Modern dental practices are responsible for maintaining patient records, scheduling appointments, billing insurance companies, growing their practice, and more–all on top of providing quality care.
Dental phone systems are designed to address all these concerns in one unified digital space. But what exactly is a dental office phone system, and how is it different from other business communication tools?
How to Choose a Phone System for a Dental Office?
When selecting a phone service for your dental office, first consider your practice’s needs, budget, and business goals.
Here are some considerations when researching dental phone system providers:
- Pricing: When finding a platform that falls within the company budget, make sure to look into hidden costs such as add-on features, porting, installation fees, etc.
- Day to Day Operations: Practices wanting to improve operational efficiency should look for providers offering features like pre-filled patient forms or patient self-service portals to automate data collection and routine business processes
- Patient Friendly Features: Those needing to improve customer satisfaction and the overall customer experience should choose a dentistry platform offering video telehealth options, two-way doctor-patient SMS, and automated appointment reminders
- Cloud-Based vs. On-Premises Systems: Cloud-based systems are generally more flexible, scalable, and cost effective, but for large enterprises that need a high level of security and control, an on-premise solution may be preferable
- Scalability: Dental providers focused on growth should select platforms with the ability to handle high call volume along with campaigning tools like review collection, bulk email/SMS, and social listening
- Security and HIPAA Compliance: Any business dealing with patients and medical records will need to ensure that the platform is HIPAA compliant, but some phone systems provide additional security measures such as end-to-end encryption, multi-factor authentication, and single sign on
- Integrations: Businesses should ensure the platform you choose integrates with any software your office wants to continue to use such as CRMs and patient records software
Best Dental Office Phone Systems
Below are some of the best phone systems for dental offices.
Weave
Weave is a voice over internet protocol (VoIP) provider that caters specifically to businesses that offer professional services such as dental and medical organizations. Weave’s platform includes voice, text/SMS, and efax functionality as well as specific features to help dental offices expand their outreach and improve customer service.
Key Features
Here are some of the key features that Weave offers to benefit Dental offices:
- Automatic Appointment Confirmation: Lets patients confirm their own appointments by responding to simple, automated texts with automated appointment reminders
- Payment Processing: Enables users to collect payments from clients via payment terminals, text to pay, or manual card entry
- Insurance Verification: Enables users to verify a patient’s insurance either automatically or on the spot
Pricing & Plans
Weave offers three different pricing plans ranging from $279 to $349+ per month. All plans come with five free Yealink voip phones (rentals). Additional phones can be rented with a $4 service charge per phone. All plans are month to month and there are no contracts. There are also no usage or per user fees. All plans are flat monthly rates.
Reliability & Security
Weave does not offer a guaranteed uptime SLA, but it does offer several security features including HIPAA compliance, data encryption and multi-factor authentication.
Patient Experience
Weave provides several features and automations that enable dental offices to provide a better patient experience. Weave can be used to administer customer surveys, allowing businesses to gain valuable insight into the patient experience and make adjustments. Automations can also be used to provide proactive patient care such as reminding patients when they are due for a visit. Weave incorporates several communication channels (phone, text, and email) so that patients can receive more personalized care and communicate on the channel they prefer.
Reporting and Analytics
Weave analytics includes call intelligence which analyzes call transcripts and identifies action items such as appoinment requests. Key metrics such as total missed/answer calls, cancellations, average time between treatments, and more are also tracked to provide deep insights.
Best for
Weave is best for small businesses that are looking to expand their outreach, improve customer service and streamline operations. As a young provider without a guaranteed uptime, Weave is not suitable for large enterprises or remote/hybrid teams. It should also be noted that Weave does not offer video conferencing so it is not an option for practices looking to implement telehealth.
RevenueWell
RevenueWell is an all-in-one business communication and marketing platform built specifically for dental offices. RevenueWell combines basic VoIP features such as two-way text and voicemail-to-email, customer service features such as online scheduling and marketing features such as review collection and social media listening so that dental organizations can improve operations, find new patients and serve customers better under one pane of glass.
Key Features
Here are some of RevenueWell’s key features:
- Reputation Management: Continuously monitors major search engines for reviews of the business
- Automatic Communications: Enables users to create custom messages such as welcome packets that are sent to all patients in accordance with predetermined rules
- Messenger: Allows users to send and receive texts via their main business phone number with short codes
- Virtual Visits: Video meetings are HIPAA compliant, can be launched directly from a patient’s profile, and are supported by all major browsers and mobile phones
- Forms: Users to create digital forms using a simple drag and drop builder
Pricing & Plans
Unfortunately, RevenueWell does not include pricing information on their website and they must be contacted for a custom quote. Plans include patient campaigns, two-way texting, practice analytics, online scheduling, payment processing, and more.
