HIPAA Compliant Phone System for Healthcare

Features & Capabilities

• HIPAA-Compliant Virtual Fax: Replace physical fax machines — send and receive faxes encrypted and HIPAA compliant from any device.
• SMS Appointment Reminders: Automated text reminders reduce patient no-shows by 30%. Patients confirm, reschedule, or cancel via text.
• After-Hours On-Call Routing: Time-based routing sends urgent calls to on-call providers. Non-urgent routes to voicemail with transcription.
• Multi-Location Extension Dialing: All clinics, offices, and facilities on one platform — staff dial any colleague across any location.
• HIPAA Call Recording & Storage: Encrypted recordings for compliance audits, training, and dispute resolution — AES-256 at rest.
• Staff Mobile App (Patient Privacy): Doctors and nurses use business number from personal phone — patient privacy maintained on every call.
• Auto Attendant for High Call Volume: Professional call routing handles appointment scheduling peak volume — fewer missed patient calls.

Why ATS Voice

• Fully HIPAA compliant across voice, fax, SMS, voicemail, and call recordings
• Business Associate Agreement (BAA) provided as standard — not an add-on
• SOC 2 Type II certified, TLS/SRTP encrypted in transit, AES-256 at rest
• 82% of patients prefer text reminders — SMS reduces no-shows by 30%
• ATS Voice serves multi-location healthcare groups across East Tennessee

Frequently Asked Questions

Is ATS Voice HIPAA compliant?

Yes. ATS Voice is fully HIPAA compliant across all communication types — voice calls, fax transmissions, text messages, voicemail, and call recordings. All Protected Health Information (PHI) transmitted or stored on the platform is encrypted using TLS and SRTP protocols in transit and AES-256 at rest. The platform operates on SOC 2 Type II certified infrastructure, which requires independent third-party security audits on an annual basis. ATS Voice provides signed Business Associate Agreements (BAA) — a federally required document under HIPAA for any technology vendor that handles PHI on behalf of a covered entity. Your practice receives a BAA as a standard part of the onboarding process, not as an add-on.

Can we replace our fax machines?

Yes. ATS Voice virtual fax eliminates physical fax machines while preserving the fax workflows that healthcare — labs, specialists, insurance carriers, and hospitals — still rely on. Send and receive faxes from any device: desktop browser, laptop, mobile phone, or tablet. All transmissions are encrypted and fully HIPAA-compliant, with each fax logged and stored securely. Incoming faxes arrive as PDFs in your designated inbox, where they can be routed to the appropriate staff member without printing. For most practices, replacing dedicated fax phone lines with virtual fax reduces monthly telecom costs while eliminating paper, toner, maintenance, and the compliance risk of PHI sitting on a physical fax machine.

How do SMS appointment reminders work?

ATS Voice automated SMS sends patients a text message reminder before their scheduled appointment — typically 24–48 hours in advance, depending on your configuration. Patients can reply to confirm, request a reschedule, or cancel, and the response is logged in your system. For practices using EHR or scheduling software integrations, confirmed responses can update the appointment status automatically. Healthcare practices that implement SMS reminders typically see a 25–30% reduction in no-show rates, which translates directly to improved revenue per provider hour and fewer last-minute scheduling gaps. All patient SMS communications are handled in compliance with HIPAA data handling requirements.

Can doctors use their personal phones?

Yes. The ConnectUC mobile app is installed on a provider's personal iPhone or Android, but all calls go out under the practice's business phone number. Patients see the practice's number as caller ID — never the physician's personal cell. This is important for physician privacy, patient communication consistency, and HIPAA compliance: when providers call patients from their personal device through the app, the call routes through ATS Voice's HIPAA-compliant infrastructure and is automatically recorded and logged. Personal contact details are never exposed to patients. For on-call coverage, the app allows after-hours calls to route directly to the on-call provider's device without publishing their personal number.

How does after-hours routing work?

ATS Voice time-based routing automatically adjusts call handling based on your defined practice hours, with no manual steps by staff at closing time. After hours, urgent calls — such as patients reporting symptoms that may require same-day or emergency attention — can be configured to ring the on-call provider's mobile directly. Non-urgent calls route to voicemail with AI transcription, so the morning team reviews readable message summaries rather than listening through recordings. Holiday and weekend schedules are configured in advance. For multi-provider practices, after-hours routing can rotate through an on-call schedule automatically, ensuring fair coverage distribution without requiring a coordinator to manually update call forwarding.

Can we connect multiple clinic locations?

Yes. ATS Voice unifies all clinic and office locations on a single platform with a shared staff directory and inter-location extension dialing. A front desk coordinator at your primary clinic can transfer a patient call to a specialist at a satellite location by dialing a short extension — no external call, no hold while dialing an outside number. All locations share centralized call recording, voicemail, and reporting under one admin portal and one monthly bill. Adding a new location to the existing account takes less than a day and does not require a separate contract or system. Staff moving between locations retain the same extension and voicemail access from any site.

Is call recording included?

Yes. ATS Voice records all inbound and outbound calls automatically — no staff action required to initiate a recording. Every patient conversation, scheduling call, and clinical inquiry is captured with a time-stamp, caller ID, and duration. Recordings are encrypted and stored on SOC 2 Type II certified infrastructure in compliance with HIPAA PHI handling requirements. Authorized staff and compliance officers can access recordings for quality assurance reviews, staff training, patient dispute resolution, and regulatory audits. Retention policies are configurable to meet state medical record retention requirements or practice-specific documentation standards. AI transcription is included, making recordings searchable by keyword without manual review.

How long does setup take for a medical practice?

Most medical practices are fully live on ATS Voice within 2–3 business days from contract signing. Virtual fax is activated immediately upon account setup — practices can begin sending and receiving HIPAA-compliant digital faxes the same day. Number porting from your current carrier runs concurrently with the rest of the setup and typically takes 5–10 business days, with existing numbers remaining active throughout the process so there is zero disruption to patient-facing phone lines. Our East Tennessee support team handles extension configuration, after-hours routing, EHR integration, and staff training. Practices with multiple locations or complex routing requirements receive a dedicated setup coordinator.