Choosing a VOIP Phone System for Your Dental Practice - PowerPoint PPT Presentation

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Choosing a VOIP Phone System for Your Dental Practice

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Evaluating a Voice Over Internet Protocol (VOIP) phone system for dental office phone service can be daunting. With the latest advancements in communication technology, you're likely discovering terms and features you've never heard of before. – PowerPoint PPT presentation

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Title: Choosing a VOIP Phone System for Your Dental Practice


1
  • Choosing A VOIP Phone System For Your Dental
    Practice

2
  • Evaluating a Voice Over Internet Protocol (VOIP)
    phone system for dental office phone service can
    be daunting. With the latest advancements in
    communication technology, you're likely
    discovering terms and features you've never heard
    of before.
  • You probably already have call waiting, music
    playing while on hold, and several lines for
    patients to call in. But, how different would an
    auto-attendant, custom greeting options, and dial
    plan editors make in your busy dental practice?
  • At ADIT, we would wager it would significantly
    improve your workflow and boost your patients'
    interactions with your staff.
  • Factors that Can Impact Your Dental VOIP Phone
    Service
  • Prior to shopping around for a VOIP system for
    your dental practice, you need to evaluate
    several factors that could impact the quality of
    your service, including
  • User reviews
  • Pricing
  • Overall industry rating
  • Features included in the cost
  • Scalability
  • You also need to determine if your internet
    provider is reliable and can supply the bandwidth
    necessary to handle a VOIP phone service.

3
  • Features VOIP for Dentists Must Have

4
  • To help you research how the latest dental office
    phone systems work, we've listed some top
    features your VOIP should provide. Don't worry!
    We've also provided a brief overview so you can
    understand how each will benefit your operations
    and help you make an informed choice. Keep in
    mind that these are just a few of many VOIP phone
    service characteristics.
  • If you have specific VOIP communication needs,
    consider reaching out to one of our team members
    to learn more about the countless customizations
    available for a comprehensive phone service
    system for dental offices.
  • Call Recording For Your Dental Office
  • A valuable feature of a quality VOIP phone system
    is the ability to record calls that come into
    your office. Not only can you play them back
    later, but you can assess your front desk's
    ability to provide the standard of customer
    service you expect when speaking with your dental
    patients. Instead of only getting one side of the
    conversation by standing by as your receptionist
    answers the VOIP phone, you can hear the entire
    discussion and full context.
  • This can help you determine if additional
    coaching is necessary, what marketing aspects
    need to be addressed when scheduling
    appointments, and more!
  • Dial Plan Editor For Your VOIP Phone System
  • A dial plan editor is essential to creating a
    master call plan. This feature ensures that you
    control where phone calls get routed, who should
    be answering them, and the greeting or
    information your patient hears.

5
  • ADIT can assist you in mapping out your call
    flows and use automation to correctly guide
    callers to the contact person or business
    information they're trying to get. This means
    your front desk has more time to focus on the
    patients in your office and pick up the phone
    less.
  • Curious what kind of information you could share
    depending on the option your patient chooses?
  • Wait times
  • Auto-attendant information
  • Team voicemail options
  • Sounds clips of operational hours and/or services
  • And more!
  • As you can see, even when you can't answer the
    phone right away, there are plenty of techniques
    to keep prospective patients on the line. From
    informative oral healthcare tips to important
    reminders about upcoming product availability and
    holiday hours, comprehensive VOIP phone service
    is essential.
  • Create Customized Greetings
  • Another way to personalize caller experiences
    with your dental office's VOIP system is through
    the use of customizable messages. For example,
    you can set them up to greet patients
    automatically when they call. This is important
    because your brand is unique, whether you're an
    established dental practice or a new startup.
    Every point of contact your prospects and current
    patients have with your office needs to reinforce
    your company message.

6
  • When you get a call, this is your chance to
    create a meaningful impression. Using a
    customized VOIP greeting on your dental office
    phone system can make this a memorable moment
    that helps them remember your practice.
  • Streamline Your Front Desk With An Auto Attendant
  • An auto attendant is a unique feature that uses a
    pre-recorded message that provides a menu for
    callers to choose from for every phone call
    received. Compared to manually transferring phone
    calls to the correct party, you can imagine how
    this feature can help your staff make much better
    use of their time. Further, patients in your
    dental office get a better experience because
    there are fewer distractions during their visit.
  • Being overwhelmed with phone calls and patients
    is a thing of the past with VOIP.
  • Create Custom Messaging Schedules
  • Message schedules are an important function of
    VOIP because it helps route calls to voicemail or
    dentists operating on an on-call status. This is
    particularly useful when your dental office might
    be closed for the day, but you offer after-hour
    dental emergency care.
  • It's also not uncommon for prospective patients
    to reach out to your dental practice outside of
    normal hours for the sole purpose of getting
    information. Using an automated and custom
    messaging can provide them the details they seek
    no matter what hour they call.

