Automated Phone System for Doctor’s Office

Doctors’ offices receive countless calls daily, from appointment scheduling to handling patient inquiries. Manually managing these calls can lead to long wait times, frustrated patients, and overwhelmed staff. This is where an automated phone system for doctors comes in. By streamlining communication, reducing administrative workload, and improving patient experience, these systems are transforming how healthcare providers operate.

An automated phone system for a doctor’s office helps handle routine tasks like scheduling appointments, answering FAQs, providing prescription refill information, and routing calls to the appropriate department or provider. This ensures that medical staff can focus on delivering quality care while patients receive timely assistance without unnecessary delays.

In this article, we’ll explore what an automated phone system is, why it is essential for medical practices, the key features to consider, and the best available options. We’ll also explain why Emitrr stands out as the best choice for healthcare providers looking to enhance patient communication and office efficiency.

What is an Automated Phone System for a Doctor’s Office?

An automated phone system is a voice-driven technology designed to handle incoming and outgoing calls without requiring direct human intervention. These systems use Interactive Voice Response (IVR), call routing, voicemail transcription, and appointment scheduling to help clinics, hospitals, and healthcare providers efficiently manage patient communications.

Instead of relying solely on a receptionist or front desk staff, an automated phone system allows patients to book, reschedule, or cancel appointments, receive reminders, check office hours, request prescription refills, and get answers to common questions—all without waiting on hold. This not only improves patient satisfaction but also helps healthcare facilities operate more efficiently, reduce staff workload, and enhance overall service quality.

Additionally, advanced systems can integrate with Electronic Health Records (EHR), practice management software, and patient portals, ensuring seamless information flow and minimizing administrative hassles. With 24/7 availability, patients can get the assistance they need at any time, even outside of office hours, making healthcare access more convenient and patient-centric.

Why Do You Need an Automated Phone System?

An automated phone system is not just a convenience—it’s a necessity for modern medical practices. Here’s why healthcare providers should consider implementing one:

1. Enhanced Patient Experience
   • Allows patients to book, reschedule, or cancel appointments anytime.
   • Reduces long wait times by directing calls to the appropriate department.
   • Provides automated reminders for upcoming appointments.
2. Reduced Administrative Workload
   • Handles routine calls, reducing the burden on reception staff.
   • Automates appointment confirmations, reducing no-shows.
   • Helps manage prescription refill requests efficiently.
3. Improved Call Handling & Efficiency
   • Routes call to the correct department or provider.
   • Offers multilingual support for diverse patient bases.
   • Provides voicemail transcription for better record-keeping.
4. 24/7 Availability
   • Patients can get the information they need at any time, even outside of office hours.
   • Emergency calls can be directed to the right on-call doctor.
   • Reduces reliance on human staff for after-hours inquiries.
5. Increased Revenue & Productivity
   • Minimizes missed appointments and cancellations.
   • Enables staff to focus on in-office patients instead of answering calls.
   • Supports telehealth and virtual consultation scheduling, expanding patient reach.

Who Needs an Automated Phone System?

Medical practices of all sizes can benefit from an automated phone system. Whether you run a small private practice or a large hospital, streamlining communication helps improve efficiency and patient satisfaction. Here are the types of healthcare providers who need an automated phone system:

1. Private Practices
   • Independent doctors and small clinics benefit from automated scheduling and call routing.
   • It helps manage calls efficiently without needing a full-time receptionist.
   • It reduces missed calls and ensures better patient communication.
2. Multi-Specialty Clinics
   • It helps manage high call volumes by directing patients to the right specialists.
   • It allows different departments to handle patient inquiries separately.
   • It ensures smoother coordination between different medical specialists.
3. Telehealth Providers
   • It ensures seamless communication between virtual care providers and patients.
   • It supports automated appointment scheduling for remote consultations.
   • It helps maintain compliance with telemedicine regulations.
4. Large Hospitals
   • It manages complex call structures across multiple departments.
   • It reduces wait times by quickly routing calls to the right medical units.
   • It provides automated assistance for frequently asked questions.
5. Urgent Care & Emergency Clinics
   • It ensures emergency calls are directed to on-call doctors immediately.
   • It helps prioritize urgent cases without overwhelming front desk staff.
   • It allows patients to check estimated wait times before visiting.

