Answers to Your Small Business Phone Questions
Find clear answers about call handling, messaging, mobile solutions, and phone systems for your business.
Frequently Asked Questions
We sign a Business Associate Agreement (BAA) with your practice on day one. All call logs, voicemails, and message transmissions are encrypted end-to-end to protect Protected Health Information (PHI) in full accordance with HIPAA security standards.
Your system can be fully configured and live in under 48 hours. Once you choose your plan, we work with you to finalize your custom script, record your professional greetings, configure your call-routing logic, and test line delivery before launching.
When a client leaves a message or sends a text to your practice line, it is instantly routed directly to your secure email inbox and mobile device. You get immediate notifications so you can review transcripts or audio files and respond whenever you step out of session.
No. We utilize custom-recorded, highly professional greetings tailored specifically to your practice. Your system guides callers with a warm, clear phone flow—directing prospective clients to your preferred scheduling link and routing existing clients directly to their individual therapist.
Yes. Your customized greeting can explicitly instruct callers on what to do in urgent or crisis situations (such as directing them to 988 or local emergency resources), while allowing non-urgent callers to leave secure voice or text messages 24/7.
In most cases, you can easily port your number to our carrier or we can provide you with a dedicated local or toll-free number for your practice. Depending on your phone provider, you may also have the option to forward your existing practice line to our service.
A virtual receptionist provides custom greetings, menu options, and call routing to help callers reach the right person:
- Auto Attendant - Callers hear the greeting from the Virtual Receptionist as soon as they call your business.
- Backup Attendant - Callers hear the Virtual Receptionist only if the business lines are busy or not answered after a few rings.
- Cost Savings: Box phone systems are expensive and will not have the features of a virtual system unless you spend many thousands of dollars.
- Call Handling Volume: Our system handles hundreds of calls per minute.
- Virtual Systems Free-up Office Lines when transferring calls to cell phones or voice mail.
- Scalability: Expansion of a box phone system is expensive and requires a service call from a technician. Virtual system changes only require a call or email to customer service.
- Upgrades: You will have the latest technology as our system is upgraded in the future.
Add features to your system without replacing or expanding the box. Features like:
- Virtual receptionist
- Live Transfer to voice mail
- Voice mail that is delivered to your email
- After hours call management can enable callers to reach intended party without having to "hang-up and redial." This feature is particularly important for technical support, help lines or after-hours property management issues.
- Spell-by-name directories for larger companies allow callers to reach intended parties efficiently.
- On-call rotation gives everyone on the staff an equal chance of fielding a sales call.
When all your phone lines are busy your callers can not leave a message or reach your cell phone. Internal phone systems require two lines to transfer a call to an outside line like your cell phone. Both lines are tied up for the entire length of the call. Our Virtual Receptionist can take messages when all your lines are busy and can route calls to your cell phone without tying up any lines in the office.
No. Our solutions work with your existing phones, mobile devices, and office setup.
Yes. Calls can route to you, your partners, or staff on the mobile phones you already use.
Yes. We can build your communication setup around the phone service and numbers your business already uses.