The phones are the lifeline of any home care agency. It connects clients and their families, caregivers, and referral sources to your office, making it essential to choose a system that fits your operational needs.
If you’re considering a new phone system or an upgrade, here are five key factors to focus on to ensure you pick the right system.
Home care agencies often experience growth or fluctuations in staffing. Your phone system should be able to scale easily to handle changes in call volume and internal users. It should also make it easy to route calls to the right person and integrate with other technology solutions you currently use.
Look for a solution that allows you to add or remove users easily and supports features like call routing, SMS, and integrations. Avoid systems that require expensive hardware upgrades or long-term contracts that lock you in and limit your flexibility.
Your staff relies on the phone system to do their job effectively and efficiently. Choose a system with an intuitive interface that requires minimal training.
Mobile-friendly apps are a must for agencies with staff working in the field to manage calls and messages on the go. Most modern phone systems will allow you to create an account and test it out. It is an easy way to ensure they system is usable and can be crafted to fit your workflows.
Downtime disrupts care and frustrates clients and staff. Prioritize providers that have strong uptime and offer responsive customer support.
Ask about downtime history and connectivity measures to ensure your communication stays uninterrupted during technical issues or emergencies.
Phone system pricing can be convoluted with setup fees, monthly charges per user, call minutes, and add-on features.
Request a clear pricing structure upfront. Look for a system that has monthly costs that fit your budget, and consider total value over time rather than just the initial price.
Handling sensitive client data requires phone systems that comply with industry regulations like HIPAA.
Confirm that the provider uses encryption, secure storage for call recordings, and strict access controls to protect your agency and clients.
Choosing the right phone system is a big decision that affects your agency’s daily operations and long-term success. Focus on scalability, usability, reliability, transparent pricing, and security to find a system that supports your team.
With connections to many different phone systems, we’re happy to recommend options that are best in class. If you’re ready to simplify your agency’s communications and enhance operational efficiency without losing the personal touch, contact us today to discover how we can support your team and improve the care experience.
