Revolutionizing Healthcare Communication: A Comprehensive Guide to VoIP Technology
Healthcare
professionals usually are busy with their work, soothing their patients’
concerns and providing them with the best possible care. Due to the workload,
it becomes increasingly challenging for healthcare professionals to accept
calls and address matters via telephone.
Healthcare
industry communication requirements are intense.
They need a stable
communication mode for in-house medical billing, management, and
administration. Doctors, paramedics, and other personnel must communicate with
patients, officials, and staff members in the healthcare sector.
Therefore,
they require a phone system that offers reliable communication to cater to their
needs according to their busy schedule. This is why the healthcare sector must rely
on VoIP phone systems, as they offer a perfect solution for all their needs and
wants in a cost-efficient, stable, and effective manner.
Unlike
traditional phone systems, where you are always connected to your phone’s cord,
you are not free to answer other matters.
This is where the VoIP phone system comes
in handy, letting the users break free from the cord. Allowing the user to
answer calls and send audio, and video messages with the help of a stable internet
connection.
Why Healthcare Prefers VoIP Phones?
VoIP
phone systems offer cost-effectiveness and efficiency. The relationship between
daily operations and effective communication is crucial in the modern world. Unlike
the traditional phone system, VoIP phone systems offer more than 50% in costs. Furthermore,
VoIP phone system offers unlimited and unmatched features to their users, such
as minutes, extensions, toll-free numbers, hold music, and voicemail services.
The
majority of businesses have moved towards VoIP phone systems, especially
healthcare services. Now, doctors and medical practitioners enjoy flexible
working environments that connect them with their patients while on the go. Moreover,
the video calling feature allows medical practitioners to get in touch with
their patients and address their issues in no time.
HIPAA-Compliant Essentials For VoIP Service
Providers
VoIP
for healthcare providers extends their services to the healthcare sector. By
doing so, they have completed all the requirements and essentials required.
· Business Associate Agreement
· Authentication
· Encryption
Business Associate Agreement
Business
phones must follow the guidelines set by HIPPA. And they also need to sign the
business associate agreement. This instills confidence in clients that the
business phone company is responsible for fulfilling the HIPPA guidelines. As a
matter of fact, it is a written contract between business associates, third
parties, and the healthcare sector. There are 10 provisions that need to be
covered by every business partner in order to proceed with the agreement.
Authentication
In
the authentication section, every VoIP phone is granted a unique user ID. With
this ID, phones can easily be tracked.
Encryption
VoIP
phone services are encrypted with military-grade encryption. Some technologies
that safeguard the data include TLS, which stands for Transport Layer Security.
VPN stands for virtual private networks.
Different Types Of VoIP Phone Systems for Medical
Facilities
Here
are some of the medical facilities using VoIP phone systems to facilitate their
patients.
· Hospitals
· Pediatric Clinics
· Nursing Homes
· Specialty Clinics
· Dental Clinics
· General Practice Clinics
· Emergency Rooms
· Medical Aesthetics
· Cosmetology Clinics
· Orthopedic
· Family Practices
· Pharmacies
· Sports Medicine Practices
· Therapeutic Massage Centers
· Pediatric Clinics
· Cosmetic Clinics
· Plastic Surgery Clinics
· Mental Health Practices
· Mental Health Clinics
· Rehabilitation Centers
· Massage Centers
· Physical Therapy
· Rehabilitation Centers
· Mental Health Practices
· Imaging Centers
· Radiology Centers
Best VoIP Service Providers For Medical
Offices
Although
there are a number of VoIP providers prevailing in the market that offer phone
systems for healthcare, a lot of us are still not aware of their presence. And
for this reason, we bring you the names of the market leaders in healthcare
practices.
HIPAA-compliant VoIP
Providers
Non-HIPAA-compliant VoIP
providers
Dialpad HealthCare
MyOperator HealthCare
Zoom Phone HealthCare
Grasshopper HealthCare
Talkroute HealthCare
Freedom Voice HealthCare
Vonage HealthCare
Ooma HealthCare
CallHippo HealthCare
UniTel Voice HealthCare
RingCentral HealthCare
8 x 8 HealthCare
Unlocking the Potential of VoIP For HealthCare
VoIP
phone systems are transparent. All the user has to do is choose the plan, and
that’s it. After that, you will enjoy all the features and options described in
the package that suit your requirements. These packages are prepared with
small- and medium-sized businesses in mind. Here are some features that users
enjoy after using the VoIP phone system for their needs.
