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    How an Updated Phone System Benefits Your Healthcare Business

    Phone System for Your Healthcare Business

    Implementing a phone system that support features, like online scheduling and SMS options, is becoming the norm in healthcare offices, creating even more avenues of connection with patients. If your healthcare business relies on outdated or flawed phone systems, there is an increased risk of communication mishaps or delays that could compromise patient care.

    The healthcare industry will always be in high demand, creating circumstances that weigh heavily on healthcare workers as they attempt to meet the constant needs of their patients. More patients than ever before are using cell phones to manage their care – and for many patients, accessing telehealth may be the primary way they interact with your office.

    Problems with Outdated Healthcare Phone Systems

    Outdated technology can be a massive hindrance to the flow of a healthcare business. When a phone system is outdated, malfunctioning, or poorly implemented, communication issues are sure to arise. Older phone systems can lack the modern features that many patients have now come to expect and rely on for effective care.

    These features include call routing, automatic callback, conference capabilities, and automatic appointment reminders. Without having features like these successfully implemented, your patients may be tempted to look elsewhere for more accessible care or may even experience diminished healthcare as your staff members lose time while fighting with the phone system.

    Outdated Healthcare Phone Systems

    SMS and Healthcare Phone Systems

    SMS messaging has become an increasingly popular communication tool for healthcare providers. By leveraging the power of mobile phones, SMS messaging helps to bridge the gap between patient and provider. With its real-time capabilities, SMS messaging provides both convenience and immediacy that is often lacking in traditional methods of phone communication.

    In addition to providing a faster response time than regular phone systems, SMS messaging can also be used to deliver important information directly to patients’ devices. This could include appointment reminders, health updates, medication instructions and even payment confirmations. By delivering this kind of critical information, SMS messaging can help reduce confusion and eliminate potential miscommunications between patient and provider – while improving overall efficiency within the healthcare industry.

    Patient Prompting

    SMS technology can revolutionize healthcare, and it starts with prescription reminders. With a simple SMS alert, patients can be notified when their repeat prescription is about to expire or when it’s time to collect medicine.

    By allowing healthcare providers to send text messages directly to patients, SMS messaging can help foster a better connection between patient and provider. Studies have shown that SMS messaging can increase patient satisfaction levels, as well as improve engagement with their care plans. Ultimately, this improved communication leads to better overall outcomes for both the patient and the healthcare provider.


    Healthcare providers prefer discussing sensitive test results face-to-face with patients, while far less complex results can be communicated cost-effectively through SMS alerts. By adopting this approach, administrative and communication expenses can be reduced significantly.

    Prescription Reminders

    SMS technology offers numerous benefits for patients and healthcare staff alike, particularly when used for prescription reminders. By personalizing messages with patient details and automating alerts when a repeat prescription is due to expire or medication needs to be collected, healthcare providers can streamline administrative tasks and improve patient outcomes.

    Prescription Reminders


    It is often necessary to follow up with patients, especially when they are prescribed a new medication regimen, to measure how they are feeling. With 2-way SMS technology, you can streamline the process and make it more convenient for your patients. A simple “YES” response indicates that they require another appointment, whereas “No Thanks” tells you that they are feeling better. This structured approach saves time and ensures optimal patient care, allowing you to focus on what matters – your patients’ health.


    Due to the round-the-clock demand of the healthcare industry, communication within organizations often falls short. SMS notifications can serve as a cohesive internal communication solution. They can be used to alert healthcare staff of last-minute timetable changes, staff meetings, employee birthdays, urgent notifications and a multitude of other purposes.

    Automation and Healthcare Phone Systems

    Automation plays a crucial role in improving patient outcomes by supporting technological advancements and streamlining processes, thereby making healthcare more efficient and effective. Examples of healthcare automation include sending text messages to patients for scheduling appointments and alerting clinicians of potential contraindications and interactions of drugs by accessing a comprehensive database. By utilizing automation, healthcare providers can ensure that patients receive the best possible care, while simultaneously improving operational efficiencies.


    Most healthcare executives turn to automation solutions as the primary method for reducing costs. These solutions bring about various benefits, including increased efficiency, reduced errors, and less overtime. This leads to a less-stressed workforce that can pay closer attention to patients. By improving efficiency, healthcare facilities can also reduce the need for overtime.

