Voice over Internet Protocol (VoIP) systems are transforming communications within medical settings. They are cost-efficient and packed with tons of features not possible with conventional telephone systems. However, with so many choices in the market, how do you find HIPAA-compliant VoIP providers?
Instead of looking elsewhere, consider choosing any of the solutions included in this list.
Top 5 HIPAA-Compliant VoIP Solutions:
The Role of VoIP in Modern Healthcare Communication
VoIP technology is preferred in modern healthcare communications because they are cost-efficient. You can use your internet service for receiving and making calls. It also provides mobility and flexibility since you can access VoIP services via smartphones, tablets, laptops, and traditional phone systems.
VoIP services can also integrate with other software applications. You can integrate your EHR systems and other patient management tools with your VoIP provider, creating more efficient operations.
1. RingRx
Best for small practices who need affordable and easy-to-setup VoIP services
RingRx is built for healthcare professionals who need a HIPAA-compliant phone system. They offer an all-in-one voice, text, and fax communication solution that’s easy to set up without unnecessary complications. There’s a desktop portal where you can manage your account and additional features to customize your communications flow.
They also provide API integration to connect your EHR, EMR, CRM, and other software applications. All of RingRX’s plans are HIPAA-compliant. It will also sign a Business Associate Agreement (BAA) with its clients.
Key Features
- Unlimited calls (subject to fair use restrictions)
- HIPAA secure voicemail box
- Voicemail transcription
- Team and patient texting
- Virtual receptionist
- API integration
- Customizable hold music
- Call recording
Pricing: There are three pricing plans aimed at small to big practices. The Lite plan is $15 per user per month and already comes with unlimited calling but lacks the fax service. The Grow plan at $19 per user per month includes phone, fax, and text features. If you need an enterprise solution, they have the Clinic plan, which is $25 per month (per user). There’s also a free 14-day trial to test their solutions.
2. Phone.com
Best for practices with patients in multiple countries
Phone.com offers affordable service and free phone numbers starting at $18.69 per user per month, billed annually. This gives you access to HIPAA-compliant video conferencing, suitable for 25 participants. You also get premium and free numbers and can choose from local, toll-free, or vanity numbers. You can also port your existing number.
If you’re making calls to countries like Canada, France, Germany, Israel, Italy, the UK, and Puerto Rico, you’d only pay US local rates. This helps you save on international long-distance calls, which is of great help when catering to clients living abroad.
Key Features:
- Unlimited minutes (subject to fair use restrictions)
- 1 phone number per user
- Conversational text messaging
- Voicemail transcription and voicemail to email
- Network and WiFi calls
- Call waiting, notification, forwarding, recording, blocking, and queuing
- Live receptionist
- Fax from phone
- Videoconferencing
Pricing: There’s a basic plan at $12.74 per user per month, billed annually. However, this only comes with 500 pooled minutes and isn’t HIPAA-compliant. HIPAA VoIP compliance is available with the Plus ($18.69 per user per month) and Pro plan ($27.19 per user per month). They offer monthly billing, but you save 15% with the annual billing.
3. Vonage
Best for large practices who need multiple lines
Vonage offers a powerful mobile app that health professionals can use to make and receive business calls. It also integrates with third-party apps, seamlessly synchronizing patient information across devices. Other great features include group paging so medical administrators can contact multiple personnel by group and a virtual assistant that routes calls to the right individuals.
Also, Vonage isn’t just a HIPAA-compliant VoIP service. It has also achieved HITRUST CSF certification, a widely adopted security framework for the healthcare industry.
Key Features:
- Network and WiFi calling
- Toll-free numbers
- Call recording
- Voicemail transcription
- Unlimited domestic calls
- SMS and MMS
- Virtual receptionist
- Analytics and Reporting
Pricing: Vonage offers three communication plans. Starting at $13.99 per month per line, it provides basic features like unlimited domestic calls, SMS, and MMS. For added features, they have the Premium ($20.99 per month per line) and Advanced ($27.99 per month per line) plans. All new accounts are required to do a one-year contract.
4. RingCentral
Best for practices who need a VoIP that integrates with their healthcare systems
RingCentral is a leading provider of HIPAA-compliant VoIP service that has many features vital for healthcare institutions. It has an efficient mobile app so doctors can respond to patients even when away from their desks. It’s an easily scalable solution for health practices that need to expand.
They also provide call trees and call routing so every patient call gets answered by the right person. RingCentral is easy to manage and seamlessly integrates with various EMRs and EHRs.
Key Features:
- Unlimited domestic calls
- Interactive Voice Response (IVR)
- SMS and MMS
- Auto call recording
- Advanced call monitoring and handling
- Internet fax
Pricing: Plans start at $20 per user per month, billed annually. It supports all the core features needed to get your business up and running. There’s also a free trial for new subscribers.
5. Zoom for Healthcare
Best for collaborations and video meetings
Zoom has become a widely popular video conferencing tool because of its flexibility and ease of use. With Zoom for Healthcare, you get a HIPAA-compliant VOIP solution that helps you connect with patients, collaborate globally with peers, and host virtual events.
Zoom Phone is their cloud VoIP phone app with robust features built in a simple and intuitive interface.
Key Features:
- Global phone coverage and domestic calling in over 45+ countries
- Secure communications using TLS 1.2 and 256-bit AES
- On-premise BYOC so you can use your PSTN access with an existing carrier
- Works on any device
Pricing: Zoom for Healthcare starts at $149 per user per year
Key Features of HIPAA-Compliant VoIP Solutions
When looking for HIPAA VoIP providers, check if they have the following key features:
- Encryption: There should be strong encryption protocols like TLS and SRTP during transmission and at rest.
- Role-based Access Control: Check for robust authentication methods like multi-factor authentication (MFA) that control who can access the VoIP accounts.
- Audit Logs: HIPAA compliance requires the creation and maintenance of detailed audit logs to track who accesses patient information.
- Signed BAAs: Ask if the VoIP solution will sign a Business Associate Agreement (BAA), as this is a non-negotiable HIPAA requirement.
Benefits of Using HIPAA-Compliant VoIP Solutions
There are multiple benefits to using HIPAA-compliant VoIP services. For one, VoIP is already cost-efficient, fast, convenient, and reliable. It supports remote access, letting you collaborate with colleagues and patients from various locations.
By choosing HIPAA-compliant VoIP providers, you ensure that voice communications, voicemails, fax, text, and other messaging are secure and protected from unauthorized access. This increases patient trust, complies with legal requirements, and demonstrates your commitment to upholding patient privacy.
Before deciding, look for a VoIP service provider with a proven record of serving clients in the healthcare industry. It should also understand and meet the specific requirements of HIPAA and be willing to enter into a legally binding agreement. Not only will this protect your patients and your practice from unnecessary violations, but it will also establish your credibility as a trusted healthcare provider.
