Whether you provide in-person or virtual healthcare services, upholding the Health Insurance Portability and Accountability Act of 1996 (HIPAA) standards is important. Therefore, the best HIPAA-compliant VoIP phone systems focus on data privacy and protecting electronic health records by safeguarding sensitive information during patient intake, sending updates on care plans, and conducting virtual visits.
After careful consideration, these are the best HIPAA-compliant VoIP providers for solo practitioners and small medical offices.
- RingCentral: Best overall HIPAA-compliant phone service
- Zoom for Healthcare: Best for HIPAA-compliant video conferencing
- Nextiva: Best for medical office management
- RingRx: Best for solo practitioners
- Phone.com: Best for patient intake and scheduling
- Dialpad: Best for healthcare chatbots
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Comparing the Top HIPAA-compliant VoIP Providers
HIPAA-compliant VoIP Providers | Key Features | Our Score out of 5 | |
|---|---|---|---|
 | $30 | 4.33 | |
 | $15.99 |
| 4.27 |
 | $25 |
| 4.14 |
 | $15 |
| 4.10 |
 | $14.99 |
| 4.07 |
 | $27 |
| 3.98 |
RingCentral: Best Overall HIPAA-compliant Phone Service
What We Liked
- Provides HIPAA-compliant video conferencing and voice calls
- Integrates with healthcare applications, like EHR systems
- Offers desk phone and conference phone rentals for front-desk support
Where It Falls Behind
- More expensive than other providers on the list
- Internet fax isn’t available on the base plan
RingCentral Pricing (per user/month)
Core: Best for solo practitioners
- $30, billed monthly
- $20, billed annually
Advanced: Best for medical offices with telehealth services
- $35, billed monthly
- $25, billed annually
Ultra: Best for healthcare providers with multiple departments
- $45, billed monthly
- $35, billed annually
My Expert Opinion
RingCentral is the best HIPAA-compliant phone service due to its wide breadth of industry-specific features and commitment to data security. Not only does RingCentral have a HI-TRUST Health Information Trust Alliance certification, but the RingEX plans offer a beta version of end-to-end encryption for voice calls, videos, and messaging. This ensures that your health information is protected during virtual visits, appointment scheduling, and handling of patient records.
In addition to providing a HIPAA-compliant business phone system, healthcare practitioners can benefit from RingCentral’s over 300 third-party applications, including integrations with several healthcare apps. For example, providers can pair electronic health record (EHR) systems with their VoIP system to synchronize call notes with patient data.
Although RingCentral provides numerous features that are beneficial for healthcare providers, the all-inclusive plans are the most expensive on the list. If you want a more cost-effective phone service, consider Zoom for Healthcare or RingRx, which offer similar features at half the price.
- Call transcription: Make sure you never miss a message with real-time transcriptions of audio and video calls. This feature also simplifies recording meeting notes and patient details with artificial intelligence.
- Receptionist console: View all incoming calls in one place with the attendant console, a central hub for managing extensions and connecting callers to the correct department.
- Appointment reminders: Send follow-up messages to patients using the business text messaging feature, such as appointment or prescription reminders.
Follow up with patients using SMS appointment reminders. (Source: RingCentral)
Zoom for Healthcare: Best for HIPAA Compliant Video Conferencing
What We Liked
- Robust video conferencing features to support virtual visits and consultations
- Team collaboration tools, like messaging and group paging
- Integration with mail and calendar apps for efficient appointment scheduling
Where It Falls Behind
- Lacks scalable monthly subscriptions
- Limited customer support features without a higher-tier plan
- Zoom Rooms and Scheduler are only available on the Enterprise plan
Zoom for Healthcare Pricing (per user/month)
Zoom Pro: Best for solo practitioners and in-person visits
- $15.99, billed monthly
- $159.90, billed annually
Zoom Business, Business Plus, and Enterprise: Best for appointment scheduling and telehealth support
- Contact a sales representative for pricing information
My Expert Opinion
Zoom for Healthcare is one of the leading providers of HIPAA-compliant video conferencing, making it an excellent choice for healthcare practitioners providing telehealth services. The platform enables unlimited meetings lasting up to thirty hours, which is more than enough time for conducting virtual consultations. Additionally, staff members can communicate and send announcements through team chat and group paging features.