Call
routing options from VoIP phone systems allow medical practitioners to balance
their work and personal lives. Once free from work, calls coming directly to
your phone can easily be routed to designated numbers. The system allows the
users to make changes to their working hours.
Caller ID
The
caller ID is a splendid option that lets the receivers know whether this call
comes from a prospect or personal contact. The caller ID option allows the
users and the system to determine the nature of the call.
Extensions
VoIP
phone systems come with unlimited extensions. These extensions can be allocated
to doctors, administrative staff, doctors, and even for personal use. This
system allows them to address any audio-video call from their smartphones. The
only thing that is required by these phone systems is a stable internet
connection for users to stay connected with the world. With this phone system,
you can forget about missing a call or data leaking due to the multi-layer
encryption.
Custom Voicemail
VoIP
phone systems allow the user to set custom voicemail services for users. The
user-generated voicemail will introduce the healthcare facility operations and
direct the prospect to connect with the concerned personnel for the resolution
of their issues and problems.
Custom Greetings
Custom
greeting options from the VoIP phone system let the users set greetings for
their patients. In this way, patients never feel they are on the hold. The
automated messaging system will address their issues the minute a call is made.
Web widgets
Web
widgets are click-to-call options on the entity’s official website. Now, the
patients can click on the button, and they get connected to their desired
personnel for their issues to be resolved.
Text Messaging
Unlimited
text messaging options come with every package plan from VoIP phone service
providers. These messaging services can be used to send reminders for
appointments, change of timings, or other information regarding patients’
inquiries. Furthermore, with the option of messaging, every healthcare
establishment can now send and receive unlimited messaging to connect with
patients promptly.
Call History
Every
VoIP service provider provides a call history option in every package. This
allows the business to check their call logs. With this option now, the
business never misses important calls.
Mobile App
The
mobile application the VoIP service providers offer acts as a gift for the
business and their prospects. In the healthcare sector, patients and persons
connected to the healthcare establishment can stay connected to their patients
with their smartphones. Moreover, every doctor and personnel is given a
designated number so that they can always stay connected. With this being said,
now the patients have the option to consult the doctor, drop them a text, and
receive a text back and forth to address their matter without even being physically
present in front of the doctor.
Costs
The
overall cost of having a VoIP phone system for your healthcare establishment is
minimal when you compare that to the traditional phone system. It is estimated
that VoIP phone services are available at almost 60% lower cost. This allows
the organization to address other matters by diverting its budget to
telecommunications.
Administrative Staff
Connecting
administrative staff with your medical is relatively easy when you have a VoIP
phone system in your organization. They are all connected with smartphones that
allow them to address any matter within minutes compared to the traditional
phone system, where the physical presence of the personnel is essential.
Maintenance Fees
Now,
coming towards the maintenance fee required to run a VoIP phone system. And
quite frankly, it is almost zero to maintain a VoIP phone system compared to
the traditional phone system.
Upgraded Tech Services
VoIP
phone system does not require additional hardware, maintenance, or any sort of upgrade.
The VoIP system has a built-in system that allows them to update whenever the
newest version is available automatically. It comes with features, applications,
and services. Above all, the equipment used for operating the VoIP phone system
does not require frequent upgrades.
Communication Delays
VoIP
phone systems reduce the number of communication delays. Now, when everyone is
connected to the system, they are connected to address the issues and matters
pertaining to them. Now, the option of getting delayed responses from doctors,
admin staff, nurses, and other official of the healthcare establishment is a
box question.
Additional Features
Apart
from many options, the VoIP phone system has additional features that can be
purchased per the requirements. If there is anything not being offered in the
package they opted for, they can always have the option to avail of any
additional services by paying just a fraction of the money.
Faxing
VoIP
phone systems allow organizations to operate their existing Personal Computers,
tablets, or smartphone mobile devices. You don’t have to purchase additional
devices to connect with each other. Further, sending and receiving faxes is
made possible.
Porting
This
feature allows the hospital to use a digital Letter Of Authorization (LOA). You
can now have the option to port your traditional phone system numbers to the
VoIP phone system without any issue.
Analytics
For
better control and decision-making, VoIP phone systems come with analytics.
This feature allows the users to make better decisions and utilize the system
to its maximum capacity.
Toll-Free Numbers
Now,
hospitals have the option to use the toll-free number. A Toll-Free number is a
number that allows the patients to call the hospital. In the traditional phone
system, landline phones were charged to patients or the persons calling the
hospital. But this is not an option with modern telecommunication systems.
