What is the Best Phone System for Dental Practices?

Ryan O'Carroll October 16, 2017

So you’re looking for a new phone system for your Dental Practice?

Maybe because you’re facing one of these problems with your current phone system:

  • You feel that frequently engaged tones may be leading to lost revenue.
  • You’d like a phone system that links to your Practice Management Software (like S.O.E or R4) so you can greet patients by their name and save time.
  • You feel that enquiries may not always be dealt with in the best way.

If so, there’s hope; Yo Telecom has helped over 350 Dental Practices successfully overcome these challenges. In this short article, we’ll outline (in a very simple manner) the differences between Phone Systems that are available.

What is the Best Phone System for Dental Practices?

There are three main types of telephone systems available:

  • Digital phone systems
  • Internet phone systems (VOIP – Voice Over Internet Protocol)
  • Hybrid phone systems (the best of both worlds)

I’ll briefly introduce the three, and give you some benefits and disadvantages.

Digital Phone Systems for Dental Practices

A digital phone system is a physical telephone system, which would be located somewhere in your Dental Practice. They are small boxes which are usually mounted on a wall or placed in a cabinet. They connect to your phone lines and all the handsets you have in your building.

One benefit of a digital phone system is its reliability. This system ranks #2 out of the three in reliability.

One disadvantage of a digital phone system is that it is restricted to physical phone lines (digital or analogue phone lines). Which means it’s not that future-proof.

Internet (VOIP) Phone Systems for Dental Practices

An internet or VOIP phone system is a virtual phone system, which unlike a digital or hybrid system will not be located in your Dental Practice. Instead, it will be located in a data centre somewhere in the world.

One benefit of VOIP systems is that they can save money on call charges.

One disadvantage of VOIP systems is that if your internet goes down, you will not be able to use your phones – at all.

Hybrid Phone Systems for Dental Practices

The hybrid system is a mixture of a digital phone system and an internet (VOIP) phone system. The system will be located in your Dental Practice and offers flexibility with your choice of cordless and fixed handsets.

One benefit of a Hybrid phone system is that they offer more reliability than both VOIP and Digital phone systems. If one type of line fails for you, it can automatically route calls in and out from a backup line.

Hybrid phone systems don’t really have any disadvantages… They are truly the best of both worlds.

The Hybrid Phone System is the Best Phone System for Dental Practices

As well as being the most reliable phone system you can buy, Hybrid Phone systems also offer a range of other useful features for Dental Practices. Listed below.

See also: 6 Ways 21st Century Phone Systems Help Dental Practices Succeed

Call Waiting
Rather than patients getting an engaged tone while your reception team are on the phone, your phone system will automatically greet patients, notify them that you’re busy on the phone and then play them some music or marketing while they wait for you. This keeps your patients interested and on the line, rather than calling the next dental practice they find on Google.

Call Logging
Never let an unanswered call turn into a missed opportunity, bad impression, or an upset patient again. You may miss calls when you’re busy on the phone, helping patients, or even closed, but with the Yo Telecom Hybrid Phone System, you can easily WOW your callers by returning your missed calls, so they don’t turn into missed opportunities or frustrated patients.

Call Recording (NEW!)
Make calling your Dental Practice a positive experience, always. Improve and monitor the way your staff speak to prospective patients or other referring practices. If a caller has a bad experience, it can be damaging to your reputation and lead to a loss of revenue.

With Yo Telecom’s Call Recording you can listen to any call that has been made or received, and use it to guide and help staff to improve. It also comes in handy if you ever need to re-listen to information patients give you over the phone.

Professional Voicemail
If you can’t answer a patient’s call because you’re closed or busy helping patients, it’s important that your voicemail is impressive, professional and helpful to your patients. If it’s not, your voicemail could be causing your patients to call a competitor’s practice. Yo Telecom’s Professional Dental Practice Voicemail messages are personalised and recorded specifically for your practice, to help you achieve your goals in business.

(Read the article: Why, How and When Dental Practices Should Use Professional Voicemail.)

Call Transfer
Help callers speak to the person they need to, fast. There’s no need to run around the Dental Practice to pass the phone to someone, with the Yo Telecom Hybrid Phone System it’s one simple touch of a button to transfer a call to any other handset (cordless or fixed handset). And, you can even transfer calls to an outside phone line or mobile if you ever need to – such as a director or managers mobile.

On Hold Marketing (or Music)
Make waiting on hold enjoyable & entertaining, or informative & interesting, or a mixture of the two – your choice depending on what your goals are. Some Dental Practices like to entertain callers with iconic music like Michael Jackson’s Billie Jean, while other Dental Practices prefer to inform callers about services like Invisalign, Smile Makeovers, or upcoming opening evenings. Either way, we’ll source the music, or create you a professionally recorded and personalised on hold marketing message, with some soft music in the background to add to the experience.

Smart Inbound Call Routing
Impress your callers with fast service by smartly sending inbound calls to a phone or a group of phones. If the person who usually answers calls is already busy on the phone or doesn’t answer quickly enough, the call will automatically be sent through to another phone, or group of phones. Saving your callers time, and keeping them happy.

What do Dental Practices Say About Yo Telecom Hybrid Phone Systems?

“We are very happy with the service we have received from Yo Telecom and we would recommend them to every dental practice! Derek, Jess and engineer James looked after us extremely well from the very beginning. They were very clear about the options and there were no hidden charges or terms.Their system is amazing and it took our business to the higher level of customer service.

We are really happy! Thank you Yo Telecom! Keep up the good work :)”

— Weronika Korkosz, Manager

“5 * service from Yo Telecom. From initial set up to ongoing maintenance/service everyone provides excellent customer service. Any new work we have done has been to improve our system and at each step they have been there with us. I cannot recommend this company high enough. We are extremely happy we moved from our previous provider where we always had issues and now we have none.”

— Kevin Evans, Director

Questions?

I hope this has been simple and easy to understand for you. I’ve purposefully kept it as simple as possible.

If you’d like to know more about anything discussed in this article please call us on 02382 146115 or email info@yotelecom.co.uk!

If you’d like to arrange a free demo please click the button below.