Dental virtual receptionists
“Virtual receptionist” is used for two different things: a person working remotely on your phones and schedule, and software that answers calls. The set-up questions are similar.
Last reviewed against HHS OCR and FCC pages linked on this page on .
Remote person
A remote receptionist working for an outside company needs access to your phones and often your practice-management system. That company is a business associate. Give each person their own login, limit access to what the role needs, and review activity — the same Security Rule controls you apply on site.
Software
See the AI receptionist guide for what software can handle and the FCC rules on AI-generated voices for outbound calls.
Hand-off set-up, either way
- Decide which calls go to the office, which to the virtual receptionist
- Write the emergency script
- Define how messages reach staff and how fast
- Sign the business associate agreement before access is granted
Common questions
- Can a virtual receptionist work from home under HIPAA?
- HIPAA does not prohibit remote work. The safeguards — unique logins, secure devices and connections, limited access — have to be in place and covered by your risk analysis and the business associate agreement.
Sources
- Business Associates (FAQs and guidance) (opens in a new tab) — HHS Office for Civil Rights
- Summary of the HIPAA Security Rule (opens in a new tab) — HHS Office for Civil Rights
Talk to us about your front desk
Tell us about your practice and what is happening with your phones. frontdeskdental.com is operated by AdvancedCare USA Inc., which also operates FrontDeskClinic, HIPAA phone, fax, and texting software for practices. Do not send patient information through this form.
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Last reviewed against HHS OCR and FCC pages linked on this page on .
Rules described here are linked to HHS and the FCC. If one has changed, tell us.