Features to Look for in an Automated Phone System

Choosing the right automated phone system requires evaluating key features that enhance efficiency and patient experience. Here are the top features to look for:

1. Call Routing & IVR
   • It directs calls to the right department based on patient input.
   • It reduces call hold times and improves patient satisfaction.
   • It supports multiple menu options for different types of inquiries.
2. Appointment Scheduling & Reminders
   • It allows patients to book, reschedule, or cancel appointments via phone.
   • It sends SMS or voice reminders to reduce no-shows.
   • It integrates with the practice’s calendar to avoid double-booking.
3. Voicemail-to-Text & Transcription
   • It converts voicemail messages into text for easier record-keeping.
   • It helps staff quickly review patient requests without listening to full recordings.
   • It allows secure storage of patient inquiries for future reference.
4. Integration with EHR & Practice Management Systems
   • It syncs patient records with existing systems for a seamless experience.
   • It reduces manual data entry errors and administrative workload.
   • It enables automatic updates for patient appointment statuses.
5. HIPAA Compliance
   • It ensures patient data security and confidentiality.
   • It provides encrypted communication for sensitive information.
   • It helps medical practices comply with healthcare regulations.
6. Multilingual Support
   • It offers language options to cater to a diverse patient base.
   • It ensures that non-English-speaking patients can navigate the system easily.
   • It improves accessibility and inclusivity in patient care.
7. Call Analytics & Reporting
   • It provides insights into call volume, missed calls, and patient queries.
   • It helps practices optimize staffing and improve response times.
   • It identifies peak call times to allocate resources effectively.
8. Customizable Greetings & Messaging
   • It allows practices to create personalized greetings for patients.
   • It can include important announcements, office hours, and emergency contacts.
   • It enhances professionalism and brand consistency.

By ensuring your automated phone system has these features, you can enhance patient communication, streamline administrative workflows, and improve overall efficiency in your healthcare practice.

Top Automated Phone Systems for Doctor’s Offices

Finding the right automated phone system for your medical practice can greatly improve patient communication and workflow efficiency. The best solutions offer seamless scheduling, call routing, and HIPAA-compliant communication, ensuring your office runs smoothly while keeping patients satisfied.

Here are the top automated phone systems for doctor’s offices:

1. Emitrr
2. Nextiva
3. Ringover
4. Grasshopper
5. 8×8
6. Ringcentral
7. Vonage
8. Avaya
9. Mitel
10. Microsoft Teams

Emitrr

Emitrr is a HIPAA-compliant automated phone system designed specifically for healthcare providers. It streamlines patient communication by automating calls, appointment reminders, and follow-ups while integrating with electronic health records (EHR) systems. Designed to enhance efficiency in medical practices, Emitrr ensures seamless communication between doctors, staff, and patients. With AI-driven automation, it reduces administrative workload, minimizes missed appointments, and improves patient engagement through real-time interactions.

Emitrr Features

• AI-powered appointment scheduling and reminders – It automates patient bookings and follow-ups, reducing no-shows and administrative workload.
• Two-way text messaging and voicemail transcription – This enables real-time communication with patients and provides easy access to voice messages.
• Call routing with IVR customization – This directs calls efficiently based on patient needs, minimizing wait times.
• HIPAA-compliant secure messaging – It ensures all communications remain confidential and secure.
• Integration with EHR and practice management systems – This syncs patient data seamlessly to improve record accuracy.
• Multi-location call management – It allows centralized control of calls across multiple practice locations.
• Automated patient follow-ups – This ensures consistent communication with patients regarding their care.
• Multilingual support for diverse patient bases – This enhances accessibility by catering to patients in various languages.
• Customizable call flows – This adapts to the specific workflow of a medical practice.
• 24/7 availability for patient inquiries – Allows patients to connect at any time, improving satisfaction.

