Phone Systems for Medical Clinics
Help reception get through the morning rush, keep patients informed while they wait, and give after-hours callers clear directions.
Industry Challenges
Most clinics know the pattern: the phones light up the moment the doors open, while a waiting room full of patients needs checking in. A hosted phone system spreads that load, answers the routine questions, and makes sure urgent calls aren’t stuck behind appointment bookings.
- The opening rush when every line rings at once
- Repeat script and results calls tying up the appointment line
- After-hours callers who need clear directions
- Worry about the phones going down
How Smart Phone Systems Helps
A fairer queue: A call queue holds patients in order with a message on hold, and extra staff from the back office can join it during the rush. Call reporting shows the busiest half hours so you can roster for them.
Menu options for routine calls: A short menu sends script requests and results enquiries to a separate group or a voicemail box the nursing team works through, while appointments go to reception. Each voicemail is emailed to a practice inbox you control, with a transcript.
After-hours messages: After hours, the greeting can tell callers to ring 000 in an emergency, give the details of your after-hours or locum service, and say when the clinic reopens. Public holidays and reduced hours can be scheduled in advance, with custom holiday greetings at no extra charge.
Failover when the internet drops: If the clinic’s internet drops out, calls can divert automatically to a mobile so patients can still get through. Bundling Business NBN with the phones means one local provider handles both.
Common Setup for Medical Clinics
Example setup: A clinic with five GPs, four reception staff, two practice nurses and a practice manager.
Typical call flow: Main number → short emergency message (call 000) → Press 1 for Appointments → Press 2 for Repeat Scripts and Referrals → Press 3 for Results and Nurse Enquiries → Press 4 for Accounts.
Useful features: Call queue, messages on hold, auto attendant, voicemail to email, after-hours and holiday schedules, outage failover, call reporting.
Why Choose Smart Phone Systems
We design your call flow with the practice manager, set up greetings and after-hours messages, port your numbers and train reception, all included. Our local team in Pakenham answers the phone 8am-10pm, 7 days. No lock-in contracts, no licence fees, unlimited national landline and mobile calls with each extension, and the first month free for new customers.
FAQs for Medical Clinics
Can the greeting tell patients to call 000 in an emergency?
Yes, and we recommend it on both the main greeting and the after-hours message. Greetings are set up as part of the call flow design and can be updated whenever you need.
Can doctors call patients from home without showing their mobile number?
Yes. Doctors making telehealth or follow-up calls can use the mobile or desktop app, which shows the clinic’s number. Patients call back the clinic, not the doctor’s personal phone.
Can we see how long patients wait in the queue?
Yes. Queue reports show calls answered, calls abandoned and wait times. Call reporting is included at no extra cost.
Can we keep our existing clinic number?
Yes. We port your number as part of setup and plan the switch for a quiet time, such as after hours, so patients keep getting through.
Ready to Ease the Pressure on Your Front Desk?
Call us or send an enquiry and we’ll design a call flow around your clinic’s busiest times.
Learn more about our business phone system features or view our pricing. See our Business NBN plans for the clinic, and read what happens to business calls if the internet goes down. To get started, call us on 03 9100 1234 or book a 15-minute chat using the link below.