Reliability & Security
RevenueWell does not offer an uptime guarantee but has a fairly consistent uptime of 99.88%. RevenueWell also does not offer much information about security measures beyond that its platform is HIPAA compliant including file sharing and video conferencing.
Patient Experience
RevenueWell excels in patient engagement with tools like reminders and recalls (including expiring benefits reminders), online scheduling, and a patient portal that allows patients to review their medical information and appointment status whenever they like. RevenueWell also offers social media management, making it possible for patients and potential patients to communicate with the office on their preferred social media platforms. Reputation management tools enable dental practitioners to keep a close eye on patient experience reviews and make adjustments as needed.
Reporting & Analytics
RevenueWell's platform supplies one source for multiple data points such as new patients, lost patients, appointment attendance, etc. KPIs are displayed in aesthetically pleasing visual displays to help business owners view the overall health of the organization at a glance or drill down for individual patient details. Admins can call or text patients directly from Insights.
Best for
Startups and small dental practices that want to use digital forms and teledentistry, as well as build their business via social media listening and review monitoring/collection.
RingCentral
RingCentral is one of the oldest providers in the unified communications space. RingCentral’s VoIP phone system is a great choice for dentist offices because it offers a high level of call quality and security. RingCentral also offers many integrations and features that are useful to dentist practices in particular such as telehealth and toll free numbers.
Key Features
Here are some of RingCentral’s key features:
- Telehealth: Enterprise grade VoIP security (including end-to-end encryption), powerful AI capabilities, and HIPAA compliance with live transcription, AI-powered noise reduction, and screen sharing capabilities
- Team Messaging: Allows for instant messaging, file sharing, group messaging and task assignment.
- Interactive Voice Response (IVR): Users set up a custom IVR menu that will determine the purpose of a caller through a series of automated questions and choices, such as “billing inquiry” or “scheduling an appointment”
- Dentistry Integrations: Includes niche applications such as AppointmentReminder, Flex Dental, YAPI, and Sikka call optimizer.
Pricing & Plans
RingCentral offers three pricing options for its platform ranging from $20 to $35 per user, per month when paid annually. Month to month pricing ranges from $30 to $45 per user per month. All plans include an AI-powered assistant and video conferencing.
For more information please see our detailed RingCentral pricing guide.
Reliability & Security
RingCentral is known for its high level of security and reliability. Security measures include single sign on, AI-powered spam blocking, and end to end encryption. Compliance includes HIPAA, HITRUST, and GDPR. RingCentral has a guaranteed 99.999% uptime.
Patient Experience
RingCentral offers one of the best telehealth experiences. It's video conferencing software includes a number of patient friendly features such as closed captioning, emoji reactions, virtual backgrounds, and more. For patients that prefer to communicate over the phone, RingCentral's AI assistant takes real-time notes and captures actions, meaning that office workers can focus on connecting with the patient.
Reporting & Analytics
RingCentral's analytics platform is robust with real-time QoS reports and alerts, live queue management, and business and adoption analytics. Users can explore historical trends and patterns, build custom interactive reports, or choose from dozens of pre-defined reporting templates. All plans include call log and QoS reports, but only the Ultra Plan includes the most advanced business analytics. Real-time call queue management is available as an add-on.
Best for
RingCentral is a reliable, secure and robust platform that is best for large organizations and dental practices that have multiple locations and a high call volume.
Zoom
Zoom is a cloud-based phone system that combines video meetings with VoIP features and team chat. Zoom offers a comprehensive telehealth package that is aimed at helping practices connect with patients, increase global collaboration, and improve customer service. Zoom can also be helpful for community outreach with its Events and Webinars solutions which can be used to create continuing education courses, patient events, or industry seminars.
Key Features
Here are some of the key features that Zoom offers for dentistry practices:
- Zoom TeleHealth: Highly secure with E2EE, admin controls, and HIPAA compliance and a number of prebuilt workflows such as patient check-in, virtual patient visit, outpatient workflows, etc.
- Zoom Rooms: Software-based room system allowing users to bring HD video meetings into any space such as patient rooms, administrative offices or a front desk reception area. Devices can be set up in a permanent room or on a mobile cart
- SMS/Texting: Send and receive text messages using a cell phone, desktop, or laptop. SMS can also be used with a call queue or auto receptionist
- EHR Integrations: Zoom integrates with EHRs like Epic and Cerner for seamless workflows as well as patient intake apps such as Phreesia. Zoom also allows for custom integrations with other vendors using APIs
Pricing & Plans
Zoom Workplace offers two plans ranging from $13.33 to $18.32 per user, per month. Zoom Rooms starts at $499 per year, per room. Add ons include Zoom Workplace for Healthcare, Conference Room Connector, Zoom Scheduler, translated captions, and more.
