Custom Phone Trees
VoiceStack empowers clinics to design custom phone trees that efficiently guide callers, ensuring every call reaches the right destination with clarity and minimal effort for team members.
Trusted by
1500+ Healthcare Practices
The Phone Tree Limitation
Many phone systems use rigid phone trees that do not reflect how clinics actually operate, leading to caller confusion, misrouted calls, and unnecessary delays.
The Phone Tree Challenges
01.
Limited customization options make it hard to tailor menus to your clinic’s needs.
02.
Confusing menus create frustration and slow down patient routing.
03.
Changes often need IT or vendor support, adding extra effort and delays.
04.
Inconsistent experiences across locations reduce clarity and patient satisfaction.
05.
Lack of visibility into menu performance makes it difficult to optimize efficiency.
Industry-Specific Challenges
Dental
- Different routing needs for hygiene, specialty treatments, and emergencies strain static phone trees.
- Calls can get misrouted, causing delays and missed patient inquiries.
Physical Therapy
- Therapist-specific routing and frequent schedule changes disrupt call handling.
- Rigid flows create confusion and require team members to intervene to correct them.
Optometry
- Seasonal exam schedules and eyewear-related calls demand flexible routing.
- Manual updates lead to inconsistent experiences and missed opportunities.
Veterinary
- Urgent and non-urgent calls often get mixed, slowing response times.
- Static call handling makes it difficult to prioritize emergencies effectively.
The OutcomeInflexible phone trees lead to missed calls, frustrated patients, and increased workload for team members.
VoiceStack Custom Phone Trees: Built for Real Healthcare Workflows
VoiceStack enables fully customizable phone trees tailored to real-world clinic operations, giving practices complete control over how calls are routed.
Visual Phone Tree Builder
Create and update IVR menus easily through an intuitive visual interface.
Role & Department Routing
Direct calls based on team member roles and department needs.
Location-Specific Trees
Automatically direct callers to the correct practice location.
Instant Updates
Make real-time changes without downtime or IT support.
VoiceBot integration
Integrate voicebots into your phone tree to enhance patient experience.
Stuart McGuiggan CRO
“VoiceStack helps us prioritize calls, identifying emergencies and patients seeking specific treatments. This allowed us to follow up quickly, securing over $100,000 in treatment. The AI call transcription also supports staff training, letting us review calls, provide guidance, and improve processes, enhancing both team performance and patient care across the practice.”
How Custom Phone Trees Work
Phone trees are fully customizable, centrally managed, and designed for seamless patient routing.
STEP 01
Admin Designs Phone Tree
Clinic admins create menus using the visual phone tree builder.
02
Routing Rules Applied
03
Patients Call the Clinic
04
Context Captured
05
Optimization
Benefits for Healthcare Practices of All Sizes
Operational Efficiency
- Reduced misrouted calls improve day-to-day efficiency.
- Fewer manual transfers free up team member time during busy periods.
- Easy updates allow teams to adjust routing without disruption.
- Clear call ownership ensures accountability and smoother handling.
Patient Experience
- Simple menu navigation makes it easy for patients to get help.
- Less confusion reduces frustration and call abandonment.
- Faster routing leads to quicker resolutions.
- A professional first impression builds patient confidence.
Multi-Location Groups
- Standardized core phone trees ensure consistency across locations.
- Location-level customization supports local workflows.
- Central governance maintains control without limiting flexibility.
- A consistent experience is delivered across every site.
Industry-Specific Phone Tree Use Cases
Dental
Custom Phone Trees
- Phone trees can be configured with separate menu paths for hygiene, specialty care, billing, and emergencies.
- Callers are quickly directed to the appropriate team based on their needs.
Outcome Clearer routing, fewer transfers, and improved front desk efficiency.
Physical Therapy
Custom Phone Trees
- Menus can be designed to route calls to specific therapists and provide reschedule options.
- Phone trees stay aligned with changing schedules and team member availability.
Outcome Faster call handling and smoother day-to-day operations.
Optometry
Custom Phone Trees
- Custom menu options can be created for exam scheduling and eyewear pickups.
- Phone trees support seasonal workflows without confusing callers.
Outcome Improved patient navigation and reduced team member intervention.
Veterinary
Custom Phone Trees
- Phone trees can separate emergency triage from general inquiries.
- Urgent callers are guided to the appropriate department through dedicated menu paths.
Outcome Quicker emergency response and a calmer front desk.
Seamless PMS Integration
VoiceStack adapts phone tree logic based on patient status and visit history, ensuring every call follows the most relevant path.
Callers are identified as existing patients or new inquiries for accurate handling.
Menus adjust contextually based on appointment type and prior interactions.
Follow-up actions can be initiated manually based on call outcomes.
All selections and outcomes are logged to provide complete operational visibility.
Tim Hill CEO
“With VoiceStack, we now have complete visibility into every call, making it easy to track call quality, patient satisfaction, and booking outcomes. We can analyze performance at both the practice and enterprise level, see results by campaign, and measure how well we convert potential patients. It’s an incredible tool for data-driven growth.”
Frequently Asked Questions
Support:
support@voicestack.comSales:
sales.us@voicestack.com
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A more intelligent, AI-powered phone system built to improve communication, performance, and practice growth.
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