If you run a medical practice, you want to be sure that your phone system is fully in order. Any missed calls could result in serious problems for your patients, or cause your patients to look elsewhere.
Therefore, you need to find a system that will truly suit your needs. One of the first things you want to make sure of is that whatever you choose is compliant with HIPAA regulations. The Health Insurance Portability and Accountability Act is a law that protects sensitive patient information from being disclosed. This applies to everything from basic personal data to anything related to a patient’s history. Therefore you should look for a HIPAA compliant phone service.
What specific features should you look for in a phone system?
Digital and Internet-based Systems
If the system that you’re looking for is only to be located in the physical space of your practice, you might consider getting a digital one. The way that digital phone systems work is that they route call traffic over an Internet Protocol. They use this Internet Protocol to send and receive voice communications.
This system involves the use of a box that you place somewhere on the wall, and it connects to your phone lines throughout your practice. These systems are known to be reliable ways of transmitting communications.
An Internet phone system, on the other hand, is a virtual phone system that is not physically located in the practice, but rather has a base in a data center. This center could be located anywhere. This would relieve you of the restriction of having a system that is physically limited to your practice itself. However, if there are Internet disruptions, you might face missed calls.
Consider a hybrid system
There is also the option of a hybrid system, which would combine features of both the other systems. Ideally, it is a good idea to have your phone system connected to your larger computer network so that you can access patient information when necessary. Being able to pull up patient information right away not only streamlines the calling process, it also increases your professionalism and lends you credibility with your patients.
It would also be a good idea to have an automated system on your website with certain kinds of information available. You might consider the use of a chatbot that you can program to help patients with questions that might have while your office is closed. You can also create links to sites where public health information is available. The more you can do for your patients that will help them immediately with problems or questions they might have, the better it will be for your practice.
The choice of systems that you make is up to you. Think about the needs that you have with regard to your hours, available staff, and the reliability of your Internet connection. And to whatever degree possible, try to triangulate your methods so that patients can have questions answered through different means.