For more information, please see our detailed Zoom pricing guide.
Patient Experience
Zoom's new and powerful AI Assistant (AI Companion) allows companies to automate much of the time consuming office tasks so that they can focus on providing stellar patient experiences. The Zoom Workplace for Healthcare add-on includes a tailored lexicon trained on healthcare dictionaries, extended knowledge with access to internal and external sources, and personal coaching to help agents provide a stress-free patient experience. Zoom's video conferencing platform is also one of the most reliable in the space to provide excellent telehealth experiences.
Reporting & Analytics
Zoom includes reporting and analytics across channels, tracking metics such as usage and adoption, meeting quality, location, and client feedback. Zoom's Power Pack add-on offers real-time and historical reporting on call queue activity, wait times, and SLAs.
Reliability & Security
Zoom Phone is encrypted with 256-bit AES-GCM encryption, and can integrate with paging systems, emergency broadcast systems, and physical phone devices from a variety of manufacturers. Zoom Phone also includes nomadic E911 which allows users to contact emergency services from any location while simultaneously alerting an internal safety team. Zoom is HIPAA, GDPR and PIPEDA/PHIPA compliant.
Best for
Zoom is best for small practices and SMBs that are mostly interested in implementing telehealth/teledentistry. Unlike solutions such as Weave and RevenueWell, Zoom does not have any native marketing or dental practice management software. Zoom is very affordable compared to competitors and it therefore a great choice for smaller practices that need to keep overhead costs low but need a reliable and secure business phone system with text and video capabilities.
Nextiva
Nextiva is a top VoIP provider that offers a secure and reliable platform. It caters to a wide variety of industries including healthcare. Nextiva’s healthcare clients include AllianceMed, DeLaTorre, and Standards Home Health. Nextiva’s platform is HIPAA compliant and includes many features that are beneficial to dental practices such as video conferencing and auto attendant. Nextiva also offers 24/7 live customer service to all users.
Key Features
Here are some of the key features that Nextiva offers which are helpful for dental offices:
- Video Conferencing: HD quality video conferencing platform is HIPPA compliant, simple to use, and includes many features like video recording, file sharing, and built-in live stream capability
- Auto Attendant: Enables the practice to create customized greetings giving patients important information about the practice, prioritize certain incoming calls, and route calls to the right employee in order to reduce hold-times and abandoned phone calls
- Call Recording: Users choose whether calls are recorded always, always with pause/resume, on demand, on demand with user initiated start, or never
- Automated Conversations: Enables users to send appointment reminders, follow up surveys and welcome messages using conditions and rules
- Social Media and Review Management: Users can link social media and review website accounts to schedule posts, interact with commenters, and receive alerts directly from the Nextiva dashboard
Pricing & Plans
Nextiva offers four pricing plans ranging from $20 to $60 per month, per user, when paid annually. Month-to-month pricing is available for $25 to $75 per user, per month. Several features such as voice analytics, toll-free numbers, and Team SMS messaging is included with upper tier plans and available as an add-on for lower tier plans.
For more information, please our detailed Nextiva pricing guide.
Reliability & Security
Nextiva’s platform is highly reliable with a 99.999% uptime guarantee and 8 points of presence across the U.S. The platform is also highly secure with (TLS) and Secure Real-Time Transport Protocol (SRTP) encryption between all endpoints. Nextiva is SOC-2, HIPAA and PCI compliant.
Patient Experience
Nextiva keeps practitioners aware of reviews and feedback on social media and review websites such as Yelp, Facebook, and Google. This allows Nextiva customers to respond to patient concerns quickly and make data-driven improvements to the patient experience. Nextiva also has a tool that tracks the competition so that admins can see what other dental offices are doing that patients appreciate. Nextiva does offer video conferencing, but its video platform is not as feature rich as other providers like Zoom and RingCentral.
Reporting & Analytics
Nextiva reporting and analytics is based primarily on voice KPIs. Nextiva tracks metrics such as total calls, missed calls, international calls, and talk time. Nextiva includes customizable dashboards and visual displays of collected data.
Best for
Nextiva is a solid and affordable communication solution that is best for SMBs that need voice, video and texting functionality primarily. Nextiva does not offer any native marketing or billing tools or anything specific to dentistry such as insurance verification.