This provider offers two plan tiers. The Pro plan includes access to Zoom Phone, Meetings, Rooms, and Chat. Then, the Business and Enterprise plans provide advanced features like the Scheduler for booking appointments and Zoom Rooms—essential for creating smart medical offices. You can also purchase Zoom hardware, like whiteboards and video conferencing technology, to support each stage of the patient journey.
Although Zoom for Healthcare offers many features that support virtual and in-person care, it does not offer as many plans as other providers. While the initial tier is lower priced, it lacks the Scheduler and Zoom Rooms, making the Business and Enterprise plans a better option. However, these plans lack transparent pricing, so consider RingCentral for similar features and more options in monthly subscriptions.
- Team chat: Send messages between staff members during and after meetings to assign tasks and provide feedback. You can also integrate third-party apps to share files and coordinate patient care.
- Digital whiteboard: Collaborate with team members by using the whiteboard during virtual or in-person meetings. You can also share your whiteboard with patients during visits for more transparent planning.
- Scheduler: Create a customizable calendar to book appointments and schedule meetings all within the Zoom platform. The scheduler also provides information on staff availability, such as recording when specialists are in or out of the office.
Manage appointments and availability with the Scheduler feature. (Source: Zoom)
Nextiva: Best for Medical Office Management
What We Liked
- Artificial intelligence features, such as chatbots and voice commands, provide self-service options for patients
- Reputation management with social media and online review site integrations
- HIPAA-compliant faxing for receiving referrals and patient intake forms
Where It Falls Behind
- Most essential VoIP features are only available on higher-tier plans
- Limited integrations compared to other providers
Nextiva Pricing (per user/month)
Digital: Best for digital reputation management
- $25, billed monthly
- $20, billed annually
Core: Best for small medical offices
- $36, billed monthly
- $30, billed annually
Engage: Best for team collaboration and integrations
- $50, billed monthly
- $40, billed annually
Power Suite: Best for managing multiple offices
- $75, billed monthly
- $60, billed annually
My Expert Opinion
Nextiva offers the best VoIP features for managing a medical office because the platform is geared toward supporting current and potential clients throughout the patient journey. Many of Nextiva’s key features are powered by artificial intelligence (AI), and you can utilize an AI chatbot to schedule appointments or send patients to the correct department with intelligent call routing.
In addition to providing efficient call routing and appointment scheduling, Nextiva makes it easier to manage the reputation of your office or clinic by integrating with popular social media and online review sites. By managing your online reviews and social media, you can attract new patients and receive feedback on improving your standard of care.
Although Nextiva excels in customer experience, essential VoIP features are limited on the base plan. Specifically, the Digital plan doesn’t include an IVR, text messaging, team chat, or unlimited calling, which means most providers will need a higher-tier subscription. If you want a more comprehensive HIPAA-compliant VoIP provider, consider Dialpad, which offers similar artificial intelligence features across all its plans.
- User inbox: Manage all conversations and patient interactions through a unified mailbox. This system ensures that all communication goes to the same place, making it easier for staff to handle daily operations and respond to messages.
- Skills-based routing: Create more efficient call journeys with customizable menu options and staff prioritization. This ensures you can match callers with the best staff member for their needs, such as creating call flows for appointment scheduling or payment processing.
- Chatbot: Provide 24/7 availability to patients with a virtual assistant who can offer live chat support across communication platforms.