Emitrr Pros

• Tailored for healthcare providers
• Reduces administrative workload significantly
• High customization options for call flows
• Secure and compliant with HIPAA regulations
• Enhances patient engagement through automated follow-ups and reminders

Emitrr Cons

• More advanced features are yet to be launched!

Emitrr Support Channels

• 24/7 live chat
• Email and phone support
• Dedicated account managers for enterprise users
• Comprehensive online knowledge base
• Onboarding and training support for new users

Emitrr Pricing

Emitrr offers a pricing model that starts at $149 a month for SMS and $30 per user per month for VoIP.

Emitrr Reviews

• G2: 5/5
• Capterra: 4.8/5

“You have it all integrated into one platform, the signatures, the amount of characters, you can attached files, send photos. You are able to create and send forms. Unlimited amount of things we can use and take advantage of.”

“I LOVE Emitrr. The support you get is wonderful, the app is easy to use and they have been incredibly responsive. As a small business, we needed a messaging platform that wouldn’t break the bank and this meets all our needs (and then some) without making us feel overwhelmed.”

Emitrr Integrations

Emitrr offers 500+ integrations across different industries, such as dental, recruiting, real estate, etc., with tools like:

• MailChimp
• Denticon
• AthenaHealth
• Zapier
• Salesforce
• HubSpot
• Facebook
• And more!

Nextiva

Nextiva is a cloud-based phone system that offers VoIP services, making it an excellent choice for medical offices that require robust call management features.

Nextiva Features

• Auto-attendant and call routing – Directs calls to the right department automatically, reducing wait times.
• Voicemail-to-email transcription – Converts voicemails into readable emails, making follow-ups easier.
• HIPAA-compliant communication – Ensures patient conversations are secure and confidential.
• Call analytics and tracking – Provides insights into call volume, duration, and trends for better decision-making.
• Conference calling and video conferencing – Facilitates virtual consultations and team discussions.
• Multi-device accessibility – Enables staff to handle calls from desktops, mobile phones, and tablets.
• SMS and instant messaging support – Allows quick, efficient communication with patients and team members.
• Integration with CRMs and business tools – Syncs with practice management software for streamlined operations.
• AI-driven call management – Uses automation to enhance call handling and customer interactions.
• Unlimited calling and faxing – Reduces communication costs with no restrictions on usage.

Nextiva Pros

• Affordable for small to mid-sized clinics
• Scalable solutions for growing practices

Nextiva Cons

• Advanced features require higher-tier plans
• Learning curve for first-time users

Nextiva Support Channels

• 24/7 phone and live chat support
• Online knowledge base

Nextiva Pricing

• The nextiva pricing starts at $18.95 per user/month

Nextiva Reviews

• G2: 4.5/5
• Capterra: 4.6/5

“The overall experience was wonderful. I had a great salesman and a great implementation specialist.”

“Service is spotty, Calls get dropped, Phones disconnect from service, Voice Packets get lost. Forever ongoing contract auto-renewals without notifications to the client.”

Nextiva Integrations

• Salesforce
• Microsoft Teams

Ringover

Ringover is a cloud-based phone system that provides call automation, messaging, and video conferencing tailored to businesses, including healthcare providers.

Ringover Features

• Virtual receptionist and IVR – Automates call answering, improving patient experience and reducing workload.
  
• Call forwarding and routing – Ensures patients reach the right department without delays.
  
• SMS and voicemail transcription – Converts voice messages into text, making responses more efficient.
  
• Video conferencing – Supports remote consultations and team meetings.
  
• Multi-device compatibility – Works on smartphones, tablets, and computers for flexibility.

Ringover Pros

• User-friendly interface
• Affordable pricing

Ringover Cons

• Limited advanced reporting features
• No dedicated healthcare compliance tools

Ringover Support Channels

• Email
• Live chat
• Phone support
• Online help center

Ringover Pricing

• Starts at $21 per user/month

Ringover Reviews

• G2: 4.6/5
• Capterra: 4.6/5

“Integration with salesforce is good, overall quality of calls are good. There are some nifty features like note-taking and more.”

“Sometimes their is a delay a few seconds between when you speak and the person on the phone which I believe will be fixed sooner than later.”

