These days there are many different options available to businesses that are needing to upgrade their telephone systems and finding the best phone system means looking at your own business’ needs and comparing that with the services that are on offer.
For many healthcare businesses looking for a new phone system; virtual phone systems are the way forward. They offer versatility and are not reliant on phone lines, they are also very cost-effective.
There are many different virtual phone services out there, but which is the best option for your healthcare business?
In this article, we’ll look at the top seven tips for choosing the best phone system for your healthcare business.
1. Look at the Features of the Plan
The first step that you need to make is to look into the features that are on offer from the phone provider. Work out which of these you will need.
Different providers will have different services available, so it is always important to check that the features that you need are there.
The types of features that are typically available would be the same as those that you might expect to see on a traditional landline. These might include:
- Call waiting
- Call forwarding and transfer
- Caller ID (incoming and outgoing)
- Hold music
- In-call features
Many of these services should be offered as standard, although some companies may have premium features such as call recording or analytics so that you can monitor the performance of your call handlers and track important metrics such as call answer times.
2. Work Out What the Needs of Your Staff Are
Before you invest in making a major change to your infrastructure, you should look at carrying out some research into your current needs. One of the best places to find out what you need is by asking the people who will be using the phones; your staff.
Find out what frustrates your customers about your existing system. Do they find your current menus hard to navigate? Are call waiting times too long? Or do they worry that their call is not going through to the right department?
If you are able to carry out a survey of your customer’s opinions on your existing contact system, this could be invaluable in deciding which services to use and how you will go about setting up your new system.
This information will help you to choose the right features for your phone, and to design a queuing system that is patient or customer friendly.
3. Decide How Many Locations You Need Your Phone Service At
If your company works over multiple locations, there is no need to pay for several lines. With a virtual phone system, you can have the same number running across numerous phones in multiple locations. This will make it easier to connect your workforce.
Deciding on how many phones and phone numbers you will need will make it easier to determine the plan that you choose.
You may also need to think about extensions through to different departments. Work out exactly how many departments you have, or will have in the future if you are planning to expand.
4. Look at Your Existing Infrastructure
Will your new phone system be working alongside your existing infrastructure or will it replace it?
As you move to a new virtual phone system, will your old hardware work with the new system? Or, will you need to buy new phones?
One of the great things about virtual phone systems is that they are versatile. They can either be used with a compatible phone, or they can be used through a computer and headset.
When setting up your new phone system, you should factor in the cost of any hardware that you may need to buy from the outset. It is important to find out which of your existing hardware will work alongside your new phone system.
5. What Are Your Future Needs?
Are you planning on expanding your organization at any point in the near future? If you’re thinking about recruiting more employees in the near future, you should plan ahead and futureproof the phone network that you are creating.
Having the option to add additional lines and numbers at a later date is essential. Make sure that this is an option before you commit.
If you expect to see a large volume of calls, make sure that your menu, queuing, and voicemail systems are all set up to match the needs of your customer base.
6. Is There Any Support for Mobile Devices?
4.7-million people in the United States work remotely. This is a number that is rapidly rising. With an increasingly large remote workforce, it is essential to have a phone solution that allows you to connect with those workers in the field.
Find out what support there is for remote workers. There may be call forwarding and transfer options that allow workers to take calls from their mobile phones, wherever they might be.
7. How Easy Is the System to Use?
Finally, you should find out exactly how easy the system is to use. You need to be sure that everyone on your team will be able to easily use all of the relevant functions of the phone system.
Before you go live with your new phone system, it is worth carrying out full and thorough training to make sure that everyone knows how to use it.
Finding the Best Phone System for Your Business
Before you commit to signing up to a new phone system for your organization, work out exactly what all of your requirements are, and ensure that your new provider can meet your needs.
At phone.com, we have the best phone system for your healthcare business. Get in touch today to find out how we can help you keep in touch with your patients and customers.