5 Best Phone Systems for Medical Offices in 2025

EMR Software Comparison Guide: Choosing the Right System for Your Medical Office

Electronic Medical Record (EMR) systems are no longer just digital filing cabinets—they’re now the nerve center of modern clinical operations. The right EMR can streamline everything from documentation speed to appointment scheduling and patient outcomes. But with over 600 platforms competing for attention, selecting the right system isn’t just difficult—it can be a costly clinical and administrative misstep.

This guide is built to help medical offices make confident, informed decisions. Whether you’re running a small primary care clinic or overseeing a multi-specialty practice, we’ll walk you through the most critical evaluation criteria, hidden pricing pitfalls, regulatory must-haves, and the EMR platforms leading the market in 2025. From HIPAA compliance to cloud usability, telehealth support, and lab integrations, this comparison goes far deeper than vendor sales talk—so you can choose a system that fits your practice today and scales with it tomorrow.

What EMR Software Does for Your Practice

Modern EMR systems are no longer optional—they are essential infrastructure for revenue stability, clinical efficiency, and regulatory compliance. The best systems serve as a unified command center, tightly integrating all the operational pillars of your practice.

Patient Records, Compliance, Billing, and Scheduling

At its core, an EMR centralizes clinical documentation, appointment flows, and billing triggers. Instead of juggling multiple software tools, practices can automate:

• Progress notes, visit documentation, and physician signatures
• Real-time insurance verification and co-pay collection
• Coding compliance checks at the point of care
• Seamless scheduling with waitlist management and reminders

The result? Shorter claim cycles, better patient retention, and dramatically reduced denial rates.

Single-Point Access vs. Modular Tools

Some EMR platforms offer all-in-one ecosystems, while others rely on third-party integrations. A single-point solution ensures consistency in UI and fewer data silos, but modular options may allow greater customization.

• Integrated systems (like Epic) reduce friction and training needs
• Modular setups (e.g., DrChrono + Kareo) give flexibility but increase integration risk
• Consider IT overhead: more APIs = more interoperability risk

Interoperability and Continuity of Care

True value comes from how well your EMR exchanges data with labs, pharmacies, payers, and other providers. Systems certified for FHIR (Fast Healthcare Interoperability Resources) and HL7 standards allow:

• Real-time lab result imports, imaging pulls, and discharge summaries
• Access to multi-provider treatment history
• Streamlined prior authorizations through payer connectivity

Without these, continuity of care breaks—and patients suffer. Choosing an EMR with strong interoperability standards isn’t optional; it’s foundational.

Top-Rated EMR Systems for 2025

With hundreds of EMR systems available, only a few consistently outperform the market in functionality, adoption rate, and ROI. Here’s a breakdown of the five leading EMR platforms for 2025, based on usability, specialty fit, and scalability.

Epic: Enterprise-Grade Control

Epic dominates the hospital and large clinic space. Known for its comprehensive EHR modules, Epic offers:

• Best-in-class interoperability via Care Everywhere
• Deep customization across clinical workflows
• Strong decision support tools and analytics

However, it’s expensive and typically requires in-house IT teams. Smaller practices may find it cost-prohibitive, especially for non-integrated specialties.

Cerner (Oracle Health): Infrastructure Focus

Now under Oracle, Cerner remains a top pick for large healthcare organizations. Its edge lies in:

• Advanced population health tools
• Data aggregation across multiple care sites
• Scalable cloud infrastructure with AI-assisted insights

Cerner is ideal for systems managing multiple facilities or complex patient populations. Drawbacks include steep implementation curves and legacy module inconsistencies.

Athenahealth: Cloud-First Efficiency

Athenahealth serves ambulatory practices best, offering:

• Robust revenue cycle management tools
• Strong claim scrubbers and payer rules engines
• Embedded telehealth and eRx modules

It’s a good mid-tier EMR with mobile access, frequent updates, and an intuitive UI. However, specialty-specific customization is limited compared to larger systems.

eClinicalWorks: Budget-Friendly Depth

For practices wanting high feature-to-cost ratio, eClinicalWorks provides:

• Integrated billing, scheduling, and charting tools
• Custom templates for primary care and urgent care
• Patient portals and telehealth at no added cost

Its strength lies in affordability and versatility, but support wait times and occasional UI clutter are common complaints.

DrChrono: Mobile-First, Modular Stack

Designed with Apple-first usability, DrChrono is ideal for:

• Startups or solo providers needing iPad-based documentation
• Modular add-ons for practice management and billing
• Voice-to-text charting and direct EHR-to-lab orders

It integrates easily with third-party billing tools, though scalability can become a limitation for growing practices.

Cloud vs. On-Premise, Mobile Access, and UI

When comparing platforms:

• Cloud-based systems (Athena, DrChrono) offer lower upfront cost, automatic updates, and remote access
• On-premise EMRs (Epic, Cerner) give more control but require higher capital investment and maintenance
• Evaluate UI by specialty: a primary care provider’s ideal interface will differ from a surgical clinic’s

Choose based on what your staff can adopt quickly—not just what looks good on paper.