The
latest developments in technology have made managing voicemail messages from
email not an issue. All you have to do is record a message in your voice and
send it as an email attachment from your email inbox.
Video Conferencing
Video
conferencing is yet another splendid option that aids a lot in the medical
field. Patients and other professionals can not connect to their counterparts
and doctors over video meetings. In this way, the patient and other
professionals don’t have to be personally present on the spot.
In
addition, this feature allows the users of doctors to reduce the workload and
physical load on the hospitals, along with a tremendous reduction in patient
waiting time. Now, they can sit at home and consult their medical practitioners
on video to consult and address their privacy issues.
Integrations
Medical
Phone Service can easily be integrated with the current CRM of the healthcare
organization. For that, they do not have to purchase tailor-made CRMs in order
to achieve higher performance. Every hospital is connected to its hospital
information system, which allows it to integrate all other organization
operations. This includes finance, administration, legal, and medical-related
operations. Moreover, this system can easily and quickly process the complete
information regarding billings and medical-related matters.
Live Chat
The
live chat option offers patients an instant way to connect with their doctors
easily. The live chat option from VoIP phone service providers allows patients
to address their matters in a chat with their doctors. These features come in
the package the healthcare organization opts for according to their needs and
requirements.
Call Routing
Healthcare
Phone System comes with call routing options. With this option, healthcare
personnel now have the option to receive and make calls on their personal
smartphone devices. Even when they are in their office or outside the premises.
Furthermore, smartphone devices include cell phones and tablets.
Auto Attendant
Here
is another splendid option call auto attendant, which comes with almost every
VoIP phone system provider. This option is activated once the line is busy and the
concerned person addresses someone else’s issues. During this time, the auto
attendant becomes active and starts welcoming the patient with the
user-generated greeting message.
Furthermore,
this auto attendant feature offers another service that automatically directs
the phone call to the correct department the first time, thus reducing the patient’s
wait time. This service adds additional features to the customer service.
Hold Music
VoIP
For Healthcare Free services include the option of holding music. This is a
great initiative that allows customer service. Now, whenever a customer calls a
healthcare establishment during the hold time, the customer hears pleasant
music. In addition, this feature aids in reducing the anxiety of the patients
during the connecting time.
Benefits Attached To The VoIP Phone System For
Healthcare Practices
In
this modern world, phone systems are crucial in daily communication. For this
reason, the VoIP phone system offers some of the benefits that can be used by
healthcare organizations to maximize their performance.
· Flexibility
· Reliability
· Administration
· HIPAA Compliance
· Approaching Patients
· Confidentiality
· Direct Calls
· Communication
· Cost-Effectiveness
· Scalability
· Productivity
· Improves Experience
· Integrations
· Compatibility
Flexibility
Medical
Office Phone System offers flexibility to the operations of the healthcare
organization. Now, you have the option of connecting multiple locations to a
single system for better control and command over the organization.
Reliability
VoIP
phone services are the most reliable services, unlike the traditional phone
system. All this system requires is a stable internet connection to run all the
operations. Traditional phone systems are prone to weather conditions and
technical issues that are being managed by companies, and it takes time to
resolve issues if any arise.
Administration
The organization’s
administration is far better when an organization uses a VoIP phone system. It
takes less time to analyze the situation if an issue arises. With the option of
connecting to the personnel through voice, video, and messaging, the control
over employees and other aspects of the organization is comprehensive.
HIPAA Compliance
VoIP
for medical practices is designed in a manner that they are compliant with
HIPAA regulations. The patient records remain safe and confidential, and there
are fewer threats of data breaches. Once data is stored in the VoIP phone
system, it remains safe and intact for the key personnel to see and view them.
Approaching Patients
Approaching
a doctor in the hospital is relatively easy whether the doctor is present or
not present in their seat. On the contrary, approaching patients on the official
number instills trust and worthiness in the eyes of the patient. Further,
doctors can send alerts, reminders, and information to the patients. In the
meantime, it reduces the wait times for patients and footfall on the premises
of the hospital.
Confidentiality
Every
VoIP phone service comes with enterprise-grade encryption. Integrating the CRM
and application ensures the security of the data entered into the system.
Furthermore, every VoIP phone service comes with the latest security protocols
that are built-in.
Security
Every
phone system is secure and safe, thanks to its enterprise-grade encryption. Due
to this, the HIPAA guidelines are followed, and the data remains intact without
any potential threat of data breaches.
