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A dental practice does not deal with appointments only. Staff respond to questions regarding treatments, cancelations, visit confirmations, and respond to patients requiring assistance. Reception teams might not be able to cope when multiple calls come in simultaneously.
Conventional telephone systems might have fewer options to handle peak times. Cloud dental phones have greater control over call routing, employee access and day-to-day phone activities. They are also able to assist teams in collaborating in various rooms or locations. In the case of dental clinics, the objective is straightforward. Patients require straightforward answers, and employees require a phone system that can assist in their daily activities.
Cloud dental phones rely on voice over internet protocol (VoIP) to make calls via an internet connection. The phone service is hosted rather than a traditional phone exchange at the clinic. Employees are able to use compatible desk phones, computers or supported mobile applications. The phone system allows calls to be transferred between extensions and managers to modify call settings.
In the case of a dental practice, this implies reception can pass calls on to the appropriate individual without using a single phone line. Depending on the service plan, a clinic that has multiple sites can also integrate teams using a common system.
The reception personnel are usually involved with multiple tasks. They can receive patients, update appointment records, receive payments, and answer incoming calls. Staff may find it difficult to handle these calls when all the calls are on one desk. Call queues provide a better-structured method of dealing with busy times.
A queue is a list of incoming callers until a team member is available. Wait times can be explained by recorded messages or useful information, including opening hours, can be shared. Call groups can also be used by dental practices to make calls to multiple staff. This assists in distributing incoming calls among the team rather than having one individual.
Dental reception work is mainly comprised of appointment booking and modification. Patients can make appointments for check-ups, inquire about the time they can visit, or cancel the visit that they are not able to attend. Cloud phone systems have features that assist staff in handling such calls. Callers can be guided to the appropriate team by the auto attendants and call forwarding can also forward the calls to a different approved number.
A practice can establish various call routes during opening hours and during closed hours. As an example, out-of-hours callers can listen to a recorded message with the next opening time of the clinic. These tools do not substitute an appointment booking system. They assist the staff in dealing with the phone aspect of the process and refer patients to the appropriate location.
Patients usually make calls when they require general information about a dental practice. They might wish to verify opening hours, the address of the clinic, or inquire how to contact the team. This information can be given by custom greetings and recorded messages prior to the staff member answering. This can minimize repetitive questions and assist the callers on what to do next.
When the opening hours are altered, or the practice is closed on a public holiday, a clinic can update its message. The message must be concise, direct and comprehensible. In case of emergency dental issues, the recorded messages must provide clear instructions, which are similar to those of the clinic. They are not to make claims of care which the practice is not able to give.
Dental practice managers must have a clear picture of phone activity. Patterns that are hard to detect during a busy shift can be displayed in call reports. Reports can contain answered calls, missed calls, call duration and waiting times depending on the system. Quickly viewing the current call activity of teams can be displayed on live wallboards.
These details can help managers to review staffing and call handling. In case the number of missed calls during lunch breaks increases, the practice can take into account changes to staff cover or call routing. Call numbers require context. A longer call can be a complicated question regarding the treatment cost or appointment. Teams should be able to identify issues with the aid of reports, not to evaluate the staff based on the number of calls.
Dental practice managers need a clear view of phone activity. Call reports can show patterns that are difficult to spot during a busy shift. Depending on the system, reports may include answered calls, missed calls, call duration, and waiting times. Live wallboards can show current call activity for teams that need a quick view.
Managers can use these details to review staffing and call handling. If missed calls rise during lunch breaks, the practice can consider changing staff cover or call routing. Call figures need context. A longer call may involve a complex question about treatment costs or appointment needs. Reports should help teams find problems, not judge staff by call length alone.
Dental practices deal with personal information and might talk about personal health information on the telephone. Clear access and data handling rules should be supported by any phone system. In case the system has a recording of the calls, the practice must determine when it is necessary and to whom it can be accessed. The clinic has rules regarding storage, retention and deletion of data that staff should adhere to.
The UK GDPR and Data Protection Act 2018 might be relevant to the manner in which patient information is processed. Practices are advised to review their responsibilities prior to recording the calls or voicemail messages to email accounts. Phone accounts are also safeguarded by strong passwords and restricted access by users. Revoke permissions upon staff departure and revisit permissions on role change.
Prior to selecting a provider, check your call volumes, existing phone numbers, equipment, and internet service. Inquire about the features that are included in the monthly fee and whether there is a setup or number porting fee.
The features of Wavetel Business hosted phone systems include call queues, call forwarding, mobile applications, call recording, and reporting. These options can be compared by dental practices to their call needs and privacy requirements. The planned move assists staff in learning the new system prior to relying on it on a daily basis. Test calls, recorded messages, and call routes and then transfer the entire service.
A cloud phone system can assist dental practices in dealing with busy reception desks and direct calls more effectively. Teams can find useful solutions to daily phone tasks through call queues, recorded messages, and reports.
Contact Wavetel Business, and our team will check the call requirements, network, and data policies of your clinic before switching. Select a system that will assist your employees without introducing unnecessary processes to their operations.
Cloud dental phones are an internet-based system that manages business calls for dental practices. It may involve call queues, call forwarding, voicemail and extension management tools.
Yes, call groups and call queues can assist staff to handle incoming calls during peak times. It is also possible to report on the frequency of missed calls.
Yes, the mobile applications can be supported to allow staff to make business calls when they are not at the desk. Access must be in accordance with the security and privacy guidelines of the practice.
Yes, there are hosted systems that are capable of connecting extensions between multiple sites. The provider should verify the features and network requirements available.
When appropriate access controls and data policies are established, they can facilitate safe communication. Practices should re-examine their privacy obligations and handle call logs.
Monitor internet performance, live statistics, devices connected, incoming and outgoing calls, and personnel requirements. Verify the features, support and the costs of the selected plan.
Patients may have to wait due to missed calls. Call Wavetel Business to talk about a cloud phone system that suits your dental practice.