EMR System	Best For	Key Features	Limitations
Epic	Large hospitals and enterprise clinics	Interoperability via Care Everywhere, Workflow customization, Advanced decision support tools	High cost, Requires in-house IT, Overbuilt for smaller practices
Cerner (Oracle Health)	Multi-site healthcare systems	Population health management, Data aggregation tools, Scalable AI-enabled cloud infrastructure	Complex implementation, Legacy module inconsistencies
Athenahealth	Ambulatory and mid-sized practices	Revenue cycle automation, Telehealth and eRx included, Strong claim scrubbers	Limited specialty customization, Some features lack depth
eClinicalWorks	Cost-conscious primary care clinics	Integrated scheduling and charting, Custom templates, Built-in telehealth and patient portals	Long support wait times, UI can feel cluttered
DrChrono	Solo providers and startups	Mobile-first iPad interface, Modular billing add-ons, Voice-to-text charting	Limited scalability, Best for small teams only

Key Features to Compare Before Choosing

Selecting an EMR without understanding feature-to-practice alignment is a costly mistake. Core functionalities vary widely across vendors—even those claiming to offer “all-in-one” systems. Here’s how to vet what matters most.

Clinical Charting, eRx, and Lab Integration

Clinical documentation should minimize clicks and support real-time charting during patient encounters. Top EMRs provide:

• SOAP note templates tailored by specialty
• Support for voice dictation and auto-coding
• Drug databases with e-prescribing alerts for contraindications

Look for lab integrations that automatically populate results into the patient chart. Ensure the EMR supports bi-directional lab communication, not just one-way result pulls.

Billing Modules and Audit Trail Capabilities

A billing module isn’t just about generating superbills—it should reduce claim denials by enforcing real-time coding validation. Essential features include:

• Integration with CPT/ICD-10 libraries and modifier guidance
• Claim scrubbing tools for front-end accuracy
• Audit trail logs that show every user action for compliance traceability

Avoid platforms that outsource billing to third parties unless transparency is guaranteed. You want full control of submission, denial tracking, and appeal workflows.

Telehealth Readiness and Patient Portals

Remote care delivery is now a baseline expectation. A good EMR will offer:

• Built-in HIPAA-compliant telehealth video with no third-party software
• Customizable intake forms patients can complete before virtual visits
• A patient portal that allows secure messaging, refill requests, and education materials

Ensure that your chosen system logs telehealth CPTs and POS codes correctly, especially when using modifiers like -95 or -GT for billing.

Hidden Costs and Setup Considerations

The sticker price of EMR software is rarely the full story. Total cost of ownership includes implementation, customization, training, support, and downtime risks—all of which must be budgeted before signing any contract.

Data Migration, Customization, and Training Time

Switching systems—or adopting one for the first time—means migrating existing patient data, which may incur:

• Per-record migration fees
• Charges for data formatting or cleaning
• Loss of historical notes if vendors don’t support full clinical data transfer

Customization is often marketed as a feature but can also be a trap. Some systems require paid developer time to configure templates, user roles, or clinical workflows.

Training costs are both financial and operational. Practices should calculate:

• Time off required for clinical and admin staff
• Whether training is virtual or on-site
• If ongoing refresher modules are included in the subscription

Support Fees and Upgrade Timelines

After go-live, your support quality determines daily stability. Watch for:

• Per-incident support charges or response-time SLAs
• Costs for software updates, which some on-premise vendors treat as add-ons
• Version lock-ins: some legacy systems may force practices to pay for major upgrades rather than pushing automatic patches

Ask whether after-hours emergency support is included and if you get a dedicated account manager.

What to Ask During Demos

Demos are your only window into live workflows before commitment. Don’t let vendors dominate the conversation. Ask:

• “Can I test the exact version my practice would receive—not a polished demo environment?”
• “What’s the exact timeline for setup, including training, customization, and data migration?”
• “How do you handle E/M code changes or CMS billing updates?”
• “Can I speak with a practice of similar size and specialty already using your EMR?”

The goal is to surface hidden support fees, time burdens, or limitations that aren’t visible in sales decks.

Cost/Consideration	Details	What to Ask Vendors
Data Migration	Per-record migration fees Charges for data formatting or cleaning Possible loss of historical notes	“Do you support full clinical data transfer?” “Is formatting included in the migration cost?”
Customization	Paid developer time for templates, workflows, user roles Delays if customizations are not in-house	“Which features require additional development fees?” “Can customization be handled by in-practice staff?”
Training Time	Time off for staff Virtual vs. in-person training costs Availability of ongoing refresher modules	“What’s the full training plan post-purchase?” “Are refresher courses included in the license?”
Support Fees	Per-incident support charges Premiums for 24/7 or after-hours support Dedicated account manager availability	“Is after-hours support part of the base plan?” “Do we get a dedicated support contact?”
Upgrade Timelines	Some vendors charge for updates Legacy systems may lock versions without auto-patching	“Are updates automatic or manual?” “Are version upgrades included or billed separately?”
Demo Evaluation	Risk of seeing polished demo environments Need for realistic testing scenarios	“Can I test the real user version?” “Can I contact a live user in my specialty?”

Compliance, Security, and Certification

No matter how intuitive an EMR may be, if it doesn’t meet regulatory and security standards, your practice is exposed to audits, fines, and data breaches. Choosing a compliant EMR isn’t just due diligence—it’s a non-negotiable safeguard.

HIPAA Compliance and Audit Readiness

Every EMR vendor claims HIPAA compliance, but your responsibility goes further. You need an EMR that:

• Offers end-to-end encryption, not just HTTPS for login screens
• Provides access logs and breach notification protocols
• Allows audit-ready reports, especially for clinicalcoding and billing

If the EMR doesn’t support role-based access and PHI redaction tools, you’re likely not compliant—even if the vendor is.