7
  • VOIP Phone System Desktop Integration For Dental
    Offices
  • Investing in a VOIP that can integrate with your
    current desktop system makes it possible to
    respond to voicemails and connect with patients
    even more quickly than ever before. This
    technology works by merging your dental office
    phone system to your computer, allowing you to
    call and text directly from the convenience of
    your computer, including importing your call
    lists from programs like Outlook.
  • Say goodbye to searching through your database
    for a patient's number or entering incorrectly
    manually. Instead, desktop VOIP integration for
    your dental office means one-click dialing!
  • Voicemail To Email Features
  • Google Voice already offers this amazing feature,
    and investing in a VOIP that can send voicemails
    received directly to your dental office email is
    a must. Sick of having to listen through a long
    line of patient messages? Now you can read
    through them quickly from anywhere you can access
    your inbox!
  • ADIT VOIP services can also ensure you don't miss
    out on prospective patients seeking information
    or important follow-up requests from your current
    patients.
  • Line Failover For Your Dental Office Phone System
  • Have you ever been short-staffed in your dental
    office, and the phone is ringing in another part
    of your office you can't get to? Line failover is
    a feature that can auto route calls to the line
    you want it at when you can't reach it.

8
  • So, if you have a team member covering front desk
    calls but they need to be at their regular
    station, line failover features on your VOIP can
    ensure patients still get in contact with
    someone.
  • Screen Pops

9
  • Are you expecting a call from a particular
    patient with crucial insurance information?
    Screen pops are a type of caller ID feature. It
    contains essential information about the caller,
    including
  • Name
  • Insurance details
  • Balance owed
  • Treatment information
  • Pending care
  • Patient status
  • Because a patient's experience calling your
    dental office can impact their perception of your
    practice, screen pops help you personalize their
    interaction and make it more substantive. Another
    great feature is being able to retrieve these
    insights from the convenience of a mobile app if
    you're away from your office.
  • So, no matter where you or your patient is, they
    get the best customer care possible when
    contacting your dental practice.
  • Fax To Email
  • One of the headaches many dental offices
    experience is paper waste produced by mail,
    patient forms, and faxes. With VOIP fax to email
    features, you can eliminate wasteful paper use by
    having faxes go directly to email in the form of
    a readable attachment.

10
  • This is especially useful in avoiding important
    fax transmissions getting picked up by the wrong
    person, thrown away, or simply just not coming
    through. In addition, by having it delivered
    directly to a specified email address, you can
    pull it up and easily organize your fax records
    without taking up desk space.
  • Being able to have these important messages
    available digitally also means you can more
    easily share this information with your team to
    ensure your patient is getting the care they need
    when needed most.
  • Call Whispering
  • When you need to train team members or bring
    others in on a patient call without the caller
    hearing their voice, call whispering is the VOIP
    feature you need to do this. Call monitoring and
    recording allow you to listen in, but whisper
    features will enable you to bring team members up
    to speed in real-time.
  • This feature is an excellent tool for training
    your team members on marketing techniques to
    upsell your dental services. Being able to coach
    in real-time can help you reach your overall
    business goals faster and more efficiently.
  • Video Conferencing
  • A comprehensive VOIP system for dental offices
    will enable you to hold online video conferences
    within a predefined group. This is especially
    useful when you need to speak with other team
    members about upcoming offers, training events,
    and documentation changes when everyone isn't in
    the same office location.

11
  • Call From Anywhere
  • VOIP phone service for dental practices makes it
    possible for multi-practice providers to stay
    connected. No matter where in your network your
    staff member is located, you can work
    collaboratively.
  • For example, if calls are overloading one of your
    office locations, you can divert calls to one of
    your other branches that isn't as busy. The
    receptionist will see a screen pop letting them
    know where the call was diverted from which
    ensures the correct booking schedule is used when
    setting up the patient's appointment.
  • As you can see, a VOIP phone system can help
    improve your dental business in countless ways.

12
  • Learn What VOIP Phone Features Your Dental
    Practice Needs

13
  • Figuring out what features of VOIP are available
    can be overwhelming. There's a lot of
    terminologies and advanced technology involved,
    but working with a knowledgeable digital
    marketing firm like ADIT can help. So, whether
    you've already decided on the type of VOIP
    service you want or you need someone to handle it
    for you while focusing on growing your dental
    practice, our team of marketing professionals is
    your premier choice for implementing a
    state-of-the-art phone system in your dental
    office.
  • We have years of experience helping dental
    offices like yourself create a fully integrated
    and intelligent VoIP platform that works with
    your current practice management software. Not
    only will it integrate with your current EHR, but
    it can centralize your communication, ensure
    follow-ups are timely, and provide coaching
    opportunities for your staff.
  • Even better? At ADIT, we provide a comprehensive
    VOIP phone service that will maximize your
    advertising strategies and increase your overall
    ROI. We also offer a Patient Booking Guarantee
    where if you don't do better than breaking even,
    you won't have to pay.
  • Request your free demonstration today to learn
    more about this guarantee and the comprehensive
    digital marketing strategies and tools we offer!
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