Ringover Integrations

• Slack
• Microsoft Teams
• Google Workspace

Grasshopper

Grasshopper is a virtual phone system ideal for small clinics and independent practitioners who need a professional business number without a complex setup.

Grasshopper Features

• Custom greetings and call forwarding – Creates a professional impression with personalized call handling.
• Voicemail transcription – Transcribes voicemails into text for easy reading and response.
• Toll-free and local number options – Provides flexibility in choosing business numbers.
• SMS and business texting – Allows quick communication without relying on calls.
• Mobile and desktop apps – Enables call management from any device.
• Call screening and blocking – Filters unwanted calls, improving efficiency.
• Auto-attendant for directing calls – Routes calls automatically, reducing manual intervention.

Grasshopper Pros

• Simple and easy to set up
• No extra hardware required

Grasshopper Cons

• Limited advanced call management features
• Not HIPAA-compliant

Grasshopper Support Channels

• Phone and email support
• Help Center articles

Grasshopper Pricing

• The grasshopper pricing starts at $31 per month

Grasshopper Reviews

• G2: 4/5
• Capterra: 4.3/5

“The customizable hold music and voicemail is awesome. It really helps startups put the best voice forward facing to their prospects and patrons.”

“The website’s settings were hard to navigate and setting up the incoming call workflow was too cumbersome.”

Grasshopper Integrations

• Limited integrations with other healthcare systems like Google Voice and Skype

8×8

8×8 is a business VoIP provider offering cloud-based phone systems with enterprise-level security, making it a good fit for healthcare providers.

8×8 Features

• AI-powered call handling – Uses smart automation to manage calls efficiently.
• Auto-attendant and IVR – Reduces call waiting times by directing patients to the right service.
• Call recording and analytics – Provides data-driven insights for improving communication.
• HIPAA-compliant security – Ensures compliance with healthcare privacy laws.
• Video conferencing and team messaging – Enhances collaboration among medical teams.

8×8 Pros

• Scalable for hospitals and multi-location clinics
• Strong security and compliance features

8×8 Cons

• Higher pricing for premium features
• Some users report a complex interface

8×8 Support Channels

• 24/7 phone and chat support
• Online knowledge base

8×8 Pricing

• The 8×8 pricing starts at $15 per user/month

8×8 Reviews

• G2: 4.2/5
• Capterra: 4/5

“It has been an excellent call system because it is very easy to use and very reliable.”

“The customer service is terrible. We were told that the issues we were having were with our phones and that they were too old.”

8×8 Integrations

• EHRs
• Microsoft Teams
• CRM software

RingCentral

RingCentral is a leading VoIP provider offering unified communications solutions suitable for medical practices of all sizes.

RingCentral Features

• Cloud-based phone system – Provides seamless communication from any location.
• Advanced call forwarding and routing – Ensures calls reach the right personnel.
• Video meetings and messaging – Enhances team collaboration and patient consultations.
• HIPAA-compliant security – Protects patient information with robust encryption.
• Auto-attendant and IVR – Automates call handling for efficiency.
• Voicemail-to-text transcription – Converts voice messages into readable text.
• Call analytics and reporting – Tracks call performance for better decision-making.

RingCentral Pros

• Feature-rich solution
• Scalable for large hospitals

RingCentral Cons

• More expensive than some competitors
• Setup can be complex

RingCentral Support Channels

• 24/7 phone and chat support
• Online knowledge base

RingCentral Pricing

• The ringcentral pricing starts at $19.99 per user/month

RingCentral Reviews

• G2: 4.5/5
• Capterra: 4.4/5

“The help that is available with this product is out of this world. They are so friendly and wiling to help in a speedy manner, its great.”

“Price structure is confusing when not included in a bundle option. Menu system can be hard to get to when in a call, and some of the options are not found easily enough.”

RingCentral Integrations

• EHR
• Microsoft Teams
• Google Workspace

Vonage

Vonage is a cloud-based business phone system offering VoIP solutions for healthcare providers and businesses.