ONC Certification Requirements

EMRs must meet ONC Health IT Certification Program standards to be eligible for federal programs and value-based reimbursement models. Certification ensures the system:

• Supports C-CDA document exchange and clinical quality reporting
• Includes e-prescribing, medication reconciliation, and immunization records
• Meets standards for API access and patient-facing technology

Always confirm your vendor’s certification status via the official ONC Certified Health IT Product List.

User Access Roles and MFA Adoption

System security starts with who can access what. Your EMR should include:

• Granular user roles, so front desk staff can’t access clinical notes or financials
• Multi-factor authentication (MFA) for all admin and provider accounts
• Auto timeouts and IP-based restrictions for sensitive actions (e.g., exporting PHI)

Without these controls, one stolen login can lead to a catastrophic HIPAA violation.

How ACMSO Trains Medical Scribes to Optimize EMR Use

The right EMR doesn’t just reduce paperwork—it safeguards clinical accuracy, billing reliability, and legal compliance. But knowing how to evaluate an EMR’s fit requires training. That’s why the Medical Scribe Certification by ACMSO includes deep, role-specific modules on EMR navigation, configuration, and compliance mapping—giving scribes a critical edge in practice operations.

EMR Evaluation Protocols We Teach

Through ACMSO’s program, scribes learn how to assess an EMR from a workflow, documentation, and compliance perspective—not just usability. Training includes:

• Identifying whether the EMR flags incomplete, non-billable notes
• Testing clinical documentation tools for CPT and ICD-10 readiness
• Understanding how templates, macros, and auto-coding features affect revenue

Scribes are also taught how to spot bottlenecks in documentation flow, a common issue that contributes to billing lag and provider burnout.

Audit-Ready Configurations and Role-Based Setups

We teach scribes how to support providers in maintaining audit-proof records by properly configuring:

• Encounter-level timestamps and locking protocols
• Role-specific EMR access for admins, billers, and coders
• Smart phrase use that aligns with coding guidelines and payer policies

Students graduate knowing how to catch documentation gaps before they reach the billing stage, improving accuracy across the board.

Case-Based Training in EMR Transitions

ACMSO’s certification also includes simulated EMR implementation casework:

• Mapping old templates into new EMR interfaces
• Navigating legacy data and clinical note migration
• Supporting go-live transitions through provider onboarding and training logs

By learning what makes an EMR both efficient and compliant, certified medical scribes don’t just document—they drive operational quality.

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Frequently Asked Questions

1. What’s the difference between EMR and EHR systems?

EMR (Electronic Medical Record) refers to a digital version of a patient’s chart within a single practice. It includes medical history, diagnoses, treatment plans, and test results but is confined to one provider’s system. EHR (Electronic Health Record) is broader—it includes everything in an EMR plus interoperability features that allow sharing across providers, labs, and health networks. EHRs are typically required for practices involved in value-based care, reporting to CMS, or participating in multi-provider treatment teams. Many vendors use the terms interchangeably, but legally and functionally, EHRs offer greater continuity of care and compliance with federal interoperability mandates like ONC and FHIR standards.

2. How long does it take to fully implement an EMR system?

Full EMR implementation takes anywhere from 4 to 12 weeks depending on the size and complexity of your practice. Key variables include whether you’re migrating data from a legacy system, customizing templates, training multiple user roles, or integrating billing modules. Smaller clinics may onboard in under a month, while multi-specialty groups require phased rollouts. Most vendors use a staggered go-live strategy, starting with admin functions before adding clinical and billing workflows. You should also factor in post-launch support time for user feedback loops, debugging, and workflow optimization. Rushing this process often leads to data inconsistencies and claim errors.

3. What are the most important features to look for in an EMR?

The must-have features vary by practice type, but universally important ones include clinical documentation tools, e-prescribing (eRx), lab integration, and billing automation. You’ll also want a robust audit trail for HIPAA compliance, along with role-based access controls to protect patient data. If you offer telehealth, ensure your EMR includes native video capability and logs virtual encounters with accurate CPT modifiers. Usability is crucial: a clunky interface slows down documentation and increases coding errors. Lastly, ensure the platform is ONC-certified, supports interoperability standards like FHIR, and includes real-time claim scrubbing tools to prevent revenue leakage.

4. How does a medical scribe certification help with EMR usage?

A Medical Scribe Certification by ACMSO teaches scribes to navigate EMRs efficiently, flag documentation gaps, and reduce errors that can affect billing. The training includes hands-on practice with clinical charting tools, understanding the flow of medical notes, and configuring encounter documentation for audit readiness. Certified scribes learn how to support providers in real time, optimizing EMR use during patient visits without sacrificing accuracy. They’re also taught how to adapt templates, use smart phrases, and align records with ICD-10 and CPT coding standards. This results in fewer claim denials and better compliance with payer documentation requirements.

5. What are common hidden costs in EMR implementation?

While subscription fees are advertised upfront, hidden costs often include data migration, training modules, custom template development, and ongoing support charges. Some vendors charge extra for setting up lab interfaces or integrating with third-party billing platforms. There may also be fees for user seat increases, annual upgrades, or multi-location access. On-premise systems require infrastructure investments—like servers, IT personnel, and physical security—which aren’t included in licensing. Cloud EMRs may offer lower startup costs but introduce ongoing monthly fees tied to active patient volume or insurance claim usage. Always request a full total cost of ownership (TCO) breakdown before committing.

