๐ 16 East 40th St, Midtown Manhattan
get@callifi.com
Your patients are on hold. Your front desk is overwhelmed. Your fax machine is from 2003. Your answering service costs a fortune and loses messages. Callifi replaces all of it with a modern VoIP phone system designed specifically for how medical offices actually work โ HIPAA compliant, on-site installation, and supported by a real team in Midtown Manhattan.
If you run a medical practice, dental office, or healthcare clinic in New York, you've dealt with at least three of these:
All lines busy during morning rush. Patients call 3-4 times, give up, and go to another provider. Your front desk can't answer fast enough because they're checking in patients at the same time.
Referrals lost. Lab results stuck in a paper tray. The fax line goes down and nobody notices for hours. Meanwhile, your practice manager is feeding pages through a machine that jams twice a day.
Your answering service charges per call and still gets messages wrong. Patients can't reach on-call staff when it matters. Urgent calls get lost in a voicemail black hole.
Your phone system has no idea who's calling. Staff look up every patient manually. Appointment reminders are done by hand. No screen pop, no click-to-call, no integration with your workflow.
When physicians call patients back, their personal cell number shows up on caller ID. Patients save it. They start calling the doctor directly. There's no separation between work and personal life โ and no HIPAA-compliant record of the call.
Legacy PBX maintenance contracts, per-call answering service fees, dedicated fax lines, long-distance charges, and the phone tech who comes once a year and charges $200/hour.
We don't sell you a subscription and mail you a box. We come to your office, understand how your practice operates, and build a phone system around your actual workflow.
Patients hear "you are caller number 3" instead of a busy signal. Queue up to 20+ callers with custom hold messages and estimated wait times. Overflow to voicemail or callback request if the queue gets too long.
"Press 1 for appointments, 2 for prescription refills, 3 for billing, 4 for the nurse's station." Callers reach the right person immediately without tying up the front desk for routine routing.
Add cloud faxing to your phone system โ send and receive faxes from your email, phone, or computer. No fax machine needed. Referrals and lab results go straight to your inbox, searchable and stored. Keep your existing fax number.
Physicians call patients back from the mobile app โ the practice's main number shows on caller ID, not the doctor's personal cell. Call logs are stored in the system. Work-life boundary protected. HIPAA compliant.
Text patients from your practice phone number for appointment reminders, follow-up instructions, and two-way communication. Reduce no-shows without the cost of a third-party reminder service.
Custom night-mode routing: urgent calls go to on-call physician's mobile app (office number on caller ID). Non-urgent calls go to voicemail with transcription emailed to the practice manager. No answering service needed.
Connect your phone system to your EMR/EHR for screen pops (see who's calling before you pick up), click-to-call from patient records, and automatic call logging. We integrate with major EMR platforms.
We don't shy away from HIPAA. Business Associate Agreement available on request. Optional voice encryption (TLS/SRTP), secure voicemail storage, access controls, and audit logs โ configured to meet your practice's compliance requirements.
Every phone call, voicemail, fax, and text message in a medical office could contain ePHI (electronic Protected Health Information). A lot of VoIP providers dodge HIPAA requirements because compliance means extra work. We don't. Callifi is ready to meet your practice's compliance needs:
Many VoIP providers refuse to sign a BAA or make you jump through hoops. Callifi will sign a BAA with your practice on request โ we understand it's a requirement for HIPAA compliance and we don't make it difficult.
We can enable TLS (signaling encryption) and SRTP (media encryption) on your system for practices that require it. Voicemails and faxes can be stored encrypted at rest. We configure the level of security your compliance officer needs.
Role-based access to voicemail, call recordings, and admin functions. The billing department can't access the nurse's voicemail. The receptionist can't change system settings. Every account has unique credentials.
Complete call detail records showing who called whom, when, for how long, and who accessed voicemails and recordings. If you're audited, you have the documentation.
Worth knowing: Many VoIP providers claim to be "HIPAA compliant" but won't sign a BAA when you actually ask. Without a BAA, your practice assumes all liability for any breach that occurs through the phone system. Callifi doesn't dodge this โ if your practice needs a BAA, we'll sign one.
RingCentral, Vonage, and Dialpad are fine products โ for tech companies. Medical offices need something different.
We install and support phone systems for every type of medical office in New York City, Westchester, Long Island, Northern New Jersey, and Connecticut:
We visit your practice, walk the office, and understand your workflow โ how calls come in, who answers, where they route, how after-hours works, what your fax situation looks like, and where the pain points are.
We design call routing, auto-attendant menus, queue behavior, after-hours routing, on-call schedules, and fax flow based on how your office actually operates โ not a generic template.
We handle any cabling needed โ new Cat6 runs to exam rooms, PoE switch installation, and QoS configuration to prioritize voice traffic. Your phones will sound crystal clear.
Pre-configured phones installed at every desk, exam room, and nurse's station. All existing phone and fax numbers ported from your current carrier with zero downtime. Patients call the same number they always have.
On-site training for your front desk, clinical staff, and practice manager. We cover daily phone use, transfers, voicemail, the mobile app, and the admin portal. If you've added CalliFax, we train on that too. We don't leave until everyone is comfortable.
After go-live, your support comes from the same people who built your system. Add an extension for a new provider, change your after-hours routing for a holiday, adjust your call queue โ one call to us handles it.
Free on-site assessment for medical offices anywhere in the NYC tri-state area. We'll walk your office, understand your workflow, and build a system that actually fits how you practice.
Get a Free AssessmentOr call (212) 423-1234 ยท get@callifi.com
