How to Create a Business Phone Line

Using a business line with clients and HIPAA rules to keep in mind.

Have a look, we’ve done the homework for you. 

SonderMind doesn’t ask you to maintain a separate phone number for clients, but for those who wish to keep their personal and professional contacts separate, this article will be a big help. 

We found a few options to simplify your search for setting up a business line. We do not partner with any of the companies listed below, so please direct questions towards each companies’ respective support team. 

After matching, calling the prospective client is an important first step in building a new relationship. As always, you should comply with HIPAA regulations when communicating with clients. HIPAA’s Privacy Rule permits a provider to discuss treatment related information over the phone. However, it is best practice to verify the client’s identity before discussing any Protected Health Information (PHI) to make sure you are actually speaking to your client. 

While we do not recommend texting PHI via SMS, we understand that some providers and clients may prefer texting over other communications. HIPAA’s Security Rule does not explicitly prohibit the transmission of PHI via text messages, as long as steps are taken to ensure the transmission is secure.

Please keep in mind that if you do intend to use some of the vendors below to use SMS to communicate with your client, the messages need to be encrypted and you will need to enter into a HIPAA compliant business associate agreement with the vendor. Below are some recommended reads for you to check out to ensure HIPAA compliance. 

• Summary of HIPAA Security Rule
• Summary of HIPAA Privacy Rule
• Does the HIPAA Privacy Rule permit a doctor, laboratory, or other health care provider to share patient health information for treatment purposes by fax, e-mail, or over the phone?
• HIPAA Regulations for SMS
• Is Texting in Violation of HIPAA?
• HIPAA Basics for Providers: Privacy, Security, and Breach Notification Rules

Vendor Options & Details

Google Voice

• $10.00/mo 
• Separate/local phone #
• Call/voicemail/text available
• Downloadable app for your phone
• Added perks: Voicemail transcription, ‘Do Not Disturb’ mode based on Calendar working hours

Go Daddy’s SmartLine 

• Free trial available
• $9.99/mo
• Separate/local phone #
• Call/voicemail/text available
• Downloadable app for your phone
• Added perks: business hours, ‘Do Not Disturb’ mode, # blocking, uses carrier network (not dependent on WiFi connection)

Sideline 

• Free trial available
• $9.99/mo
• Separate/local phone #
• Call/voicemail/text available
• Downloadable app for your phone
• Added perks: text auto-replies, uses carrier network (not dependent on WiFi connection)

OpenPhone 

• Free trial available
• $10.00/mo
• Separate/local phone #
• Call/voicemail/text available
• Extra perks: text auto-replies, messaging templates, set business hours