6. Can EMR systems improve billing and coding accuracy?

Yes, EMR systems significantly improve billing accuracy—if configured correctly. Good EMRs include automated coding suggestions, built-in CPT/ICD libraries, and alerts for missing documentation or modifier errors. Some even flag payer-specific claim rules at the point of care. Additionally, integrated audit trails and compliance tools help catch risky coding behavior, reducing the chance of post-payment audits. Combined with trained scribes or coders, a well-implemented EMR can reduce denial rates by 20–35%. It also shortens claim cycle times by automating charge capture and ensuring that claims are complete, compliant, and submitted in real time.

7. Are cloud-based EMRs better than on-premise systems?

Cloud-based EMRs are preferred by most small to mid-size practices because they offer lower upfront costs, automatic updates, and remote access across devices. They’re also easier to scale and require no in-house IT infrastructure. However, on-premise systems provide greater control, which may appeal to larger organizations with complex privacy or customization needs. The downside is high initial investment, maintenance costs, and slower upgrade cycles. Cloud EMRs also depend on strong internet connectivity—without it, downtime can disrupt patient care. Ultimately, the choice depends on your budget, staffing, and operational complexity, but cloud options dominate new deployments in 2025.

Conclusion

Choosing the right EMR system is not just a technology decision—it’s a commitment to clinical accuracy, financial performance, and regulatory protection. With the right setup, your EMR becomes a tool for growth, not just a digital filing cabinet. From patient intake to billing and audit readiness, every detail matters.

Whether you’re adopting your first EMR or transitioning from an outdated platform, your evaluation must go beyond surface-level features. Look for systems that align with your practice size, specialty, and compliance goals. If you’re working with certified medical scribes—especially those trained through the Medical Scribe Certification by ACMSO—you gain a strategic advantage. These professionals are equipped to optimize EMR use, reduce documentation errors, and improve claim accuracy from day one.

Make your decision based on workflow reality, not vendor promises. A well-chosen EMR will return its investment many times over—through cleaner claims, faster reimbursements, and safer patient care.

Poll: What is the most important factor when choosing an EMR system?

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Best Phone Systems for Medical Offices

Medical offices need HIPAA complaint communications to protect patient data; the business phone systems below check that box.

Written by: Jeff Hale, Senior Analyst Updated Jun 03, 2025
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Editor Reviewed

This guide was reviewed by a Business News Daily editor to ensure it provides comprehensive and accurate information to aid your buying decision.

Adam Uzialko, Senior Editor
Business News Daily earns compensation from some listed companies. Editorial Guidelines.
Best for Collaboration

Links to RingEX

• Starting price of $20 per month
• Unlimited calling in United States and Canada
• 24/7 chat and phone support

Best for APIs and Customization

Links to Vonage

• Starting price of $13.99 per month
• Unlimited domestic calling
• 24/7 U.S.-based support

Best for Telehealth

• Starting price of $10 per month
• Unlimited and metered calling
• 24/7 phone and chat support

Best for Multisite Healthcare

• Starts at $36 per month
• Unlimited calling in U.S. and Canada
• 24/7 phone support

Best for Growing Practices

• Starting price of $24 per month
• Unlimited calls to 48 countries
• 24/7 web, chat and phone support

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Why You Should Trust Us

When choosing the best business phone systems for medical offices, our team of small business communications experts engaged in dozens of hours of research. We attended live demonstrations, conducted hands-on testing, and thoroughly researched the leading solutions on the market. We started by looking at security features to make sure each platform met the strict HIPAA requirements that apply to healthcare organizations. Then, we examined pricing and plans to determine the best value for each budget. We also reviewed the installation process and the level of customer support each vendor offered during setup. Finally, we analyzed customer reviews to find out what each company’s existing users had to say about their experience with each business phone system. Learn more about our methodology.

Whether you’re using it to schedule a routine check-up or share sensitive information with a patient, clear and reliable communications are a critical component of running a medical office. A modern cloud-based business phone system offers the calling features, reliability and, in many cases, Health Insurance Portability and Accountability Act (HIPAA) compliance required to communicate effectively with patients, staff and vendors in the medical industry.

The best business phone systems for medical offices of all types provide crystal clear high-definition audio, easy-to-use administrator tools and mobile apps to ensure medical staff can be reached easily when needed. To help medical office owners and administrators find the best business phone system, we’ve analyzed dozens of the industry’s service providers. We’ve based our reviews on each service’s available features, pricing, ease of use, integrations and customer service to arrive at a final score and identify the best use case.

Are you looking for other medical office solutions?

• The Best Medical Software of 2025
• How to Choose Medical Software
• Guide to Electronic Claims in Medical Billing

Best Business Phone Systems for Medical Offices

• RingEX: Best for Collaboration
• Vonage: Best for APIs and Customization
• Zoom: Best for Telehealth
• Nextiva: Best for Multisite Healthcare
• 8×8: Best for Growing Practices

Compare Our Best Picks

Our Top Picks for 2025

Best for Collaboration

Best for APIs and Customization

Best for Telehealth

Best for Multisite Healthcare

Best for Growing Practices

$20 – $35 per month

$13.99 – $27.99 per month

$10 – $26.99 per month

$25 (no voice calling) to $75

Starts at $24 per month

24/7 chat and phone

24/7 phone and in-app

24/7 phone and chat support

24/7 phone (plus email, ticketing and chat)

24/7 web, chat and phone

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• RingCentral supports comprehensive care behind the scenes with team messaging, tasks and automated notifications.
• RingCentral facilitates virtual care, allowing patients to meet with their provider over a secure web browser.
• You can’t mix and match service plans across the organization.

