The right hospital phone system fosters seamless communication among doctors, nurses, and staff.Seamless communication is crucial for effective patient treatment, improving patient experiences, and efficient hospital operations.

“In a hospital setting, the phone system is more than just a tool for communication. It’s a vital lifeline that connects various parts of the hospital, supports critical decision-making, and aids in delivering prompt patient care.”Mike Schoenberger, CEO, Sunco Communication & Installation

Given the critical nature of seamless communication between medical staff, you need to take the time to choose an excellent, reliable phone system. Hospitals can’t afford dropped calls or misunderstandings in critical situations.

This blog will guide you through essential considerations when selecting a phone system for a hospital. Whether you’re looking at upgrading an existing system or installing a new one, this guide aims to provide insights to help you make a well-informed choice.


First, Assess Your Hospital’s Needs

No two healthcare facilities are alike. As such, it’s important to assess your specific needs before upgrading your hospital phone system. Your specific needs will make a big difference on which features you need in your communication system.

Start by reviewing your hospital’s current phone line and extension usage. Look closely at the number of lines and extensions you have and note which departments use them most. This step helps you understand your basic communication needs.

You should also analyze your call volume. Check how many calls come in and go out each day, especially during peak hours. This data shows if you need more lines during busy times.

Here is a quick example overview of some phone features that your hospital may need.

If You Have.. Call Routing Automated Attendants Emergency Override Voicemail-to-Email Video Conferencing
High Call Volume Essential Optional Essential Essential Optional
Multiple Departments Essential Essential Essential Optional Optional
Emergency Response Essential Optional Critical Optional Optional
Advanced Tech Optional Optional Optional Essential Essential


What Every Hospital Needs in Their Business Phone System

Reliability & Accessibility

The effects of downtime in a hospital’s phone system extend far beyond inconvenience. Such interruptions can break the chain of communication across departments, delay critical emergency responses, and disrupt patient care. As such, a healthcare phone system that can guarantee minimal downtime is essential.

Furthermore, a phone system in a hospital must be accessible to all staff members at all times. This includes doctors, nurses, administrative staff, and emergency response teams. Accessibility is key in ensuring that communication barriers do not interfere with patient care or hospital efficiency.

Integration With Hospital Systems

When your phone system works in harmony with other systems, it ensures a smooth flow of information and reduces the chances of errors. So, your phone system must seamlessly integrate with existing hospital management software and electronic health records (EHR).

For example, a nurse receiving a call about a patient could instantly have access to that patient’s health records with the right integrations. This not only saves time but also allows for more informed and immediate responses to patient needs.


A hospital’s phone system must have the ability to scale with its evolving needs. As the hospital expands, the phone system should adapt to accommodate growth in size and complexity. This scalability ensures that the system remains efficient and effective, even as call volumes increase and new departments or services are added.


Ease of Use

A user-friendly interface is an incredibly important in feature in a hospital phone system. Considering that 45% of workers in Canada’s healthcare industry experience burnout, it’s vital to ensure that complicated new technology isn’t adding to their burden.

Additionally, a phone system with an easy-to-understand interface means minimal training is required. This is crucial in a hospital environment where time is a precious resource. When hospital staff can operate the system effortlessly, it allows them to focus more on patient care rather than struggling with complex technology.

Security & Compliance

Your phone system must comply with all relevant data protection and privacy regulations, such as PIPEDA in Canada and HIPAA in the US. These laws set strict guidelines on how patient information should be handled and protected.

The system should have robust security measures like secure user authentication, data encryption, and regular audits to align with these regulations. Additionally, there should be features to monitor and record access to patient data, as this will provide an audit trail for compliance purposes.

Support & Maintenance

Having reliable technical support and maintenance services is vital for a hospital phone system. Prompt and effective support ensures that any issues are resolved quickly, minimizing disruptions in hospital communications.

Moreover, having access to skilled technicians who understand the unique needs of a hospital environment is essential. They can provide tailored solutions and guidance, which helps ensure the phone system operates optimally at all times.


Should a Hospital Choose an On-Premise or Cloud-Based VoIP Phone System?

Choosing between an on-premise and a cloud-based phone system depends on the hospital’s specific needs and resources. Both options have their advantages and disadvantages.

An on-premise VoIP system offers complete control over the infrastructure. Hospitals have direct access to their servers, allowing for immediate, hands-on issue resolution and customization. However, it requires a significant initial investment in hardware and ongoing maintenance, which can be resource-intensive.

On the other hand, a cloud-based VoIP system is managed off-site by the service provider. This reduces the need for onsite technical staff and lowers upfront costs. Cloud-based systems offer flexibility and scalability, easily adjusting to changing hospital needs. However, they rely heavily on internet connectivity.


Choose The Best Hospital Phone System For You With Help

Knowing what to look for is one thing, but the next challenge is knowing where to look for a phone system that meets all your needs. Choosing a system that balances efficient customer service with urgent call forwarding is usually the best choice for a hospital.

Sunco Communication & Installation works with strategic VoIP partners to help our clients find the right system for their unique business and industry needs. We have experience with healthcare phone systems and are confident that we can help your hospital find the perfect communication solution.

Contact us today to get started.

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