Program a chatbot to interact with patients online. (Source: Nextiva)
RingRx: Best for Solo Practitioners
What We Liked
- HIPAA-secure voicemail box to receive messages from patients
- Offers a free desk phone on the highest-tier plan
- Phone number portability to keep your same business phone number
Where It Falls Behind
- Doesn’t offer annual or volume discounts
- Call recording and outreach is an add-on feature
RingRx Pricing (per user/month)
Lite: Best for business phone systems
- $15, billed monthly
Grow: Best for virtual fax and text features
- $19, billed monthly
Clinic: Best for managing multiple locations
- $25, billed monthly
My Expert Opinion
While many HIPAA-compliant VoIP providers prioritize large clinics, RingRx stands out by providing plans that accommodate healthcare practices of all sizes. With lower prices than most other providers on this list, solo practitioners can choose a plan based on their technology needs. For example, those requiring only a business phone system would benefit from the Lite plan, while practitioners utilizing a fax system should choose the Grow plan.
Unlike VoIP providers that only provide HIPAA compliance on specific plans or services, RingRx offers compliance across its features, with secure voicemail, video, text, and fax. Additionally, RingRx allows you to keep the same business phone number, ensuring that your old patients can contact you after adopting the new system.
The virtual receptionist features simplify call management for solo practitioners because you can use the portal to customize your system without extensive front-desk staff. However, some features, such as call recording and patient outreach, come with additional fees, which can add up for smaller practices. For more comprehensive subscriptions, consider RingCentral, which includes call recording and appointment reminders.
- Conference calls: Customize audio or video calls with waiting room music, moderators, and access controls.
- Call queues: Manage call volume and reduce wait times with a call routing structure that places patients in the correct queues for their inquiries.
- Online portal: RingRx plans include an intuitive dashboard for patients, staff, and practitioners to access information. The portal also provides performance metrics and a centralized space to view and receive voicemails, texts, and documents via fax.
View performance metrics and recent activity with the RingRx portal. (Source: RingRx)
Phone.com: Best for Patient Intake & Scheduling
What We Liked
- Secure virtual fax for processing documentation and forms
- Custom call handling rules, like set schedules, queues, and routing
- Access to live receptionist packages for after-hours support or front-desk assistance
Where It Falls Behind
- Only includes HIPAA-compliant video service on the Plus and Pro plans
- Virtual fax and shared phone lines incur an additional monthly fee
- Lacks healthcare integrations
Phone.com Pricing (per user/month)
Basic: Best for HIPAA-compliant voice calling
- $14.99, billed monthly
- $12.74, billed annually
Plus: Best for team collaboration and text messaging
- $21.99, billed monthly
- $18.69, billed annually
Pro: Best for telehealth services
- $31.99, billed monthly
- $27.19, billed annually
My Expert Opinion
Phone.com is an affordable business phone provider with several HIPAA-compliant solutions for healthcare providers. As the best VoIP provider for patient intake and scheduling, Phone.com offers custom call handling, advanced routing, dial-by-name directory, and queues to manage a busy office. The HIPAA-compliant virtual fax also makes it easier to send and receive documentation with protected health information, like doctor’s notes and patient records.
Additionally, Phone.com offers secure voice calling, making it an excellent option for medical offices that need a VoIP phone system. For offices that need front-desk support, healthcare practitioners can sign up for live receptionist services or use AI Connect. Both services manage calls according to your office schedule and preferences, making them especially useful for 24/7 emergency support.
Although Phone.com offers HIPAA-compliant voice calls, only the two highest-tier plans provide HIPAA-compliant video, meaning telehealth providers will pay more to use this service. Additionally, Phone.com does not offer industry-specific integrations for healthcare providers. If you want a more tailored service for healthcare professionals, check out RingRx, which offers scalable business phone plans.
- Voicemail to email: Instead of just listening to voicemails, transcribe your messages from audio to text. Phone.com can also send your voicemails to a business email.
- Dial by name directory: Allow callers to access the office they need by dialing the name of the person they want to reach. You can then spend less time transferring patients and more time responding to messages and inquiries.
- Virtual fax: Upload, send, and receive documents from your computer, such as patient intake forms. This feature makes sending and receiving signed documentation, payments, or insurance claims easier.