Editor’s Rating: 9.3/10
Links to RingEX

Editor’s Review Open row

Throughout our RingCentral review, the platform excelled as an all-in-one communications tool with effective features for calling, video meetings and messaging. A cloud-based platform, medical professionals and staff can make and receive calls from voice-over-internet-protocol (VoIP)-enabled desk phones, computers, web browsers and nearly any mobile device with a reliable internet connection and appropriate security protocols. As you’ll find with most providers we’ve reviewed, RingCentral is highly reliable with an advertised uptime of 99.999 percent. This is due to a network built on 32 geographically diverse data centers and direct peering with more than 45 carriers and 200 internet service providers.

Medical groups managing large practices with multiple office locations can share resources and collaborate easier with the team chat feature. This digital workspace serves as a centralized location for communications, providing you with access to previous communications, pinned documents and shared files. It’s also easy to flip from a chat to an ad hoc video meeting without switching between software applications or devices. This helps reduce the barriers associated with working remotely or with colleagues in different office locations. RingCentral also collaborates with other popular business software better than most with hundreds of out-of-the-box applications and customization opportunities throughout its app gallery.

Advantages & Disadvantages Open row

• RingCentral supports comprehensive care behind the scenes with team messaging, tasks and automated notifications.
• RingCentral facilitates virtual care, allowing patients to meet with their provider over a secure web browser.

• You can’t mix and match service plans across the organization.

• All Vonage unified communications plans include more than 50 calling features and applications.
• Vonage plans are highly customizable thanks to 18 available add-on features.
• A one-year minimum contract is required for new Vonage customers.

Editor’s Rating: 8.7/10
Links to Vonage

Editor’s Review Open row

Vonage is unique in the all-in-one communications platform category with its relatively large number of add-on features and its separate application programming interfaces (APIs) available for its three calling plans. Rather than using features to push customers into a specific subscription tier like you’ll find with most providers in this category, Vonage offers more than 50 basic calling features with the option to add much more on an à la carte basis. Paid add-ons include the artificial intelligence (AI) virtual assistant to reduce hold times and deliver personalized answers, IP phone paging to alert staff and broadcast announcements to patients and virtual extensions to provide remote employees with direct dial numbers.

Vonage’s pay-as-you-go APIs provide an additional level of customization, allowing you to reach your customers efficiently and affordably across messaging, voice, video and other software applications while only charging for what you use. The company’s long list of available APIs includes two-factor verification, SMS, MMS, dispatch, email, reporting, auditing and video which starts at $0.0044 per minute. All Vonage APIs have unique pricing and we highly recommend speaking with a sales representative over the phone to inquire about special pricing in your region.

In addition to paid add-ons and APIs, Vonage also offers 43 free tools for medical offices including SMS and MMS, auto attendant, call flip between devices, call tagging to prioritize numbers and follow-me functionality to ensure you never miss a call when you step away from your desk or building. For user-level customization, Vonage provides an unlimited number of administrator accounts that allow permitted users to customize their voice and video features.

Advantages & Disadvantages Open row

• All Vonage unified communications plans include more than 50 calling features and applications.
• Vonage plans are highly customizable thanks to 18 available add-on features.

• A one-year minimum contract is required for new Vonage customers.

• Zoom for Healthcare enables secure connections over video, phone and text.
• The platform offers healthcare software integration and medical device support.
• HIPAA-compliant video services require a paid meeting license or bundled phone and video subscription.

Editor’s Rating: 8.8/10

Editor’s Review Open row

Zoom’s video quality and capabilities distinguish it from the competition, which is why Zoom is our top choice for telehealth providers. With a signed business associate agreement (BAA), health service professionals can securely communicate with patients using Zoom phone, short message service (SMS), chat and video. It helps small and large medical practices connect virtually with patients and document encounters in electronic medical records (EMRs).

Our Zoom review noted that the platform outperformed rivals with its crisp sound and low delay during meetings. Zoom automatically adjusts to low-bandwidth conditions, which is helpful for medical practitioners serving remote or rural communities. Live transcription comes with Zoom healthcare accounts, and providers can download and save audio transcripts to EMRs.

We appreciate Zoom’s EMR and practice management integrations with Epic, Phreesia and more. Clinicians can connect electronic stethoscopes and exam cameras to Zoom. It also integrates with GReminders and other scheduling apps, allowing medical offices to automate text reminders or collect telehealth payments. With these integrations, healthcare teams can record and save calls, voicemails and telehealth visits to patient charts.

Small healthcare teams needing nine or fewer Zoom healthcare licenses can use Zoom’s online automated process to sign a BAA. HIPAA-compliant video services require a paid license, which doesn’t come with standalone Zoom Phone plans. Still, we found Zoom’s bundled video and phone subscriptions (Pro Plus and Business Plus) competitively priced and love that Zoom lets medical offices mix and match plans.