Vonage Features

• Cloud-based VoIP services – Provides reliable and flexible phone solutions.
• Auto-attendant and call forwarding – Ensures efficient call management.
• Voicemail-to-text transcription – Converts voicemails into readable messages.
• HIPAA-compliant communication – Protects patient data with secure transmission.
• Integration with EHR and CRM systems – Enhances workflow automation.
• Multi-device access – Enables communication from mobile, desktop, and tablets.
• Conference calling and video meetings – Supports virtual consultations.
• Call analytics and reporting – Provides insights into call performance.

Vonage Pros

• Cost-effective for small practices
• Easy setup and use

Vonage Cons

• Limited advanced features
• Some users report occasional call lags

Vonage Support Channels

• 24/7 phone and chat support
• Online help center

Vonage Pricing

• The vonage pricing starts at $19.99 per user/month

Vonage Reviews

• G2: 4.3/5
• Capterra: 4.3/5

“It is a good basic solution and has terrific customization capabilities for SMS and other functions with Nexmo services.”

“Call lag is the main issue and can become quite frustrating for our team and our customers. Also, it is not possible to see on the screen when a call is being transferred and who is transferring it to you.”

Integrations

• EHR
• CRM systems

Avaya

Avaya is a trusted name in business communication. It offers a range of VoIP, messaging, and call management solutions. Designed for enterprises, Avaya is widely used in large healthcare facilities for its scalability and robust security.

Avaya Features

• AI-powered call automation – Reduces manual effort by handling routine inquiries automatically.
• Multi-channel communication (voice, SMS, email) – Ensures seamless interaction across different platforms.
• HIPAA-compliant security – Keeps patient information protected at all times.
• IVR and auto-attendant – Improves efficiency by guiding callers to the appropriate service.
• Call recording and analytics – Provides valuable data insights for call management.

Avaya Pros

• Scalable for large hospitals
• High-level automation and security

Avaya Cons

• Expensive for small practices
• Requires IT expertise for setup

Avaya Support Channels

• Phone, email, and ticket support
• Online Documentation

Avaya Pricing

• Custom pricing based on business needs starts from $35 per month per user.

Avaya Reviews

• G2: 4.2/5
• Capterra: 4.4/5

“Great for big, small, medium companies, you are able to see in which Aux your personnel is, so you can track their time on their calls or their non productive time, great.”

“Avaya call audio can sometimes be terrible, especially when used through a Virtual Private Network.”

Avaya Integrations

• Extensive compatibility with EHR and enterprise systems

Mitel

Mitel offers cloud-based and on-premise VoIP solutions, helping medical offices streamline communication.

Mitel Features

• Call routing and IVR – Streamlines patient inquiries and directs calls efficiently.
• Voicemail-to-text transcription – Provides an easy way to access and review messages.
• Secure messaging – Maintains patient confidentiality in all communications.
• HIPAA compliance – Meets strict industry security standards.
• Call analytics and reports – Offers detailed insights into call trends and performance.
• Multi-device support – Enables call management from desktops, mobiles, and tablets.

Mitel Pros

• Reliable call quality
• Strong compliance features

Mitel Cons

• Higher pricing for premium features
• Complex initial setup

Mitel Support Channels

• 24/7 phone and chat support
• Online help center

Mitel Pricing

• Custom pricing. Starting from $20.99 to $38.49 per user per month.

Mitel Reviews

• G2: 3.9/5
• Capterra: (not available)

“Micollab started great for us in regards of enriched features that we loved. The desktop/mobile applications were great with even better deskphones.”

“Serves it’s purpose to deal with incoming and outgoing customer contact.”

Mitel Integrations

• Works with EHR and CRM tools

Microsoft Teams

Microsoft Teams is a communication and collaboration platform that integrates seamlessly with Microsoft 365, providing VoIP, messaging, and video conferencing for healthcare providers.

