Greg Standerfer Answers all of Your Questions About Phone Systems | GP 61

Are you moving your practice into the virtual space? What can you do to reset your phone service to reach each clinician as usual? How can you redirect your practice’s phone lines so that you can protect your personal number?

In this podcast episode, Alison Pidgeon speaks with Greg Standerfer about all things phone systems.

Podcast Sponsor

Let’s talk about phones for a second. Specifically your business phone number. Making all of your staff accessible through one central number is key to growing your business. One number for your clients to call and reach whoever they want. All Call Technologies is the company I use to accomplish this.

My phone system is totally virtual – in the cloud. And I don’t have any special app, it uses my regular cell phone service to receive calls. And when I or any of my staff make calls out from our voice mailboxes, it shows my business number as the caller ID to the person we call. Keeping our cell phone numbers private and my business number in front of our clients. I have arranged a special for my podcast listeners, you’ll receive a $50 discount off the setup fees when you start your Virtual Receptionist system with All Call Technologies.

Visit allcalltechnologies.com or call 877-659-4999 and make sure to mention you heard about them from the Grow a Group Practice Podcast.

Meet Greg Standerfer

Greg is co-owner with his wife Rebecca of All Call Technologies. They do virtual phone services and texting services for small businesses. They have been in business since 2005 and have clients in 46 states and Canada. Most of their clients are in the medical field but they do serve a wide variety of clientele.

Visit his website and contact him via email: greg@allcalltechnologies.com

In This Podcast

Summary

  • How do virtual phone systems work?
  • Ways in which you can set up your phone
  • What is a BAA?

How do virtual phone systems work?

It’s basically a system in the cloud and it sends calls to your phone. You can make calls or receive calls with just your regular telephone. The difference in our service is that we can send it to any phone, it doesn’t have to be a particular smartphone … it can be a regular house phone or desk phone so you can use any device that you like with service. (Greg Standerfer)

Virtually, this system works the same whereas now your business number will be your outside caller ID.

This is how these systems work: when a call comes in, it goes to your cellphone and the call can be accepted or rejected but when you make an outbound call you are dialing through the virtual system and this is when it shows your business number.

Simply, inbound calls go to your cellphone and this prevents the caller from getting your personal number and when you make an outbound call, you dial into your phone system in the cloud, and it shows your business number on the phone of the client that you are calling.

Ways in which you can set up your phone

Typically you can set up a system with a ‘day menu’ that greets a caller and then launches into the menu with options for the caller to dial depending on what they need assistance with, such as booking an appointment or needing a question answered about insurance.

Make sure your day menu system has well-thought-out and clear script prompts for the caller to follow.

  • The conventional system starts off with the main menu: the virtual receptionist.
  • From there, modules are added to the system. Each clinician in the practice will have their own module which can be customized to give their specific schedules and working times.

Messages left on phones need to be encrypted for the safety of the client and the clinician. You can work with a business attorney to properly organize the legality behind it.

What is a BAA?

The Business Associate Agreement [is] basically the specifications that spell out what a breech is and how we would handle it and how would our call technologies handle a breech. (Greg Standerfer)

The BAA is a system that explains to the client how a breach in privacy would be handled. It details what the service provider would do in this circumstance and what steps would be taken to protect the client in the upcoming proceedings.

You are basically saying as a company that you are assuring the practice that you are going to handle their information to keep it private to the level of the HIPAA standard. (Alison Pidgeon)

Useful Links:

Meet Alison Pidgeon

A portrait of Alison Pidgeon is shown. She discusses ways to grow your group practice on this week's episode of Practice of the Practice. Alison is a serial entrepreneur with four businesses, one of which is a 15 clinician group practice. She’s also a mom to three boys, wife, coffee drinker, and loves to travel. She started her practice in 2015 and, four years later, has two locations. With a specialization in women’s issues, the practices have made a positive impact on the community by offering different types of specialties not being offered anywhere else in the area.

Alison has been working with Practice of the Practice since 2016. She has helped over 70 therapist entrepreneurs start and grow their businesses, through mastermind groups and individual consulting.

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