Advantages & Disadvantages Open row

• Zoom for Healthcare can reduce communication barriers by adjusting video feeds for clients with slow or unstable internet connections and transcribing meetings in real time.
• Integrations with remote monitoring tools, electronic health record (EHR) platforms and healthcare apps streamline patient encounters and office workflows.
• Physicians and medical staff can record phone calls and virtual consultations; these recordings and voicemails can be saved to patient charts.

• Healthcare practices must upgrade from Basic video services (the free version) to a Pro or Business license to access HIPAA-compliant meetings.
• Small medical offices can sign BAAs online, but those buying Business, Business Plus or Enterprise plans must contact Zoom sales.
• Zoom’s help articles are geared toward experienced administrators, so nontechnical teams may need more time to configure integrations and call flows.

• Nextiva’s HIPAA-compliant communications include phone, voicemail transcription, chat and video meetings.
• Smart call routing tools enable multi-location call flows based on business hours or department.
• The standard phone system doesn’t offer real-time voice or video transcription or integrate with healthcare software.

Editor’s Rating: 9.5/10

Editor’s Review Open row

Among the business phone systems we tested, Nextiva emerged as the strongest choice for multisite healthcare practices. Compared to rivals, Nextiva is easier to implement across multiple locations, thanks to built-in HIPAA-compliance. We noted in our review of Nextiva that administrators can use multi-location call flow management tools and site-level controls without onsite IT support.

After signing a BAA, Nextiva turns off non-supported functions, such as emailing voicemails as attachments. In comparison, other business phone vendors require office administrators to correctly configure settings, manage features and monitor compliance. Nextiva’s call flow building tools utilize a simple drag-and-drop interface, providing a straightforward approach to building logical call menus.

With the advanced IVR system, organizations can use an automated attendant with specialty call routing options including automatic patient callbacks, self-service appointment scheduling and payments. Additionally, healthcare teams can centrally manage emails, web chats and texts from shared inboxes.

Advantages & Disadvantages Open row

• By automatically adjusting phone systems for HIPAA compliance, Nextiva reduces risks from human error and simplifies multisite management.
• Nontechnical teams can easily build multi-location call flows and ensure after hours coverage.
• Healthcare providers can scale services using Nextiva’s advanced IVR to automate patient callbacks and appointment scheduling.

• Unlike Zoom, Nextiva doesn’t integrate with EHRs or practice management software.
• Small teams looking for real-time call transcription or meeting recaps can only access these features through call or contact center plans.
• Nextiva’s base phone subscription costs more than competitors and doesn’t include virtual faxing.

• All 8×8 plans come with a 99.999-percent platform-wide uptime service level agreement.
• 8×8’s university-style training program ensures new users can make the most of the platform’s features, tools and capabilities.
• The company does not list its pricing, requiring you to call a sales agent to figure out your total monthly cost.

Editor’s Rating: 9.2/10

Editor’s Review Open row

We think 8×8 stands out in the all-in-one communications field for its well-featured entry-level service plan with robust international calling and video conferencing capabilities. The plan includes unlimited calling to 14 countries, hot desking, integrations, single sign-on (SSO) and a 99.999 percent uptime service level agreement. With the inclusion of high-definition video and audio conferencing for up to 500 participants, most small and growing medical practices will find every important calling feature and tool needed to communicate with patients effectively.

Like Nextiva, 8×8 lets you mix and match plans to provide everyone in a medical office or support role with the appropriate level of service and the option to scale easily as your requirements change. The comprehensive suite of mostly free training tools in 8×8 University includes 16 courses for administrators, supervisors and users to access. While 8×8 no longer lists its pricing, we’ve seen recent promotions for 25 percent off the entry-level X2 plan that usually costs about $24 per month. See our 8×8 review for more pricing details.

Advantages & Disadvantages Open row

• All 8×8 plans come with a 99.999-percent platform-wide uptime service level agreement.
• 8×8’s university-style training program ensures new users can make the most of the platform’s features, tools and capabilities.

• The company does not list its pricing, requiring you to call a sales agent to figure out your total monthly cost.

Costs of a Business Phone System for Medical Offices

Pricing for cloud-based phone systems is typically based on the number of business user accounts or physical phone locations in a medical office setting. The average starting price for a single-user account is about $15.25 per month. If you’re shopping for a plan with all of the best features, you can expect to spend about $28.75 per monthly user. Discounts are typically offered on a sliding scale with better rates for companies purchasing more than 20 accounts. Many providers also offer discounts as high as 30 percent for annual subscribers.

One exception to the industry standard pricing model is Zoom’s pay-as-you-go metered plan. It starts at $10 per month for unlimited internal calling with additional fees for outbound landline and mobile calls that are billed by the minute.

Business phone add-ons are fairly limited, with most providers encouraging customers to upgrade to a higher-tier plan instead of offering desirable features on a stand-alone basis. Instead, add-on options are typically made available to extend existing features like additional SMS/multimedia messaging service (MMS) communications, international phone numbers and toll-free phone numbers. However, added monthly expenses like the toll-free minute overages, SMS overages and long-distance charges can add up quickly without the right service plan in place.

As a cloud-based system, there’s no hardware to install or need for professional implementation in most business settings. However, most providers offer custom price quotes to cover implementation in an enterprise setting.