Send and receive documents via HIPAA-compliant virtual fax. (Source: Phone.com)
Dialpad: Best for Healthcare Chatbots
What We Liked
- Virtual chatbots to assist patients with digital self-service
- Call reporting and analytics to improve the patient journey from intake to visit
- Encryption and customizable data retention policies for more secure record storage
Where It Falls Behind
- Internet fax is an add-on feature across plans
- Extensions are only available on the enterprise plan
Dialpad Pricing (per user/month)
Standard: Best for a single medical office with low call volume
- $27, billed monthly
- $15, billed annually
Pro: Best for team collaboration and CRM integrations
- $35, billed monthly
- $25, billed annually
Enterprise: Best for clinics with multiple locations or departments
- Contact a sales representative for pricing
My Expert Opinion
Of the HIPAA-compliant VoIP providers on this list, Dialpad stands out by offering the most extensive AI features, such as real-time assistance from healthcare chatbots and agents designed to support patients and practitioners. Implement a healthcare chatbot to assist patients with appointment scheduling, answering questions, and even providing recommendations for patient care.
However, the AI features don’t end at chatbots. Dialpad utilizes AI for call summaries, sentiment analysis, and intelligent routing, designed to streamline communication between patients, staff, and healthcare providers. You can also use AI to automatically collect patient feedback through post-call surveys and analytics that provide insights on improving your service.
Despite including innovative AI features for healthcare providers, Dialpad only offers internet fax as an add-on feature. Additionally, phone extensions are only available on the Enterprise plan. Therefore, healthcare providers with multiple offices or departments should consider a provider like RingCentral, which includes AI and shared line support.
- Call recording: Keep a record of important meetings and conference calls by enabling recordings in the Dialpad app. After recording, a call is saved to cloud storage for easy access.
- Ring groups: Manage how your phones ring with hunt groups and queue prioritization. Then, customize your ring order to reduce wait times and efficiently respond to calls.
- Contact syncing: For healthcare practitioners who manage communication with Google Workspace or Microsoft 365, Dialpad allows you to sync your contacts from one platform to another. This feature simplifies the process of searching for messages or contacts.
Search for messages or individuals across platforms with contact syncing. (Source: Dialpad)
Methodology: How I Evaluated HIPAA-compliant VoIP Providers
To evaluate the best HIPAA-compliant VoIP providers, I researched business phone systems that offered a combination of products and services that would be most beneficial to healthcare providers. Each VoIP phone system provider was assessed using a six-part evaluation criteria based on key factors such as pricing, features, and usability. Review the tabs below to learn more about how these scores were calculated.
20% of Overall Score
Pricing is a primary concern for healthcare service providers, so I compared the costs of a phone system for each provider based on the first and second-tier subscription plans. Additional points were given to providers with free trials and discounts for annual plans and increasing users.
25% of Overall Score
Phone systems for healthcare providers should be HIPAA compliant and include standard VoIP features, like interactive voice response, call queuing, and recording. Additionally, I evaluated features integral to supporting patients, like integrations with medical systems, virtual fax for intake forms, and a mobile app for easy access.
20% of Overall Score
In addition to the standard features, advanced features include any helpful tools available on the platform that are best for medical offices. For this category, I assessed the security of each system with a focus on data storage, encryption, and auditing. Additional points were given to providers with team collaboration and telehealth features, like video conferencing.
10% of Overall Score
The interface of a phone system is just as important as the features, so I analyzed user reviews, product demos, and training documentation to assess the learning curve for each product. Providers who required minimal technical skills to use and set up received the most points in this category.
10% of Overall Score
I assessed the capacity and quality of user support, such as customer service features, community forums, and knowledge base accessibility. Providers offering 24/7 service across plans received the highest points, with fewer points for those who only offer comprehensive support through a priority support package or enterprise plan.