    Best-in-class scheduling software can be a vital asset, reducing the need for manual work. By automating rules, this approach offers a more efficient management strategy while reducing training or onboarding costs. In addition to these benefits, offering easy-to-use scheduling software to patients on your website can reduce acquisition costs while providing a more convenient way to schedule appointments.


    Automation offers a plethora of benefits in healthcare, from reducing the risk of errors due to human factors, enhancing the quality of treatment to improving administrative operations. By enabling providers to streamline their processes, medical tools can get more effective with automation. For instance, sharing data between multiple systems provides valuable insights into different processes and helps reduce lead times for surgeries or appointments, paving the way for better patient outcomes. Furthermore, the reliability and scalability of automated systems enable healthcare facilities to expand their reach and offer personalized care to a broader population.


    Healthcare organizations have the utmost responsibility of safeguarding protected health and personally identifiable information of patients and adhering to HIPAA regulations is a crucial step in achieving this goal. Fortunately, automated case management solutions can assist in complying with these regulations by configuring usage rights. Furthermore, only authorized personnel can access the information. Also, chat messaging solutions are HIPAA-compliant. This unique patient-specific link n guarantees that sensitive information doesn’t fall into the wrong hands.


    Relatient’s automated scheduling solutions transform how patients schedule appointments. By eliminating traditional phone calls, patients can save time and easily book appointments 24/7 from any internet-enabled device with a web browser.


    With these online scheduling tools, patients can add specific details to their appointments such as the purpose, type, length, and even apply bespoke filters to find the right provider. Plus, practices can enforce scheduling rules and utilize automated automation to maintain control and make sure the correct provider and appointment type is reserved. Say goodbye to traditional methods and embrace innovative ways to book appointments.

    Online Scheduling Improves Healthcare

    Integrating online scheduling for patients can’t be ignored by your healthcare practice any longer. Most patients would rather schedule their appointments online, so this basic digital tool can improve patient satisfaction quickly.

    Adopting appointment booking online not only gives you a competitive edge but also removes the administrative burden from your busy front office staff. With fewer schedule-related tasks, your team can focus on in-person visits and important patient requests. Here’s how your practice can benefit by leveraging the power of digital appointment booking.


    Healthcare consumerism has revolutionized the traditional concept of ‘office hours’, now rendering it outdated. While adopting chatbots and around-the-clock customer service support is the norm for various industries, medical practices still limit appointment requests to the conventional 9-5 time frames. Unfortunately, this lack of availability poses a significant challenge for patients juggling work and other commitments during the day, leaving them feeling immensely frustrated. In fact, almost a fifth of patients report waiting for practice hours to commence as their biggest scheduling annoyance.

    To meet the demands of patients, online scheduling has become a logistical lifesaver. It provides convenience to patients who prefer flexibility and ease of scheduling, irrespective of the time of day. It’s not just a solution for when phone lines are busy or offices closed; It’s an all-round solution for patients craving control in a fast-paced and busy world.

    Appointment Gaps

    Independent physician practices can maximize appointment volumes to remain successful. However, patient no-shows and last-minute cancellations can be detrimental for the practice’s financial growth. Fortunately, with online scheduling, patients can check availability and choose time-sensitive appointments instantly, eliminating empty slots otherwise lost to no-shows.

    What’s more, these digital scheduling platforms offer automated appointment reminders and confirmations that reduce no-shows and late cancellations. By minimizing schedule disruptions, physicians can ensure optimized revenue and a long-term growth strategy.


    To keep a full schedule, independent physician practices must maximize appointment volume. However, the frustrating reality is that patient no-shows and last-minute cancellations render valuable appointments useless, which ultimately leads to lost revenue and hinders practice growth.

    In order to drive new patient acquisition and foster longer-term practice growth, offering online scheduling can be a game-changer. Not only is convenience a top priority for the modern healthcare consumer, it is also a key factor that influences their healthcare choice. When patients interact with a healthcare practice for the first time, scheduling can make or break the experience. By providing a seamless, convenient process that makes a great first impression, your practice can gain an edge over the competition.

    With online scheduling, patients are empowered to book or request appointments anytime, anywhere, without having to call your front desk during business hours or play phone tag. This option can help you convert website visitors into new patients even when your phone line is busy, your office is closed, or when potential patients merely prefer the comfort and convenience of scheduling online.