Microsoft Teams Features

• Secure VoIP calling and video conferencing
• AI-powered call transcription and recording
• HIPAA-compliant messaging and file sharing
• Multi-device accessibility
• Virtual consultation support
• Integration with EHR and practice management tools
• Customizable call routing and IVR

Microsoft Teams Pros

• Strong integration with Microsoft 365
• Secure and HIPAA-compliant communication

Microsoft Teams Cons

• Requires a Microsoft 365 subscription
• It can be complex for smaller practices

Microsoft Teams Support Channels

• 24/7 customer support
• Online documentation and community forums

Microsoft Teams Pricing

• Included with Microsoft 365 business plans

Microsoft Teams Reviews

• G2: 4.4/5
• Capterra: 4.5/5

“Customization as per requirement. Call quality is good and screen sharing control works like a charm.”

“t is such a steep learning curve, it all looks very confusing and disorganized. I have a hard time figuring out how to navigate it.”

Microsoft Teams Integrations

• Works with Microsoft 365, EHR, and third-party apps

Why is Emitrr the Best Automated Phone System for a Doctor’s Office?

Emitrr isn’t just another automated phone system—it’s a game-changer for healthcare providers. With its intelligent AI-powered call handling, seamless integrations, and cost-effective pricing, it simplifies communication and enhances efficiency. Here’s why Emitrr is the top choice for medical practices:

AI-powered call handling and automation

Emitrr takes the hassle out of managing patient calls. It uses advanced AI to reduce wait times, route calls efficiently, and ensure that every patient gets the assistance they need. From scheduling appointments to answering common questions, Emitrr streamlines the entire process. Plus, its intelligent IVR (Interactive Voice Response) makes sure patients are quickly directed to the right department without frustration.

Seamless integrations with EHRs and practice management tools

Say goodbye to manual data entry and disconnected systems. Emitrr syncs effortlessly with leading Electronic Health Records (EHR) and practice management software, ensuring that patient information is always up to date. Automating patient records and appointment logs lets medical staff focus more on patient care and less on administrative tasks.

Affordable pricing with premium features

Unlike many competitors that charge high fees for essential features, Emitrr provides top-tier automation tools at competitive prices. Whether you run a small clinic or a large hospital, its scalable pricing ensures you only pay for the features you need, making it a valuable investment for healthcare providers of all sizes.

Enhanced Patient Engagement

Communication is key to better patient care, and Emitrr helps bridge the gap. With two-way messaging, automated reminders, and follow-ups, it keeps patients informed and engaged throughout their healthcare journey. By reducing missed appointments and improving interaction, Emitrr strengthens doctor-patient relationships.

Customizable and Scalable Solutions

Every healthcare facility is unique, and Emitrr understands that. It offers highly customizable call flows, allowing clinics to tailor their phone system to fit their workflow. Whether you’re a solo practitioner or managing a hospital network, Emitrr scales with your needs.

HIPAA Compliance and Data Security

Patient confidentiality is non-negotiable, and Emitrr ensures full HIPAA compliance. All communications, including calls, messages, and voicemails, are encrypted and stored securely to prevent unauthorized access. This guarantees that sensitive patient information remains private and protected at all times.

Reliable 24/7 Support and Training

Technology should make life easier, not harder. Emitrr offers dedicated support through multiple channels, including live chat, phone, and email. From onboarding and training to troubleshooting, its support team ensures a smooth experience so that healthcare providers can maximize the platform’s benefits without technical difficulties.

With its smart automation, industry-leading integrations, and budget-friendly plans, Emitrr remains the go-to choice for healthcare providers looking to enhance their communication and patient management systems. Designed to reduce workload, improve efficiency, and create a seamless patient experience, it’s an essential tool for modern medical practices.

Conclusion

Managing patient calls efficiently is one of the biggest challenges in a busy medical practice. An automated phone system takes the pressure off your staff, reduces long wait times, and ensures patients get the help they need —whenever they need it.

Among all the options available, Emitrr stands out as the best choice for healthcare providers. Its AI-powered call handling, seamless EHR integrations, and budget-friendly pricing simplify communication and improve the patient experience. Plus, features like automated reminders and two-way messaging keep patients engaged and reduce no-shows.

The right phone system allows your team to focus on what really matters—providing quality care. If you’re ready to upgrade your communication and make life easier for both your staff and your patients, Emitrr is the way to go. Book a demo today!

Frequently Asked Questions