Direct Calls
Direct
calling is an option that allows the patients to consult the person they intend
to directly. If the numbers are busy addressing the matter of the other
patients, the VoIP system auto attendant feature will automatically transfer
the call to the concerned person. Hence, the wait time for the patients will be
reduced, and they will enjoy a pleasant experience calling the hospital.
Communication
with the help of smartphone devices is made easy with VoIP systems. With everything
on the mobile app, no one can miss the notifications and alerts. On the other
hand, calls made to their numbers will be attended to, and the response time will
increase significantly.
Cost-Effectiveness
VoIP
phones offer cost-effectiveness and efficiency in daily operations. The
traditional phone system is an expensive option with many limitations. However,
this is not the case with these modern modes of communication. Due to their
Cost-Effectiveness, VoIP systems are a perfect solution for both small and
medium-sized organizations. In addition, there are no such requirements for
installing the system, nor does it require additional equipment to be
operational.
Scalability
Whether
your organization is small or medium-sized, upward and downward scalability is
always available. There are no additional costs associated with it, nor does it
require additional operatives to run the system for the organization.
Productivity
The
productivity of individuals and organizations increases drastically with
multiple communication options with patients and prospects, such as
smartphones, laptops, personal computers, and tablets. Everyone is connected to
the system, which allows them to increase their efficiency in addressing the
matter.
Improve Experience
The
system offers improved patient experiences so that the hospitals can address
their matters. If the doctor is unavailable in the office, the hospital can
contact the doctor to address the matter as soon as possible. In this way, the
patient’s experience is enhanced. That would have been impossible if a
traditional phone system had been implemented in the organization.
Regular Notifications
Every
VoIP phone system comes with a built-in system that sends regular updates
regarding the security and efficiency of the system. These notifications allow
the organization to record updates and upgrades to the system regarding
security, safety, and efficiency.
Compatibility
Every
VoIP service provider has designed their operations and systems in a manner
that they become compatible with every organization. If an organization opts
for this system, then there is no need to update the overall system of their
organization. All they have to do is find a package that suits their
requirements and start operating the system.
FAQs
1. What is VoIP used for?
VoIP
stands for Voice over Internet Protocol. It is a modern technology that not
only allows users to make and receive voice calls using a stable Internet
connection. There are no such requirements for connecting with a phone line.
2. Which VoIP is HIPAA compliant?
There
are a number of VoIP phone systems that follow HIPAA guidelines in order to
provide services. Here are the names of the service providers
· Dialpad
· Zoom Phone
· Talkroute
· Vonage
· CallHippo
3. Who needs VoIP services?
The
simple answer to this question is everyone. In today’s world, every business loves
to communicate with their prospects with the help of audio, video, and
multimedia files. This mode of communication lets the prospects gain a positive
image for the business.
4. Is there a free VoIP service?
Yes,
VoIP phone service providers offer free services for both personal and business
usage.
5. What is the biggest benefit of VoIP?
The most
significant benefit of a VoIP phone system is letting the business establish
perfect communication with its prospects, unlike traditional phone systems
where the only mode for communication is audio. VoIP phone systems offer
flexibility, cost-effectiveness, and efficiency in daily routine operations.
6. Is WhatsApp a VoIP call?
Yes,
you can call WhatsApp via VoIP. WhatsApp’s operations depend on a stable
internet connection to send and receive audio, video, and text messages at the
same time. Furthermore, using WhatsApp is convenient for both personal and
business use.
7. What is Zoom for healthcare?
Zoom
is out there to help the healthcare sector by offering both personnel and
commercial communication. Using Zoom for the healthcare section offers high-quality
care, connecting patients with healthcare personnel. Ultimately, it offers a
satisfactory solution for the business or organization’s needs.
8. Is Google Voice HIPAA-compliant?
Yes,
Google Voice offers HIPAA-compliant services to its clients. Google offers two
types of services. A free version of the services and a paid version of the
services.
9. Is A VoIP VPN?
A VoIP
can be called a VPN. VPN stands for a virtual private network designed to protect
your calls online. On the other hand, VoIP stands for Voice over Internet
Protocol. The communication takes place on the internet in a secure environment.
10.Who
provides VoIP?
There
are a number of VoIP service providers in the market. Here are the names of
some of the companies.
· RingCentral
· Nextiva
· Dialpad
· Zoom Phone
· Talkroute
· Vonage
· CallHippo
11.What
is unlimited VoIP?
Unlimited
VoIP is a free connection that allows users to communicate with their friends
and family. All it needs is a secure and stable internet connection that allows
the users to stay connected with the application to continue their
communications.
