Phone system for dentists
The best phone system for a dental practice is a cloud (VoIP) one, because the front desk is busy and every missed new-patient call is lost revenue. It lets calls ring across reception and nurse mobiles together, holds callers in a queue with a friendly message at peak times, and takes a clear out-of-hours message for emergencies. There are no new phone lines or hardware to install, you keep your existing practice number, and it is unaffected by the 2027 switch-off.
Incoming call
07700 900 118
One new-patient call, ringing reception, the back office and an overflow mobile at once.
The calls a dental practice can't afford to miss
New-patient enquiries
A new patient ringing round for a dentist will try the next practice if no one answers. Every missed call is private and NHS revenue walking out the door, so these calls need to reach someone fast.
Peak-time pile-ups
First thing in the morning and just after lunch, reception is checking patients in and answering the phone at once. Several calls land together and the desk can only hold one line.
Recalls and reminders
Routine recall and reminder calls keep the book full, but they compete with inbound calls for the same handset. They are easy to drop when the front desk is under pressure.
Out-of-hours and emergencies
Patients in pain ring after the practice closes. They need a clear message about what to do and when you reopen, and you need their details captured rather than lost to a dead tone.
Multi-surgery routing
A growing practice or a group with more than one site needs each number pointed at the right surgery, with calls shared between sites when one reception is swamped.
Records and accuracy
When a patient queries what was agreed about an appointment or a quote, a recording of the call settles it. Recording must be set up properly and handled in line with GDPR.
Recommended setup for a dental practice
You do not need a complicated system. A handful of well-chosen building blocks covers almost every dental practice, and you can switch any of them on without new lines or an engineer visit. Here is the setup we would recommend, with the reason each one earns its place at the front desk.
- Ring groups - a new-patient call rings reception handsets and nurse mobiles together, so it is answered by whoever is free.
- Call queues - at peak times callers hold in order with a short, reassuring message instead of a busy tone.
- Voicemail to email - any message left after hours or when reception is flat out lands in an inbox for a prompt callback.
- Auto attendant - an optional menu can split new patients, existing patients and accounts so each reaches the right place first time.
- Call recording - GDPR-aware recording settles any query about an appointment or a quote and supports staff training.
- Business-hours routing - calls follow your opening times automatically, switching to an out-of-hours message when you close.
- Number porting - keep your existing practice number so patients carry on dialling exactly as they do today.
Staff answer on a web browser or the mobile app as well as a desk phone, which suits a practice where reception, nurses and a practice manager move around the building. See the full feature set for everything that comes in the box.
An example new-patient call, step by step
An illustrative call flow for a typical practice. Yours is set up to match how your front desk actually works.
They ring the main practice number to ask about registering and a check-up.
A ring group means whoever is free picks up, rather than the call landing on one busy handset.
They hear a short, friendly message - "you are in the queue and we will be with you shortly" - instead of a busy tone.
The patient is registered, and the call can be recorded so the details agreed are on file if there is ever a query.
Business-hours routing plays an after-hours greeting with your emergency guidance and reopening time.
To voicemail, or to the AI receptionist if enabled. It is emailed to the practice and logged, so reception calls straight back when you reopen.
AI receptionist for dental practices
When reception is closed or every line is busy, the optional AI receptionist answers in a natural voice, takes the caller's name, number and reason for calling, and emails it to the practice so the right person can ring back. It is there to cover out-of-hours and overflow - a safety net so an after-hours emergency or a peak-time overflow call is captured rather than lost, not a replacement for your front desk. You decide when it picks up: only when you are closed, only when all your lines are busy, or both.
Frequently asked questions
What is the best phone system for a dental practice?
The best phone system for a dental practice is a cloud (VoIP) one. It lets new-patient calls ring across reception and nurse mobiles at the same time, holds callers in a queue with a friendly message at peak times, and takes a clear out-of-hours message for emergencies. There are no new phone lines or hardware, you keep your existing number, and it is unaffected by the 2027 PSTN switch-off.
How do we stop missing new-patient calls?
Use a ring group so a new-patient call rings several handsets and mobiles together rather than one phone, then a call queue so callers hold in order with a message when reception is busy. If no one can pick up, voicemail to email or an AI receptionist captures the caller name, number and reason so you can call straight back. Missed new-patient calls are lost revenue, so the aim is that no call rings out to nothing.
Can we keep our existing practice phone number?
Yes. You move your existing number to Voxora through number porting and keep it exactly as it is. Porting is normally free, your number does not change, and your calls simply start ringing on the new system once the transfer completes. Patients carry on dialling the same number.
Can it route calls across more than one surgery or site?
Yes. A multi-site practice can point each number to the right surgery, share calls between sites when one reception is busy, and route by time of day. Because the system is in the cloud, staff at any site, or working from home, answer on a desk phone, the mobile app or a web browser.
How much does a dental phone system cost?
Voxora is priced per user per month, so you only pay for the people who need a phone. The Standard plan is £6.95 per user per month and Pro is £9.95 per user per month, both before VAT, with UK call handling included. The AI receptionist is an optional add-on for out-of-hours and overflow cover. See the pricing page for what each plan includes.
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