A Guide to VoIP at Your Dental Practice

Voice over Internet Protocol (VoIP) has become a transformative tool for modernizing communication systems. For dental and oral surgery practices in particular, VoIP offers the potential to streamline patient interactions, reduce operational inefficiencies, and save money. 

But how do you know if it’s time to make the switch? Here are some key signs to look for that indicate your practice is ready for VoIP.

What is VoIP?

VoIP is a communication technology that allows voice calls to be made over the internet instead of traditional phone lines. I can offer features like video conferencing, voicemail-to-email transcription, call logging, and seamless integration with practice management software. With VoIP, you’re not just upgrading your phone system — you’re enhancing your practice’s ability to communicate effectively and efficiently.

Want to assess if your practice is ready for VoIP? Take our quiz!

Signs your practice is ready for VoIP

There will be some telltale signs that your dental practice may be ready for VoIP. To start with, your current phone system might be beginning to feel outdated. If your landline system feels clunky or lacks modern features like call forwarding, automatic logging, or integrations with your existing tools, it might be time to consider VoIP. Practices relying on outdated systems often struggle with inefficiencies from scheduling appointments to handling patient inquiries. 

If your team is wasting time switching between a phone system and practice management software, VoIP’s integrations can help streamline workflows and reduce errors. Landline maintenance also has a direct effect on the disruption of operations, since they often require on-site support. When maintenance occurs, it disrupts your daily operations. VoIP systems, in contrast, require minimal hardware and can often be managed remotely.

Another significant factor is communication costs. For many dental practices, landline costs can add up, especially with multiple locations or long-distance calls. VoIP systems offer a cost-effective alternative, typically reducing monthly expenses while providing advanced features at no extra charge.

Plus, if your practice is growing — whether by adding team members or expanding to multiple locations — scaling a traditional phone system can be expensive and complicated. VoIP makes it easy to add new lines and users as needed, ensuring your communication system grows with your practice.

A final consideration is that many dental practices are looking for ways to reduce their environmental impact. VoIP requires less physical hardware and eliminates the need for extensive wiring, making it an energy-efficient and eco-friendly choice.

Benefits of switching to VoIP: a quick overview

Switching to VoIP offers numerous advantages for dental practices, including:

• Improved patient experience: With VoIP, you can access patient records instantly during calls, enabling personalized and efficient interactions when integrated with your patient software.
• Enhanced workflow efficiency: Integration with patient engagement software ensures that all communication — from appointment reminders to follow-ups — is streamlined.
• Cost savings: VoIP eliminates the need for costly landline maintenance and reduces monthly bills.
• Scalability: Easily add lines and features as your practice grows.

Intiveo offers communication by text, email, and phone

Earlier this month, we launched Intiveo Voice! Intiveo is proud to support dental and oral surgery practices not just with our best-in-class patient engagement platform, with resources as well. Explore our resources library for template packages, guides, and more — including our podcast, The Patient Experience Blueprint.

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