also makes it easy to collect valuable feedback through digital health surveys or develop better doctor-patient relationships with convenient mobile prescription notices, medical reminders and any other important follow-up messages.

Video communications

Most cloud-based business phone system providers include video communication tools ideal for e-visits, medical consultations and therapy sessions. Video limitations with entry-level plans typically include a 45-minute cap on each virtual meeting and the total number of participants, which won’t be a factor in most patient-focused meetings. In behavior and mental health settings, an upper-tier plan may be required to support sessions longer than one hour without interruption or group meetings that involve a large patient base.

Did You Know?Did you know
Major phone service providers understand HIPAA compliance requirements and will work with you to ensure you’re not at risk of a violation through your communications technology.

Choosing a Business Phone System for Medical Offices

Identify the best business phone system for your medical office without worrying you made the wrong decision by sticking to these five steps.

1. Explore the market.

Even if you’re an expert when it comes to running a medical practice, it’s probably been a while since you’ve caught up on the latest business communications features and tools.

We recommend getting up to speed by reading a few online reviews, like what you can find on our best picks page, to get a better understanding of the standard and advanced communications tools and features being offered.

2. Define your needs.

Prices can double between an entry-level and a top-tier plan and it all multiplies quickly as you add more users to your account. Becoming an informed shopper in this category requires a detailed understanding of your communications needs. This includes the number of people who need a user account or phone number and the use of SMS/MMS, toll-free numbers, video conferencing, AI-assisted tools, team chat and customer support.

3. Participate in live demos.

Your phone system can be a significant recurring expense, which is why most service providers are happy to spend time walking you through a live demonstration to sell you on their product and turn you into a long-term customer. While your demo is effectively a sales pitch, it’s still an excellent way to see the product in action with an emphasis on the way you’ll want to use it.

4. Compare prices.

After you’ve narrowed your list down to a few good contenders, focus on the total cost to break the tie and make your final decision. Take special note of any potential fees for overages including international calling minutes to specific countries where rates can vary greatly between providers. If everything else seems even, consider the cost of phone hardware to help land on the provider for your needs.

5. Hold off for a long-term commitment.

The majority of business phone service providers offer decent discounts for annual subscribers, forcing monthly customers to pay a premium. If possible, we recommend signing up for a monthly plan to make sure your phone system meets all of your expectations before committing to a long-term contract. In many cases, early termination fees will apply if you’re not satisfied with the service and decide to leave before the end of your term.

Bottom LineBottom line
With quality service and many similar features available through most providers, price is going to be the largest factor when choosing a business phone system for most medical offices.

Advantages of Business Phone Systems for Medical Offices

Compared to a traditional landline or on-premise private branch exchange, a modern cloud-based or VoIP phone can typically offer all of the same functionality with better features at a lower cost, especially without any hardware to install or maintain. The latest business phone systems are straightforward to implement and manage in-house without the assistance of a dedicated information technology (IT) staff in all but the largest, enterprise-level office settings. Account administrators can quickly and easily make changes to calling menus, phone numbers, extensions, holiday hours, greetings and any other call handling adjustments from the home dashboard.

In addition to exceptional calling features, today’s business phone systems serve as all-in-one communications platforms to support team messaging, video conferencing and SMS/MMS messaging. They also integrate with other popular business tools like your CRM and calendar, creating greater efficiencies when working with patient data.

Flexibility

It doesn’t take a dedicated IT staff or a long call to a phone service provider to make changes to your system. From the administrator’s dashboard, you can update your voicemail, call flow, interactive voice response phone menu, extension and even user accounts quickly and easily. Most platforms offer access to these tools through a computer or mobile device, making it easy to make changes to your phone system and integrations at a moment’s notice. With some service providers like Nextiva, you can mix and match service plans among employees to provide the right features and appropriate expense to the correct individuals within your medical office.

Mobile access

You can access your phone system and use the vast majority of its features using any internet-connected device with the appropriate security features for working with patient data. With extended access, patients can call an office phone line and get transferred to a doctor’s mobile phone, where the doctor can flip the call to a video meeting to provide better service. With more devices to communicate with patients, you can set up multi-device ringing to ensure calls are never missed because someone has to step away from their desk phone for a moment.

Cost

Without on-premise phone hardware to purchase, install and maintain, VoIP phone systems can offer significant hardware and labor savings. As a cloud-based system, they’re also able to deliver unified communications or all-in-one voice, video and messaging services in the same platform. In most instances, basic video and messaging capabilities are included at no additional fee. While long-distance calling rates can vary by provider, country and service tier or plan, most providers include unlimited calling in the U.S. and Canada with all plans.

Service

Cloud-based phone service providers build their networks across dozens of geographically diverse data centers, allowing them to provide uptimes that exceed 99.99 percent. While your service experience could be negatively affected if your internet connection is especially poor, medical offices operating outside of the country’s most rural areas can expect high-definition voice and video service without interruption. In some cases, it’s possible to secure a 100-percent uptime service-level agreement (SLA) with a phone provider to guarantee continuous service without any scheduled downtime. If you do experience downtime, your SLA may allow you to recover some of your phone service expenses.

Efficiency

With the ability to combine customer data with secure voice, video and messaging, modern business phone systems are highly efficient and time-saving platforms. When a patient calls, your integrated CRM can immediately provide you with their relevant information and allow you to schedule a series of appointments to cover everything from pre-checks through post-procedure follow-ups from the same platform.

Did You Know?Did you know
If you’re interested in keeping your traditional office desk phone, you may be able to purchase an IP phone adapter and upgrade your existing phone hardware to work with your VoIP phone number.

Business Phone Systems for Medical Offices FAQs

Most medical facilities use VoIP phone systems with end-to-end encryption, easy in-house management and flexible plans to keep up with changing staff and department needs.

The average price for an entry-level business phone plan for one user is about $15 per month. For a top-tier plan with advanced calling features and tools, you can expect to spend up to $30 per monthly user.

RingCentral, Nextiva, 8×8, Zoom and Vonage have the security and features needed by medical offices of all sizes and specialties.

Any phone system with the right security measures in place can be compliant with HIPAA regulations. In business phone settings, this typically means adhering to specific data securing measures and disabling features like visual voicemail, voicemail to email, voicemail to text and some virtual fax settings.

While SMS/MMS texting is not a HIPAA-compliant form of communication, you can use a mobile device for HIPAA-compliant voice and video calling.

Jeff Hale
Contributing Writer at businessnewsdaily.com
Jeff Hale is a writer and editor based in San Diego with a background in business development and marketing. He has identified new market opportunities for Fortune 500 companies and developed communications strategies and digital branding for tech startups and small businesses. Jeff covers emerging technologies and business solutions with a focus on efficiency and growth. He holds a Bachelor’s degree in English from the University of California, Irvine, and an MBA from Chapman University.
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