SolutionReach
SolutionReach is a patient software that works with hosted VoIP provider GoTo Connect. It allows users to identify incoming patient callers and instantly view important information such as the patient's outstanding balance, last appointment, insurance information, and any upcoming appointments. GoTo Connect's service provides a 99.999% uptime SLA and low bandwidth usage.
Key Features
Standout features offered by SolutionReach include:
- Online scheduling: Users can enable online booking through the company website, Google, and/or newsletters and collect insurance information before the appointment
- Video Appointments: Secure, user-friendly, and HIPAA complaint platform
- Educational Campaigns: Users create branded, targeted newsletters and campaigns with announcements of new services, promotions, etc. with pre-designed templates
- Reputation Management: Enables users to collect, monitor and respond to patient reviews on websites such as Google and Yelp
Pricing & Plans
SolutionReach has completely quote based pricing and offers two plans: Pro and Enterprise. Premium add-ons (which are included in the Enterprise plan) consist of video call/telehealth, online scheduling, intake, online reputation management and phone system.
Reliability & Security
SolutionReach uses GoTo Connect's VoIP system which is highly reliable and secure with a 99.999% uptime, single sign on, and enterprise grade data encryption.
Patient Experience
Online scheduling makes it easy for patients to schedule exams, follow-ups, and more without having to contact the office. For patients who prefer to communicate via phone, SolutionReach users have the option to add on GoTo Connect's reliable phone system.
Reporting & Analytics
SolutionReach offers basic reporting on dental office metrics such as patient acquisitions, services performed, and patient volume that can be time bound such as patients per month or per week. SolutionReach can also be used to administer patient surveys or generate reports listing patient emails or payment history.
Best For
SolutionReach is best for small practices that wish to offer online scheduling and need a simple platform.
Ooma
Ooma is a full service UCaaS and CCaaS platform that is popular with dental offices thanks to HIPAA compliance, a 24/7 virtual receptionist, online faxing, and video conferencing capabilities. Ooma's flagship product, Ooma Office, is reliable and affordable. Unlike many competitors, Ooma includes unlimited calling not just in the U.S. and Canada, but also in Puerto Rico and Mexico.
Key Features
Key features that Ooma offers for dental offices include:
- Patient Preview: Syncs information from Practice Management Software to view patient details quickly
- Low International Rates: Unlimited calling in the U.S., Canada, Puerto Rico, and Mexico plus low rates to other countries and bundled plans available
- Virtual receptionist: AI-powered assistant can answer common patient questions and route calls to the right agent or department
- Call Recording: Users can record calls automatically or on-demand for easier note taking, compliance, and training
Pricing & Plans
Ooma Office offers three plans from $19.95 to $29.95 per user, per month. All plans include over 100 phone system features. Video conferencing is included with the Pro and Pro Plus plans. Text messaging, Team Chat, and CRM integration is only available in the Pro Plus Plan.
For more information, please see our detailed Ooma pricing guide.
Reliability & Security
Ooma Office does not offer an uptime SLA but it does include some advanced security features such as call blocking, two-factor authentication, and the ability to monitor extension status. Ooma is also HIPAA compliant.
Patient Experience
Ooma's Patient Preview feature allows agents and receptionists to provide a more personalized patient experience as they can view important information during the call such as the date of the last appointment and whether there is any missing insurance or contact information that is needed. Ooma also offers a simple video meeting tool that is perfect for quick telehealth visits.
Reporting & Analytics
Ooma's analytics are limited compared with competitors. Users cannot drill down by user account or filter by location. Additionally, only a limited number of KPIs are tracked. Ooma does, however, include historical reporting and tracking of metrics such as total calls and missed calls. Users can filter by day of the week, hour of the day, or select a time period. Users can also create heat maps based on call distribution.
Best For
Ooma is best for small dental offices that would like to implement telehealth but don't need reputation management or advanced analytics. It's also great for offices hoping to open locations in Puerto Rico or Mexico.
Which Phone System Is Right For Your Dental Office?
To find the best phone system for your business, it’s important to consider what features you need and want in addition to how many phone lines you’ll need and what your budget is.
For smaller offices and startups that are looking to expand, Weave or RevenueWell are both great options with lots of marketing and outreach tools. For SMBs that just need the basics, Zoom is an affordable and reliable platform. For larger practices that need a high level of security, reliability and advanced communication features, RingCentral is a great choice.
If your office needs a toll free number, you will want to go with either Nextiva or RingCentral, which both offer toll free numbers to customers. If none of these providers seem like the right fit, some other options to consider are Mango Voice, Aircall, and 8x8.
At the end of the day, there is no perfect phone system that will work for every business, but you can find a perfect solution for your practice if you put in the research.