Phone hardware is another consideration. While you can use your VoIP phone system through any computer or mobile device, many people prefer working with a traditional office desk phone. VoIP phones, often called IP desk phones, offer the same look, feel and functionality of a traditional office phone with the added features available in a modern phone system. These handsets range from about $100 for a basic model to over $600 for a high-end model with a large color touch screen and camera. Most new phones will arrive preconfigured with all of your user and account settings ready to go. If you prefer keeping your existing phone hardware, you may be able to purchase an IP adapter that will work with your new phone system.

Speaking with a live sales representative can be worth the time. If you call toward the end of the month or quarter, you may be able to negotiate a better deal for your business phone service.

Features of a Business Phone System for Medical Offices

Outpatient surgery centers need worry-free communications platforms that can integrate with scheduling tools to keep patients and staff aligned. Community health centers need affordable, HIPAA-compliant communications tools to ensure funding is spent on improving the lives of patients. Nursing homes need advanced routing and interactive voice response menus with flexible features that are easy to manage.

Most cloud-based business phone systems offer dozens of standard calling features, including basic phone menus, extension dialing, toll-free minutes, music on hold, unlimited domestic calling, mobile applications, video and chat communications. However, not every communications feature will be compliant with HIPAA standards, so it’s important to communicate your business needs when signing up for a new phone system to ensure you’re using everything compliantly.

HIPAA Compliance

From voicemail to video consultations, HIPAA is a federal standard for security and privacy to safeguard patient data and information across all forms of communication. Protected information can range from a patient’s name and social security number to their health condition and treatments. HIPAA-compliant phone services provide secure communications that may limit some functionality to protect patient data, including disabling visual voicemail and voicemail to email or text.

While all of the phone systems we’ve selected for medical offices are HIPAA-compliant, it’s important to inform the service provider of your need for medical rules compliance and inquire about a business associate agreement (BAA). Most service providers have a BAA in place for medical offices and no shortage of experience dealing with sensitive patient information on a regular basis. Companies using non-HIPAA-compliant VoIP can be subject to fines ranging from $100 to more than $1 million for a level four violation involving willful neglect without correction.

Software Integrations

One of the best features of a modern cloud-based phone system is its ability to sync and share data with other critical business software, such as a HIPAA-compliant customer relationship management (CRM) system that can be used to make and track appointments and all communications in a medical setting. With the right integrations in place, front-office medical assistants can schedule new and follow-up appointments for patients and visitors quickly and accurately, remind patients of upcoming appointments and manage billing and insurance information to streamline the entire process.

Analytics

You can’t manage what you can’t measure, which is why analytics play such a big role in improving customer outcomes in any business setting. Basic call analytics are included with most entry-level service plans to help business owners and office managers easily identify areas for improvement and reduce customer wait hold times. For larger medical practices with high call volume, advanced analytics that often come with top-tier service plans include tools like heat mapping to help make complex staffing decisions simple with objective data that’s easy for anyone to understand at a glance.

SMS

SMS, more commonly known as text messaging, is an essential feature for medical offices. With HIPAA-compliant SMS, you can send appointment check-in messages along with pre- and post-visit alerts through a secure text messaging channel to keep patients and staff aware of any potential changes. SMS also makes it easy to collect valuable feedback through digital health surveys or develop better doctor-patient relationships with convenient mobile prescription notices, medical reminders and any other important follow-up messages.

Video communications

Most cloud-based business phone system providers include video communication tools ideal for e-visits, medical consultations and therapy sessions. Video limitations with entry-level plans typically include a 45-minute cap on each virtual meeting and the total number of participants, which won’t be a factor in most patient-focused meetings. In behavior and mental health settings, an upper-tier plan may be required to support sessions longer than one hour without interruption or group meetings that involve a large patient base.

Did You Know? Did you know

Major phone service providers understand HIPAA compliance requirements and will work with you to ensure you’re not at risk of a violation through your communications technology.

Choosing a Business Phone System for Medical Offices

Identify the best business phone system for your medical office without worrying you made the wrong decision by sticking to these five steps.

1. Explore the market.

Even if you’re an expert when it comes to running a medical practice, it’s probably been a while since you’ve caught up on the latest business communications features and tools.

We recommend getting up to speed by reading a few online reviews, like what you can find on our best picks page, to get a better understanding of the standard and advanced communications tools and features being offered.

2. Define your needs.

Prices can double between an entry-level and a top-tier plan and it all multiplies quickly as you add more users to your account. Becoming an informed shopper in this category requires a detailed understanding of your communications needs. This includes the number of people who need a user account or phone number and the use of SMS/MMS, toll-free numbers, video conferencing, AI-assisted tools, team chat and customer support.

3. Participate in live demos.

Your phone system can be a significant recurring expense, which is why most service providers are happy to spend time walking you through a live demonstration to sell you on their product and turn you into a long-term customer. While your demo is effectively a sales pitch, it’s still an excellent way to see the product in action with an emphasis on the way you’ll want to use it.

4. Compare prices.

After you’ve narrowed your list down to a few good contenders, focus on the total cost to break the tie and make your final decision. Take special note of any potential fees for overages including international calling minutes to specific countries where rates can vary greatly between providers. If everything else seems even, consider the cost of phone hardware to help land on the provider for your needs.

5. Hold off for a long-term commitment.

The majority of business phone service providers offer decent discounts for annual subscribers, forcing monthly customers to pay a premium. If possible, we recommend signing up for a monthly plan to make sure your phone system meets all of your expectations before committing to a long-term contract. In many cases, early termination fees will apply if you’re not satisfied with the service and decide to leave before the end of your term.