    Benefits of Updating Healthcare Phone Systems

    If your current phone system is outdated, you may be curious about the benefits of implementing a new phone system. Ultimately, your office is competing against many other organizations to acquire and retain patients. Any advantage you can leverage is one more reason for your office to appeal to patients. In this field, every second counts, so there simply isn’t room to deal with any system or process that could slow or negatively impact patient care.

    This is why having a reliable phone system is so vital. A phone system equipped with the latest technology can improve the efficiency of in-house and external communications, as well as reduce costs for healthcare professionals. There are several benefits associated with investing in a quality phone system and IT solutions for your healthcare business.

    Benefits of Updating Healthcare Phone Systems

    Improved Efficiency

    A phone system can drastically improve the efficiency of communications, especially while providers and/or patients are on the go. With improved communication options, it is easier than ever for staff members to speak with each other as well as contact the office’s patients.

    Unified communications also make accessing patient history and administering care more streamlined anywhere, at any time. A medical professional can access automated medical information to accurately assess a patient’s needs. A unified phone system also provides a clear path of communication between staff’s personal devices.

    In addition, many physicians and nursing staff work at more than just one location. This can make traditional forms of communication more difficult. Instead of needing to call different locations or page an employee, a unified phone system allows healthcare staff to communicate quickly without the need to give out their personal cell phone numbers.

    Better Office Operations

    Phone systems also help to automate work tasks like confirming and canceling appointments. Vital information is clearly communicated to patients through this system, freeing employees to address other important tasks. With automated systems that can direct calls as well as inform patients about key information, patient wait time is reduced, and more calls are answered by the correct individual. This helps your healthcare business to both appear and operate on a more professional level, helping you build a quality reputation of open communication and effective care.

    Streamlined Transactions

    Hospitals process hundreds of transactions a day. This includes various contracts between clinics, hospitals, and third-party vendors. This process can be complex, and a simple error could cost both time and money. Having an advanced phone system in place can help you automate financial records, increasing the productivity of employees and improving accuracy with financial documentation.

    After-Hours Patient Assistance

    After-Hours Patient Assistance

    VoIP phone systems come equipped with self-service capabilities. This means that calls can be properly handled around the clock, providing a way to ensure that patient concerns and questions are answered as quickly as possible. Improved self-service improves customer satisfaction and helps to relieve the demands of calls placed during regular office hours.

    Financial Savings

    Switching to a unified phone system can provide long-term cost savings. Consolidating one phone system and integrating it with your existing infrastructure can save your business money. This allows you to use your existing technology while expanding its capabilities. Switching to this type of system also allows you to decide if you would like to utilize on-site equipment or connect to a cloud-hosted phone system.

    The ability to choose the option that works best for your business model increases the flexibility with which your business operates. You’ll also gain the benefit of having a phone system that is regularly updated with the latest technological features available.

    It can be a difficult change to incorporate a new and improved phone system. Your staff members are already busy caring for patients, so asking them to learn a new system without support can create major issues. Healthcare ITSM helps your staff bridge the gap between your current system and the new system, offering support and wisdom in our help desk that can make the transition smoother.

    Phone Systems for Medical Settings

    • Conferencing capabilities
    • Call routing
    • Call recording
    • Mobile app
    • Virtual receptionist
    • Video
    • Team messaging
    • E-fax
    • Multiple lines
    • Automated scheduling

    You should also consider the scalability and flexibility of the system. Is it something that will grow with your business, or will you need to update or choose another system in the future? You’ll also want to consider device compatibility with your staff’s mobile phones, tablets, laptops, and desktops.

    Suggested Reading: The Purpose of ITSM

    Updating Your Healthcare Phone System

    Modern technology has helped numerous industries connect with their stakeholders as well as provide their services both efficiently and securely. The healthcare industry thrives on the ability to provide exceptional patient care, sometimes with just seconds to spare, which is why communication is so important. If your phone systems are outdated, you could be harming your patient relationships and holding your healthcare business back from further growth.

    Investing in HITSM services ensures your business is compliant with laws and regulations, as well as consistently improving patient care and productivity. Updating to a unified phone system can seem daunting. However, consulting with a Healthcare IT Service Management provider can help small businesses to larger enterprise establishments reap all the benefits of the right unified phone system.

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