15% of Overall Score
To calculate this score I evaluated the value of each VoIP service for solo practitioners and small medical offices, focusing on four main criteria: features, pricing, popularity, and ease of availability when researching each provider and phone service.
What to Look for in Healthcare VoIP Services
When choosing a HIPAA-compliant phone service, healthcare providers should consider key features to maintain data privacy and security by safeguarding electronic health records. Additionally, you want a system that makes it easier to manage inquiries and schedule appointments. Therefore, the following tabs include some of the top features to look for in VoIP for healthcare.
For a VoIP provider to be HIPAA compliant, there are specific certifications and agreements that you will need to protect your healthcare information. Business associate agreements, or BAAs, are contracts that ensure your provider will uphold the standards of protected health information and are often an additional requirement for using a VoIP phone system.
Additionally, many providers have additional certifications that provide a higher quality of adherence to data standards. Therefore, you should look for VoIP services with certifications from organizations like the Health Information Trust Alliance (HI-TRUST), which offers validated cybersecurity assessments.
Any healthcare provider managing patient data must utilize tools and technology that provide proper storage and stewardship. Most HIPAA-compliant VoIP providers offer end-to-end encryption on audio and video calls, secure call recording, and cloud storage. Additional security features, like configuring password protection and user permissions for calls or record retrieval, are also crucial for providers of telehealth services.
Each VoIP provider has a method of protecting data privacy through a compliance management system. When choosing a system, you should research how the provider monitors the safety of their platforms, such as how often the system provides audit logs and monitoring and how you can access this information.
The best VoIP healthcare providers include features that improve patient care from intake to consultation. For solo practitioners, you should look for smart VoIP features like interactive voice response that routes to a voice mailbox or chatbots that simplify patient scheduling. Medical offices can also benefit from a system that supports telehealth services, such as those with patient portals, video conferencing, and post-visit surveys.
VoIP phone systems often include integrations with workspace management tools, like CRM software and communication platforms, but healthcare providers should look for integrations with medical systems like electronic health records (EHR) or devices. For example, VoIP providers integrating with EHR systems make updating patient records easier by creating a central space to record call notes and keep track of doctor’s visits and prescriptions.
In addition to using a VoIP phone system for communication with patients and other healthcare institutions, these systems are also beneficial for working within a team. Many VoIP phone systems provide unified communication tools, like video conferencing and messaging, which work well for hosting virtual staff meetings and sending team updates. Some systems also offer group paging to broadcast messages and announcements through your phone system.
Frequently Asked Questions (FAQs)
VoIP, or voice-over-internet-protocol, for healthcare systems, uses the internet instead of traditional landlines to make phone calls or manage communication. Compared to other VoIP phone systems, VoIP for healthcare must be HIPAA compliant and include any necessary agreements or security features to maintain that compliance with providers and other covered entities.
Yes. Many VoIP service providers integrate with electronic health records or EHR systems. For example, RingCentral integrates with multiple healthcare applications, such as Athena Health, Allscripts, and MedTech. If your practice uses a specific system for storing patient records, choose a VoIP provider that can integrate with that system.
Based on our ranking, RingRx is one of the best providers for solo practitioners and small medical practices because it offers affordable and scalable plans for clinics of all sizes. However, a small practice could benefit from many of the HIPAA-compliant VoIP providers in this guide.
Bottom Line
As telehealth becomes more popular, healthcare providers can greatly benefit from a HIPAA-compliant VoIP phone system that integrates call management with patient care. Unlike traditional phone systems, VoIP providers offer unified communication tools, such as video conferencing and team messaging, as well as secure cloud storage, encryption, and monitoring features to support patients and staff.
Additionally, VoIP for healthcare providers is designed to provide comprehensive service for solo practitioners and medical offices, prioritizing in-person and virtual care. Therefore, RingCentral is our top choice for HIPAA-compliant VoIP phone services because of its hybrid healthcare solutions, data security, and integrations. If you want to learn more about RingCentral, sign up for a 14-day free trial.