Bottom Line Bottom line

With quality service and many similar features available through most providers, price is going to be the largest factor when choosing a business phone system for most medical offices.

Advantages of Business Phone Systems for Medical Offices

Compared to a traditional landline or on-premise private branch exchange, a modern cloud-based or VoIP phone can typically offer all of the same functionality with better features at a lower cost, especially without any hardware to install or maintain. The latest business phone systems are straightforward to implement and manage in-house without the assistance of a dedicated information technology (IT) staff in all but the largest, enterprise-level office settings. Account administrators can quickly and easily make changes to calling menus, phone numbers, extensions, holiday hours, greetings and any other call handling adjustments from the home dashboard.

In addition to exceptional calling features, today’s business phone systems serve as all-in-one communications platforms to support team messaging, video conferencing and SMS/MMS messaging. They also integrate with other popular business tools like your CRM and calendar, creating greater efficiencies when working with patient data.

Flexibility

It doesn’t take a dedicated IT staff or a long call to a phone service provider to make changes to your system. From the administrator’s dashboard, you can update your voicemail, call flow, interactive voice response phone menu, extension and even user accounts quickly and easily. Most platforms offer access to these tools through a computer or mobile device, making it easy to make changes to your phone system and integrations at a moment’s notice. With some service providers like Nextiva, you can mix and match service plans among employees to provide the right features and appropriate expense to the correct individuals within your medical office.

Mobile access

You can access your phone system and use the vast majority of its features using any internet-connected device with the appropriate security features for working with patient data. With extended access, patients can call an office phone line and get transferred to a doctor’s mobile phone, where the doctor can flip the call to a video meeting to provide better service. With more devices to communicate with patients, you can set up multi-device ringing to ensure calls are never missed because someone has to step away from their desk phone for a moment.

Cost

Without on-premise phone hardware to purchase, install and maintain, VoIP phone systems can offer significant hardware and labor savings. As a cloud-based system, they’re also able to deliver unified communications or all-in-one voice, video and messaging services in the same platform. In most instances, basic video and messaging capabilities are included at no additional fee. While long-distance calling rates can vary by provider, country and service tier or plan, most providers include unlimited calling in the U.S. and Canada with all plans.

Service

Cloud-based phone service providers build their networks across dozens of geographically diverse data centers, allowing them to provide uptimes that exceed 99.99 percent. While your service experience could be negatively affected if your internet connection is especially poor, medical offices operating outside of the country’s most rural areas can expect high-definition voice and video service without interruption. In some cases, it’s possible to secure a 100-percent uptime service-level agreement (SLA) with a phone provider to guarantee continuous service without any scheduled downtime. If you do experience downtime, your SLA may allow you to recover some of your phone service expenses.

Efficiency

With the ability to combine customer data with secure voice, video and messaging, modern business phone systems are highly efficient and time-saving platforms. When a patient calls, your integrated CRM can immediately provide you with their relevant information and allow you to schedule a series of appointments to cover everything from pre-checks through post-procedure follow-ups from the same platform.

Did You Know? Did you know

If you’re interested in keeping your traditional office desk phone, you may be able to purchase an IP phone adapter and upgrade your existing phone hardware to work with your VoIP phone number.

Business Phone Systems for Medical Offices FAQs

What phone technology is used in hospitals?

Most medical facilities use VoIP phone systems with end-to-end encryption, easy in-house management and flexible plans to keep up with changing staff and department needs.

How much should a medical office spend on a phone system?

The average price for an entry-level business phone plan for one user is about $15 per month. For a top-tier plan with advanced calling features and tools, you can expect to spend up to $30 per monthly user.

What’s the best phone system for medical offices?

RingCentral, Nextiva, 8×8, Zoom and Vonage have the security and features needed by medical offices of all sizes and specialties.

Which phone systems are HIPAA-compliant?

Any phone system with the right security measures in place can be compliant with HIPAA regulations. In business phone settings, this typically means adhering to specific data securing measures and disabling features like visual voicemail, voicemail to email, voicemail to text and some virtual fax settings.

Are mobile devices allowed in medical settings?

While SMS/MMS texting is not a HIPAA-compliant form of communication, you can use a mobile device for HIPAA-compliant voice and video calling.

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Written by: Jeff Hale, Senior Analyst

Jeff Hale is a communications and content marketing expert with extensive experience leading teams as a managing editor. He has deep knowledge of B2B communications technologies, including business phone systems and customer relationship management (CRM) software. Jeff is also an entrepreneur who knows the realities of launching and managing a small business, where he serves as a Content Director and SEO Consultant. At Business News Daily, Jeff primarily covers business technology, including VoIP phone systems, remote PC access software and CRMs. Jeff is also an entrepreneur who knows the realities of launching and managing a small business, where he serves as a Content Director and SEO Consultant. In his role as an entrepreneur and professional, Jeff has identified new market opportunities for Fortune 500 clients and developed communications strategies and digital branding for tech startups and small businesses. Jeff holds a Bachelor’s degree in English from the University of California, Irvine, and an MBA from Chapman University.

https://acmso.org/medical-scribing/emr-software-comparison-guide-choosing-the-right-system-for-your-medical-office

https://www.businessnewsdaily.com/best-medical-office-phone-systems